work lists guide
TRANSCRIPT
Work Lists Guide
Query Basics | October 10, 2018
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Table of Contents Work Lists .............................................................................................................................. 4
Accessing .................................................................................................................................................. 4
Creating Work List Queries ....................................................................................................................... 5
Adding a new Work List query .............................................................................................................. 5
Work List Editor Pane ............................................................................................................................ 7
Work Lists Results Pane ........................................................................................................................ 8
My Work Lists/Shared Work Lists ............................................................................................................. 8
Profile Paths .............................................................................................................................................. 8
Sources, Clauses, Fields, Operators, Values, & Subqueries .................................................... 10
Sources ................................................................................................................................................... 10
Clauses .................................................................................................................................................... 10
Fields ....................................................................................................................................................... 10
Group Deposits .................................................................................................................................... 11
Ledgers ................................................................................................................................................ 11
Order Tasks ......................................................................................................................................... 11
Orders .................................................................................................................................................. 11
Pfd Files ............................................................................................................................................... 12
Pro1099 Records ................................................................................................................................. 12
Transactions ........................................................................................................................................ 12
Process Instances ................................................................................................................................ 12
SoftPro 360 .......................................................................................................................................... 12
Operators ................................................................................................................................................ 13
Values ..................................................................................................................................................... 13
Variables .............................................................................................................................................. 13
Subqueries .............................................................................................................................................. 15
Creating Subqueries ............................................................................................................................ 15
Options ................................................................................................................................ 17
Results .................................................................................................................................................... 17
Sorting..................................................................................................................................................... 17
Advanced ................................................................................................................................................ 18
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Work Lists The Work Lists feature enables users to create and customize queries to organize their orders and queues and
locate specific orders or tasks that need to be addressed. Users may save these queries, thus personalizing the
program to best suit their needs.
Accessing
Work Lists were incorporated in the new My Work Items section (previously called My Orders) in version 4.2.
The My Work Items panel now gives a view into Work Lists.
Access My Work Items in the panel at the bottom of the screen. You can open it through the main menu if it has
never been accessed:
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From the My Work Items panel, click the Work Lists icon to open the Work Lists panel on the right-hand
side of the screen. This panel is where you can create and manage Work Lists. Work Lists results can be viewed
from either the My Work Items panel, or opened from the Work Lists panel.
Creating Work List Queries
Adding a new Work List query
1. Click the New Query button on the Work Lists panel:
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2. This will bring up the Select Work List Source dialog. Select a source from the list and press OK:
3. You will see a New Work List panel. Here is where you build, edit, run, and save work list queries.
4. Once the query is configured, use the Main Menu or Ctrl+S to save the query. You will be prompted to
create an individual or shared work list. Once a work list is saved, it may not be converted from a My
Work List into a Shared Work List:
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Work List Editor Pane The Work List Editor interface contains the following options.
Run: Runs the query defined in the Work List editor and returns results based on the conditions defined
in the clause(s).
Stop: Stops the active query from running.
Insert: Inserts a new clause into the query. You may also click in the empty row at the bottom to insert a
clause.
Delete: Deletes a clause from the query.
Group: Groups two or more clauses in the query. Groupings function as a single unit separate from the
rest of the query and are helpful when constructing complex queries. There are a couple of ways to
select multiple rows for grouping. You must make your selections using the far left column in the panel:
o You may click and drag up or down to select several rows at once.
o You may hold down the Ctrl key and click to select several individual rows.
o You may press Shift and click two rows to select those rows and any in between.
Ungroup: Ungroups clauses in the query. In order for this button to work, you must have selected the
entire group of clauses.
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Work Lists Results Pane The results pane on the bottom half of the screen has a toolbar that allows the user to save the query results in
.CSV format (comma-separated value; usually used with Excel), refresh the query, stop a long-running query, or
to set display options:
My Work Lists/Shared Work Lists
My Work Lists are associated with individual users and will be available underneath the My Work Lists icon.
Work lists shown under the Shared Work Lists icon will display only those items which are accessible to the
current user based on permissions set in SPAdmin.
To rename a work list, right click on the work list's name in the Work Lists panel. The field will become active and editing will be enabled:
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Profile Paths
The user may click Show Profile Paths button to show the profiles under which the shared work list(s) were
created. These paths will only show inherited work list profiles; they will not display if the user is logged in to the
profile where the work list was created.
For example, this user can see that she has been given access to a number of work lists created under different
profiles, but she is currently logged in to the profile that created 4 Query:
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Sources, Clauses, Fields, Operators,
Values, & Subqueries Sources
Work Lists may be generated from the following sources:
Group Deposits
Ledgers
Order Tasks
Orders
Pfd Files
Pro1099 Records
Process Instances*
SoftPro 360*
Transactions
* New Options since SPUG (2017)
Clauses
A query is made up of one or more clauses. One clause can be added per row. Use the toolbar buttons
to work with clauses.
You must specify And/Or with each additional clause:
Fields
This column will display any of the searchable fields allowed in the Work List’s selected source.
Use as many fields and clauses as necessary to produce useful results. The more specific a query, the
more focused the results returned.
