Adding users to groups enables you to easily obtain contact details or send an email to the group. There are times however when you wish to select a more precise group of people, for example select all the men aged 30-50 within your organisation.

This can be achieved by creating a query. This quide explains how you can create a query and then run tasks such as printing or mailing your selection. Querying both user groups and directories are covered in this guide.

Creating a Query

• Login and enter the Web Office.
• Within the Web Office select the Query tab on the task pane navigation, the Web Office will refresh shortly afterwards to display the Query area.
• Select the  user group or directory you wish to query from the navigation pane on the left-hand side; the work pane should refresh shortly afterwards.
• Select the Create a new query task, the work pane will display the query builder shortly afterwards.
• Select whether all or any of the criteria you set must be met. If you have a directory selected choose whether you wish to query the organisations details or the staff members of the organisations.
• Select the add criteria button and a selection box will appear; select the box and choose the field of data you wish to query from the list e.g. you'd select age if you wanted find users of a certain age range.
• When the information to query has been selected the conditions you can select from will appear to the right of the field name. Set the criteria you wish your selection to meet e.g. is more than 29. Add more criteria in the same way if required e.g. Age is less than 51.
• Once you have added the criteria required select if you wish to save the query for re-use and if selected set the saving options appropriately.
• Finally select Run to execute the query; the results of your query will be displayed shortly afterwards.

Working with your Query selection results

Once you have your selection of people, organisations or staff members you can perform various tasks on the results. Here's a summary of the tasks available:

Send a Mailing...		Launches the mailing wizard so you can email your selection or print off address labels.
Set Mailing Channel Preferences...		Sets the chosen preferred correspondence method for your selected users of a particular Mailing Channel.
Grant Group Memberships		Gives your selection, membership of the specified group or directory.
Revoke Group Memberships		Removes your selection from the membership of a particular group or directory.
Ensure  Login Access is Enabled		Sets login access to enabled for all the selected users. Login details will not be issued by this task, follow the instructions on screen to issue login details.
Ensure Login Access is Disabled...		Disables login access for the selected users.
Get a distinct selection of Shop Orders for these users.		If you are selling your own products through the website you can see a list of all the orders made by the selected users.
Export results as a Comma Separated Values (CSV) file.		Produces a spreadsheet of your query results (further details below under 'Printing/Exporting your selection').
Get a distinct selection of Shop Orders for these users.		Produces a PDF file that can be printed (further details below under 'Printing/Exporting your selection').

 

Printing/Exporting your selection

Once you have the list of users who meet your criteria you may wish to print of the results or export the selection for further analysis. These task can be performed as follows:

• Step 1 - select the information you wish to print or export.
  Only the id and the name of your selection will be displayed initially. If you wish to print or export additional information e.g.their age, contact information etc, then you'll need  to select the information you require to be displayed. Follow these instructions to add additional columns to your results:
  
  
  • Click the change columns button; a window should be displayed shortly afterwards titled select columns.
  • The column selection window displays the columns that can be added on the left and the columns that have already been selected on the right. To add new information click the column you wish to add from the left-hand box and then click the Add button. If the column you wish to add isn't displayed, then find the column you require by selecting the appropriate data set from the drop-down selection list.
    All the columns in a particular data set can be added by selecting the add all button. A column can be removed by selecting it from the right-hand box and clicking the remove button. The selected columns (those in the right-hand box) can be ordered using the move up and move down buttons.
    
    Note: Multiple columns can be selected by pressing the Ctrl key whilst selecting the columns. Columns can be deselected by clicking on the selected column.
  • Once you've added the appropriate columns click update to refresh the query results.

• Step 2 - select the task to print or export the results
  Once you're displaying the information you require you can export the information using the following tasks:

Export results as a Comma Separated Values (CSV) file...		Produces a spreadsheet of your query results.
Print PDF version of the results...		Produces a PDF file that can be printed. When selected several formatting options will appear.

Saved Queries

Query selections can be stored for later use within the group folder or for your personal use only. Queries stored within a particular group folder will appear to anyone who has permissions to query the group, when they select the group in the Query navigation.

Various tasks can be performed on any saved query you have access to including: re-running the query, editing it, and viewing the results from the last time it was run.