Task List Query Builder

Note:  Users must be granted at least Update permissions to access and execute a query.

Use the Task List Query Builder to create a query, which is a logical expression that describes a set of tasks assignments. The system will filter through all the task assignments that exist and find the ones that match the query. For example, you might want to locate all the task assignments that require follow-up activity. Your query would describe task assignments for which follow-up is true.  

To accurately describe a set of task assignments, the Task List Query Builder provides a number of filters for you to use. Think of filters as characteristics of the task assignments that you want the system to find. For example, to find all the task assignments for a task owner, use Owner as the filter because this is a characteristic of the task assignments.  

As you add filters to the query, you must provide the value on which to filter, such as a specific task owner or a date range during which task assignments are due. Some filters also allow you to find task assignments that do not have information in a particular field. For example, you can locate open task assignments using the Null option for the Closed By Date filter.

Note:  In addition to the query criteria defined, existing security constraints apply to query results.

Simple and Power Queries

Use the Simple Query to quickly display tasks by predefined filters or by saved queries. Build a complex query using the Power Query by specifying multiple filters and providing a value for each one. For example, if you chose Team as the filter, you must identify the contact and personnel team associated with the task assignments you want to locate.

The Selected Filters list on the Task List Query Builder form contains all filters and query statements. To use more than one filter in the same query, you must designate the relationship between the filters. By default, the system will insert the AND operator between the filters. Change the operator when necessary and add parentheses to help define the order of filter evaluation.

Once a query has been built and executed, and expected results have been verified, it can be saved and used in the future. Saved queries should only be used for the purpose that they were intended. An existing query can be used as is, or edited and saved with changes, or edited and saved as a new query—leaving the original query intact. Limit user access to a saved query by associating it with an entity. If an entity is specified, the record will be available only to users with access to the entity. Select existing queries from the list for the Display Tasks using the query option in the Simple Query section. Access existing queries for review or modification by clicking the Open button in the Power Query section and selecting the query from the list when prompted.

Tip:  To retrieve overdue tasks, select Now as value for the Task Due Date filter. Saved queries with the Now value always return tasks with Due Dates overdue from the time that the query is run.

Building a Query

Some common actions encountered when building a query are described below.

Tip:  The Not operator button and the parentheses buttons are designed as toggle keys. Click the button to add the operator/parenthesis to the filter; click the button again to remove the operator/parenthesis from the filter.

Action

Procedure

To add filters to the query

  1. Select the filter in the Available Filters list.

  2. Click Assign.

  3. Provide the appropriate value.

To search for task assignments that do not have an entry for a field (not available for all filters)

  1. Select the filter in the Available Filters list.

  2. Click Assign.

  3. Select the NULL option.

To change an operator

  1. In the Selected Filters list, click the filter containing the operator you want to change.

  2. Click the And or Or button to change the existing operator.

  3. Add or remove an existing NOT operator by clicking the Not button.

To add parentheses to the query

  1. In the Selected Filters list, click the filter where you want to insert the open parentheses.

  2. Click the open parenthesis button.

  3. Repeat the same steps to add the close parenthesis.

To remove parentheses from the query

  1. In the Selected Filters list, click the filter with the parenthesis you want to delete.

  2. Click the open parenthesis button to remove an open parenthesis.

  3. Click the close parenthesis button to remove a close parenthesis.

To delete part of the query

  1. Highlight the filter in the query you want to delete.

  2. Click Remove.

To name the query and save it for later use

  1. Click Save.

  2. Type a name and a description for the query.

  3. Limit access to saved queries by associating the query with an Enterprise Entity.

  4. Click OK.

To open an existing query

  1. Click Open.

  2. Select the query name from the list.

  3. Click OK.

To save a query under a different name after editing it

  1. Click Save As.

  2. Type a new query name and description.

  3. Limit access to saved queries by associating the query with an Enterprise Entity.

  4. Click OK.

To delete an existing query

  1. Click Open.

  2. Select the query name from the list.

  3. Click Delete.

  4. Click OK to confirm.
 

The Task List Query Builder always displays results in the Task List. Users can view some or all of the results in an optional calendar format.  

Related topics

 Using Operators and Parenthesis

 

 Description of Match Criteria