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Fields available within each source:
Group Deposits Amount
Cleared Date
Deposit Date
Deposit Number
Status
Trust Account
Trust Accounting Date
Ledgers Address 1
Address 2
Balance
Buyer
City
Comment
Disbursement On
Foreign Address
IBAs
Is Dormant
Is Exempt
Is IOLTA
Is Locked
Kind
Lender
Loan Number
Name
Reminder Date
Responsible Party
Seller
Settlement On
State
Three Way Reconciliation
Transactions
Trust Account
Use Foreign Address
Zip
Order Tasks Assigned To
Completed By
Completed On Date
Due Date
Order
Request Due Date
Requested By
Requested Date
Requested From
Task Name
Task Status
Type
Orders Completed Date
Contacts
Contract Date
Disbursement Date
Escrow Assistant
Escrow Completed Date
Escrow Officer
Escrow Status
Exclude from 1099
File Held By
Is Cash
Is Commercial
Is Construction
Is Out of County
Is Rush
Is Template
Last Modified By
Last Modified Date
Loans
Order Number
Order Status
Order Type
Owning Profile
Policy Type
Product Type
Project Name
Properties
Received Date
Reserved Date
Sales Price
Settlement Date
Tasks
Title Completed Date
Title Officer
Title Products
Title Status
Transaction Type
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Pfd Files Completed Date
Contacts
Escrow Status
File Held By
Is Template
Last Modified By
Loans
Order Number
Order Status
Properties
Received Date
Settlement Date
Title Products
Title Status
Pro1099 Records Address
Buyers Part of R/E Tax
City
Correction Status
Escrow officer/closer
Foreign Address
Gross Proceeds
IRS Name Control
Is 1099-S Furnished To
Seller
Is Exempt
Is Foreign Address
Is Property or Services
Received
Is Tax ID Solicitation
Signed
Legal Description
Order Number
Organization type
Seller Name
Seller Name continuation
Settlement Date
Special data entries
State
Tax ID
Tax ID continuation
Tax ID type
Zip
Transactions Address 1
Address 2
Amount
City
Cleared On
Foreign Address
Is Draft
Is IBA
Kind
Ledger
Medium
Memo
Name
Reference Number
Related Transfer
Description
State
Status
Transaction date
Trust Account
Trust accounting date
Use Foreign Address
Voided On
Zip
Process Instances Category
Context
Process
Reason
Status
Triggered By
Triggered On
SoftPro 360 Category
Completed On
Contact
Created By
Created On
Description
Event
Linked Order
Linked Profile
Product
ProfileMoniker
Provider
Provider Reference Name
Sent To
Service
Status
Sub Product
Transaction Number
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Operators
Operators allow the user to further define the data being pulled in through the field data.
The operators available will vary slightly according to the fields selected:
= : equal
<> : not equal to
< : less than
<= : less than or equal to
> : greater than
>= : greater than or equal to
In
Starts With
Ends With
Was Ever
Was Never
Contains
Where
Values
The user may manually input data into this field & specify the value being searched for.
Users may search for fields with blank or empty value by selecting the field, choosing “=” (equal)
or “<>” (not equal) as the operator, & leaving the value field empty.
Some fields contain a list option that will appear in the Value field. Use the drop-down to
make a selection.
o You may see an ellipses button . This is for subqueries; read about subqueries below.
Variables An extremely handy way to create queries is to use variables.
Searching for Your assigned orders: o @Me :
For example, this Order Tasks query will find all order tasks assigned to the user
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Searching for data within the logged in Profile
@Profile is available within the following Work List Sources: Ledgers, Transactions, Order Task, Pro1099 Records and Orders
o @Profile : For example, @Profile, would allow query for specific data within a Profile
Searching for Dates within the Order:
Date fields allow users to manually enter a variety of variables for flexible queries. By creating queries using these variables, the user can search for items that occurred in the past, present, or will occur in the future; there is no need to set specific dates in the query.
Using the “-” or “+” will search prior to or after today. “x” can be any number the user wants to search for.
o @Today : For example, this Orders query will return orders containing settlement dates
within the coming seven days
The first row will query orders with settlement date values greater than and
equal to today. The second row will query orders that with settlement date values less than
seven days from today. o Busday :
This Query returns orders Received within the last seven days
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o Additional Variables available: @Today @CurrentMonthStart @CurrentMonthEnd @PrevMonthStart @PrevMonthEnd @CurrentYearStart @CurrentYearEnd @PrevYearStart @PrevYearEnd
This Query will pull orders containing Settlement Dates that fall on dates that are
greater than the last day of the previous month AND less than the current day
Subqueries Some fields allow the user to easily “drill down” and refine their selection. Those fields are:
Contacts
Loans
Properties
Title Products
Tasks (which includes checklist and
requested tasks related fields)
Creating Subqueries Fields that allow subqueries will display an ellipses button in the Value column
o Clicking the ellipses button will open a pop-up dialog, allowing the user to create a
Subquery for that field in a pop-up dialog:
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After finishing a subquery and clicking OK, (Subquery) will show in the Value column in the main
Work Lists panel. Simply click the ellipses button to edit the subquery:
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Options The options button found at the top of the Work List Editor pulls up a dialog containing three
tabs for customizing your query results, sorting, and result limit.
Results
The Results tab is used to set the data columns—and corresponding widths—that display in the Work
Lists Results pane.
Sorting
The Sorting tab is used to set the order of the columns shown in the Work List Results pane.
In the screenshot below, the program would first sort results by county. It would list these results in
ascending order. Then, the program would further sort—within the county results—according to
settlement dates: