Overview

A ProblemTracker report is composed of a search criteria (query) and an output layout (report format). You can define and save both queries and report formats. This enables you to quickly select from a list of frequently used queries, rather than re-entering all the query parameters for each query. You can use either group or personal saved queries. You can always save a personal saved query, and if you have been given permission by your Administrator, you may also be able to save a query or report for use by all users in your assigned user group.

Saved queries are managed by the Saved Query bar which appears on the Query Page below the status bar, as shown below:

Using the Saved Query bar, you can define new queries, edit or remove existing saved queries, and run or preview a saved query. Group level saved queries are listed followed by the User Group name in square brackets.

Saved report formats are managed by the Saved Report bar which also appears on the Query Page below the status bar, as shown below:

Using the Saved Reports bar, you can define new report formats, and edit or remove existing saved report formats. Group level saved report formats are listed followed by the User Group name in square brackets.

Field Level Visibility in Saved Group Queries and Reports

Field Level Visibility is the feature that allows fields to be restricted by user group in various areas of ProblemTracker such as the Add, Edit, and View pages and in Queries and Reports. That is to say that the system can be configured such that each user group may see a different set of fields in each area of ProblemTracker. Therefore, when creating saved group queries and report layouts, all fields may not be displayed depending on field visibility settings for the group selected.

When a field is not visible to the user group selected in a saved group query, the field will be set to the default value when the saved group query is run. In most cases, this default value is "*", which will include all possible values for the field in the saved group query results. In the case of the Deleted field, the default is "No" such that all records that have not been marked as deleted will be included in the results of the saved group query.

In the case of report layouts, if the field is not visible to the group selected for the saved group report layout, the field will not appear in the list of possible values for each column of the report.

Please contact your ProblemTracker if you wish to include a field in a saved group query or report layout that is not visible to the selected user group.

Define a Saved Query

To define a saved query, follow these steps:

1. Press the Add button on the Saved Query bar. Note: to create a Saved Query that is similar to an existing Saved Query, select the existing Saved Query in the pulldown menu to the left before clicking the Add button.
2. Select the Query Type. If it's a group saved query, select the name of the group to which this saved query should be visible. Click OK to proceed.
3. In the form that appears, enter a query name (this is the name that you will use to retrieve the query) in the "Query Name" field.
4. Enter the parameter for the query as you would for a normal query.
5. Press the "Save Query" button.

Run a Saved Query

To run a saved query, follow these steps:

1. Click on arrow in the combo box control in the Saved Query bar and select the desired query from the drop-down list.
2. Press the Run button in the Saved Query bar.

Preview a Saved Query

Many times you may wish to verify the parameters of a saved query before running it or perhaps modify it slightly before running it. The ProblemTracker saved query Preview feature allows you to do this.

To preview, optionally modify, and run a saved query, follow these steps:

1. Press the Preview button in the Saved Query bar. The parameters for the saved query appear in the query dialog below.
2. Modify the query parameters if desired.
3. Press the "Run Query" button in the query dialog to submit the query.

Set Default Saved Query Drop-Down Menu Selection

To set the query which you would like to appear in the Saved Query drop-down list when you first browse to the Query page, follow these steps:

1. Click on arrow in the combo box control in the Saved Query bar and select the query you would like to be the default from the drop-down list.
2. Press the Default button in the Saved Query bar. The page will be refreshed and the Status will say "Default Query has been updated.".

Edit a Saved Query

To edit a saved query, follow these steps:

1. Click on arrow in the combo box control in the Saved Query bar and select the query you would like to edit from the drop-down list.
2. Press the Edit button in the Saved Query bar. A page containing the current query parameters is displayed.
3. Edit the query parameters as desired.
4. Press the "OK" button to save your updates.

Delete a Saved Query

To delete a saved query, follow these steps:

1. Click on arrow in the combo box control in the Saved Query bar and select the query you would like to remove from the drop-down list.
2. Press the Delete button in the Saved Query bar.

Standard Saved Queries within ProblemTracker

Within ProblemTracker, there are three saved queries that are installed by default:

• Default [Users]
  A saved query for the Users group that will display all records within ProblemTracker.
• Assigned to Me [Users]
  A saved query for the Users group that will display all records assigned to the user who is currently logged into ProblemTracker. By default, this query is selected as the First Home Page Report in the Personal Preferences page for all users. Please review the Personal Preferences section for more information about selecting a saved query for the First Home Page Report.
• Reported By Me [Users]
  A saved query for the Users group that will display all records reported by the user who is currently logged into ProblemTracker. By default, this query is selected as the Second Home Page Report in the Personal Preferences page for all users. Please review the Personal Preferences section for more information about selecting a saved query for the Second Home Page Report.

Define a Saved Report Format

To define a report format, follow these steps:

1. Press the Add button on the Saved Report bar.
2. Select the Report Layout Type. If it's a group report layout, select a group to which this report layout should be visible. Click OK to proceed.
3. In the form that appear, enter a report name (this is the name that you will use to select the report format) in the "Report Layout Name" field.
4. Select how to align text fields (left, center, right).
5. Select the maximum size for text fields.
6. Select the fields you would like displayed.
7. Press the OK button.

Edit a Saved Report Format

To edit a saved report format, follow these steps:

1. Click on arrow in the combo box control in the Saved Report bar and select the report format you would like to edit from the drop-down list.
2. Press the Edit button in the Saved Report bar. A page containing the current format is displayed.
3. Edit the format as desired.
4. Press the "OK" button to save your updates.

Delete a Saved Report Format

To delete a saved report format, follow these steps:

1. Click on arrow in the combo box control in the Saved Reports bar and select the query you would like to remove from the drop-down list.
2. Press the Delete button in the Saved Reports bar.

Use a Saved Report Format in a Query

To use a saved report format in a query, follow these steps:

1. Click on the Query icon in the navigation bar.
2. Enter the query directly or start with an existing Saved Query by selecting the Saved Query and clicking Preview.
3. Scroll down to the bottom of the page and select the Saved Report Format in the Report Layout pulldown.
4. Press the Run Query button.

Use a Saved Report Format in a Saved Query

To use a saved report format in a saved query, follow these steps:

1. Click on the Query icon in the navigation bar.
2. Select the Saved Query in the Saved Query bar and click the Edit button.
3. Scroll down to the bottom of the page and select the Saved Report Format in the Report Layout pulldown.
4. Press the OK button to save the edited Saved Query.

When the "Assigned To" or "Reported By" fields appear in a report layout, users with the privilege "View User Information" will be able to click on the user's name in the query results to display the user's profile information (e.g. phone number, email address, company name).

Standard Saved Report Layouts within ProblemTracker

Within ProblemTracker, there are three saved report layouts that are installed by default:

• Default [Users]
  A saved report layout for the Users group that will display the fields PRN, Product, and Status in a report. The saved query Default [Users] uses this report layout by default.
• Home Report1 [Users]
  A saved report layout for the Users group that will display the fields PRN, Product, Title, Reported By, Status, Request Type, Priority, and Description within a report. By default, this report layout is used by the saved query "Assigned To Me [Users]".
• Home Report2 [Users]
  A saved report layout for the Users group that will display the fields PRN, Product, Title, Assigned To, Status, Date Reported, Reported in Version, Request Type, and Released in Version within a report. By default, this report layout is used by the saved query "Reported By Me [Users]".