Managing Global QuickQueries

Global QuickQueries are QuickQueries you define for your Civic Platform users. Civic Platform gives you the flexibility to assign QuickQueries to every user in the agency, make them available to a specific group only, or even limit them to an individual user. If needed, you can edit, delete, and un-assign QuickQueries previously assigned.

Topics

Creating a Global QuickQuery

For each portlet list, you can create any number of QuickQueries. For example, in the Building portlet, you might want to sort the records by the Record ID and the street name.

You also have the option to designate one of the Global QuickQueries as the primary QuickQuery within each portlet. You can only assign one primary Global QuickQuery at a time. If the daily user assigns a user defined QuickQuery as primary, Civic Platform overrides the primary Global QuickQuery with the user’s choice.

To create a QuickQuery

  1. Access the Global QuickQueries portlet (Accessing the Global QuickQueries Portlet).

  2. From the portlet drop-down list, choose the portlet for which you want to create a query.

  3. Click Submit.

    Civic Platform displays a list of the queries defined for that view.



  4. Click New.

    Civic Platform displays a blank form in the secondary tab.



  5. Complete these fields:

    Name Enter a brief name to identify the QuickQuery.
    Description Enter a description to help you identify the purpose of the QuickQuery.
  6. In the Search By section:

    1. Use the first drop-down to select the Field you want to filter.


      Note:

      The portlet you selected in sets the filter fields available in this drop-down:

      • The filter fields for Record List portlet include all the record fields that display in the record search form, Application-Specific Info, Address Template, Owner Template, Parcel Template, and Module Name.

      • The filter fields for the Reference Address (Parcel, or Owner) Portlet include the address (parcel, or owner) fields, and Address Template (Parcel Template, or Owner Template).

      • The filter fields for other portlets are the fields that display in the search form of each portlet.


      • If you select Application-Specific Info (ASI) as the filter field in the drop-down, Civic Platform displays all the ASI groups.



        Select an ASI group code, and then find and click the desired ASI field in the ASI Field navigation tree to specify the field you want to filter.

      • If you select Address Template, Parcel Template, or Owner Template as the filter field in the drop-down, Civic Platform displays all the active template attributes. Click the desired attribute to specify the field you want to filter.



    2. Use the second drop-down to select the Relational Operator you want to use. See Table 1.

    3. In the third field, enter the Value that you want to compare the field against. The value must match a value in your agency’s database. You can click the button to the right of the field and select a variable from the Variable picker, or enter the variable into the field manually.

      See Table 2



      • If you select a user name field such as Requestor, Civic Platform displays three fields where you can specify the first, middle, and last name of a person. See Table 2.



        However, if you pick a variable as the search criteria, Civic Platform turns the three fields into a read-only Full Name field and populates the field with the specified variable.

    4. If you are filtering additional fields, enter the Logical Operator in the fourth field to determine how you want to combine the field-level filters. See Table 3.

  7. If you are querying more than one field:

    1. Click the New Field button located at the top of the portlet.

      Civic Platform adds a condition to the Search By section for the additional field.



    2. Repeat for each new field.

  8. To delete a field from your query, select the field and click Delete Field.

  9. Click the Preview SQL button to view the SQL in the Resulting Query text field.



  10. Click Submit.

    Civic Platform informs you if you created the QuickQuery successfully and updates the Global QuickQueries list.

  11. To set the QuickQuery as the primary QuickQuery for the portlet:

    1. Click the Recipient tab.

      Civic Platform displays a list of Recipients.



    2. Click the Recipient Key link.

      Civic Platform displays the Recipient Key list.



    3. Select the Primary option.

    4. Click Submit.

Table 1. Relational Operators
Operator Description
!= Not equal to
< Less than
<= Less than or equal to
= Equal to
> Greater than
>= Greater than or equal to
IS NOT NULL Used to query fields that contain any value, regardless of what that value is.

When you use this operator, do not use a variable in the third field.

IS NULL Used to query fields that do not have a value. For example, you might set up a data filter to query for records assigned to a certain department, but not to any individual within the department.

When you use this operator, do not use a variable in the third field.

Like The field values that you want to include in the filter or query contain a string of alphabetic characters. For example, if you want to set up a query to list all contacts with the string “Jeff” in their email addresses, choose “Like” as the relational operator and enter “Jeff” as the value.
Table 2. QuickQuery Parameters
Variable Name Description
$$DEPARTMENT$$ Department The department to which the current user belongs.
$$GAUSER ID$$ User ID The logged in user’s ID.
$$GROUP$$ Group The logged in user’s user group.
$$MODULE$$ Module The name of the module for which you created the alert.
$$ORGANIZATION$$ Organization All organizations. A Citizen Access term.
$$OWNORGANIZATION$$ Own Organization The logged in citizen user’s organizations. A Citizen Access term.
$$OWNLICENSE$$ Own License The logged in citizen user’s licenses. A Citizen Access term.
$$PUBLICUSER_EMAIL$$ Public User’s Email The logged in citizen user’s email. A Citizen Access term.
$$SERV_PROV_CODE$$ Service Provider Code The logged in user’s agency code
$$TODAY+/-#$$ Today Today’s date, based on the workstation’s system clock. You can use this variable parameter in calculations to specify a date range. For example, you could enter $$Today-7$$to query for all records over the last week.
$$USERID$$ User ID The ID of the user currently logged on to Civic Platform.
Table 3. Logical Operators
Operator Description
And Use this logical (boolean) operator to display values included only in multiple fields (produces a smaller list of matches).
Or Use the logical (boolean) operator to display values included in either one or other of the fields (produces a larger list of matches).

Editing a Global QuickQuery

This section describes how to edit information associated with a QuickQuery, including how to designate a QuickQuery as the primary QuickQuery for the portlet.

To edit a QuickQuery

  1. Access the Global QuickQueries portlet (Accessing the Global QuickQueries Portlet).

  2. From the Portlet drop-down list, choose the portlet for which you want to edit a query.

  3. Click Submit.

    Civic Platform displays a list of the queries defined for that view.

  4. From the list of queries, click the link in the Name column of the query you want to edit.

    Civic Platform displays the query details in the secondary portlet.

  5. Modify these fields if you want:

    Name Enter a brief name to identify the QuickQuery.
    Description Enter a description to help you identify the purpose of the QuickQuery.
  6. Review and edit the Search By section:

    1. To delete a field from your query, select the field and click Delete Field.

    2. If you want to modify the filter condition for a field, find the target field, select the new Relational Operator you want to use for the field, and enter the new Value that you want to compare the field against.

    3. If you want to add a new field, enter the Logical Operator in the last field to determine how you want to combine the field-level filters, click the New Field button, and perform the following:

      1. Use the first drop-down to select the Field you want to filter,

      2. Use the second drop-down to select the Relational Operator you want to use.

      3. In the third field, enter the Value that you want to compare the field against. The value must match a value in your agency’s database. You can click the button to the right of the field and select a variable from the Variable picker, or enter the variable into the field manually.

      4. Repeat the preceding step for every new field.

    For more information on adding new fields in Search By, see Creating a Global QuickQuery.

  7. If you are querying more than one field, click the New Field button located at the top of the portlet.

    Civic Platform adds a condition to the Search By section for the additional field.

  8. Repeat for each new field.

    To delete a field from your query, select the field and click Delete Field.

  9. Click the Preview SQL button to view the SQL in the Resulting Query text field.

  10. Click Submit.

    Civic Platform updates the Global QuickQueries list.

  11. To set the QuickQuery as the primary QuickQuery for the portlet:

    1. Click the Recipient tab.

      Civic Platform displays a list of Recipients.



    2. Click the Recipient Key link.

      Civic Platform displays the Recipient Key list.



    3. Select the Primary option.

    4. Click Submit.

Deleting a Global QuickQuery

This section describes how to remove a QuickQuery from your system.

To delete a QuickQuery

  1. Access the Global QuickQueries portlet (Accessing the Global QuickQueries Portlet).

  2. Select the portlet with the query you want to delete.

  3. Click Submit.

    Civic Platform displays a list of the queries defined for that portlet.

  4. From the list of queries, select each query you want to delete.

  5. Click Delete.

    Civic Platform updates the Global QuickQueries list.

Assigning a QuickQuery

You can assign QuickQueries to individual users, to entire groups, or to modules in the Recipient tab of the Global QuickQueries portlet (Navigating to the Setup Portlet). After you assign a query to a user or group, those users can see the query in their My QuickQuery drop-down list in the toolbar for the applicable list portlet. If you created multiple queries for that portlet, the user can select a primary QuickQuery to apply to the portlet.

For more information, see Setting Up Security Policies.

Removing a QuickQuery

This section describes how to remove a QuickQuery from a user or user group.

To remove a QuickQuery from a user or user group

  1. Access the Global QuickQueries portlet (Accessing the Global QuickQueries Portlet).

  2. Select the portlet with the QuickQuery you want to modify.

  3. Click Submit.

    Civic Platform displays a list of the QuickQueries defined for the selected portlet.

  4. In the Name column, click the link to the QuickQuery with the recipient you want to remove.

    If you do not see the QuickQuery you want, click Search.

    Civic Platform displays the QuickQuery details in the secondary portlet.

  5. Click the Recipients tab.

    Civic Platform displays a list of recipients.

  6. Select each recipient you want to remove from the list.

  7. Click Delete.

    Civic Platform displays a confirmation message and updates recipient list.