Edit Record Filter

To edit which records to include in your output, you must modify the "Edit Record Filter". For example you can choose only records that are active or can choose all records that reside in a specific zip code. This can be accomplished by clicking the "Edit Record Filter" button after you have selected the query you wish to edit. See the steps presented below for detailed information on how to change the "Edit Record Filter"

Step 1

The query used in this example is "Active Member Number Report by Member Number", presented as an example. See Copying A Query and Customizing for creating this sample query.

From the list of queries select the query you wish to modify. In the example below you see that "Active Member Number Report by Member Number" has been selected. Now click the "Select" button to see the "Edit Record Filter" button along with a few others.

Step 2

Next select the "Edit Record Filter" button from the page of buttons available. See the reference section at the bottom of this page for explanations of the other buttons and the functionality provided by them.

Step 3

Notice that the only criteria set at this time is that "Active Members is True". To demonstrate how to add more filters we are going to add another condition for record selection. Click the "Add" button from the bottom tool bar of this screen.

Step 4

A window, "Select a Connector" will appear. For this example we want both conditions to be true for the record to be included in the output.

Two options

"And" both conditions must be met for the record to be included

"Or" if either condition is met the record will be added. If either condition to the left or the right of the "Or" is met then it is true.

The new criteria we will set is that members with birthdays on 1/1/1965 or after "AND" active will be included in this selection.

By contrast if you selected the "Or" button instead you would get all records where the member is active or has a birth day on or after 1/1/1965 it will be included.

Click the "And" button.

Step 4

We are interested in the "Birth Date" field. Scroll down and locate this field in the left pane called "STEP1: Pick a Field". With this field selected, click the "Next" button.

You will be presented with options that are common for the field type selected. Select the option "Greater than or equal to" . The tab "STEP 2: Pick an Operator" will offer different options depending on the type of field chosen on the previous "STEP 1: Pick a Field" tab. Since we selected a date field, the options presented below are for dates.

You will then need to supply the condition, which in this case is the date "01/01/1965". Click the "Done" button when finished.

You will see that your condition has been added to this query's selection.

You can select either condition listed above and further manipulate them. Note the buttons on the toolbar at the bottom of this screen. The buttons not already discussed are briefly explained below. Below is another sample selection using the And statement.

AND - When using multiple statements it is important to understand that they must be balanced. In the example on top you will notice that "Active Members is true" is only listed once. The result would be that your data would contain all records where members are active and the member number is 111111 or higher, would also contain records with member numbers less than 999999 regardless of wether they are active or not. The requirement for active member to be true needs to set on both sides as shown in the bottom example below.

"Edit" - You can select either condition and edit the criteria set.

"Switch"- In some cases whether you use "And" or "Or" will make a significant difference in your results. You can quickly switch between both by selecting a condition containing either "And", "Or" and make it the opposite by clicking the "Switch" button.

"Move" - The order of a condition can make a significant difference in the results. You can move one condition up or down by clicking the "Move" button.