On the Fly
“Query” refers to entering a set of conditions in to Synergy in order to retrieve all the data that matches those conditions. For example, retrieving a list of all students that are in grade 11 and have primary enrollment in the school currently set as your focus would require a query.
Synergy provides two main methods of executing a query. The first is referred to as an “on the fly” query. This is the fastest and simplest type of query to use, but lacks some of the more advanced options.
To execute an “on the fly” query go to the page that shows the type of data you need (for example, if you need a list of students go to the “Student” page) make sure that you are in search mode (all fields should have a yellow background) if you are not in search mode click the “magnifying glass” button at the top of the page. Then enter the conditions for the data you need. In this example I will find all students that are in grade 11 and have primary enrollment in the school I have set as my focus.
For this I need to switch to the “Enrollment” tab and enter “11” as the grade and “10: Primary Enrollment” as the Enter Code.
You can enter information in any field and it will act as a condition for the query.
Next, choose fields that you want to include in the list. (For example if you want the list to display students’ Perm ID) In all these fields enter an asterisk (*). This acts as a wildcard character, entering the field in to the query but matching all records. In this example I will add Perm ID and original enter date so they show up in the result of my query.
Note, checkboxes: checkboxes in query operate differently than normal checkboxes because they have four possible states rather then two.
- A regular checkbox has the following states: not checked, checked.
- A query checkbox has the following states: not checked, checked, boxed, not checked but active.
- hovering over the checkbox will show a tool tip describing what the current state does.
- The states and their functionality are:
- unchecked: “do not include” this field will not be included in the query
- checked: “only include checked” this field will be included in the query, and only data with this value set as “checked” (true) will appear in the query.
- boxed: “include all” similar to an asterisk in other fields, this field will be included in the query, but it will not be used as a condition to select which records appear.
- unchecked but active: “only include unchecked” this field will be included in the query, and only data with this value set as “unchecked” (false) will appear in the query.
- Some examples of how these could be used:
- limit a query to only show students whose mailing address is the same as their home address: check the checkbox marked “Mail the same as Home address”
- Show all students, but include a column in the results showing if their mailing address is the same as their home address: box the same checkbox
- Show all students whose mailing address is not the same as their home address: uncheck but activate the same checkbox.
- clicking a query checkbox cycles through all four states. Be careful not to leave checkboxes in unintended states as they could hide data you need.
When you have set up your “on the fly” query, click the blue “find” button at the top of the screen. A window with your list of data will appear.
If you just need to view the data, you are now done. If you need to save the data as a file, choose the type of file you need in the “Output Type” field and click print. available file types include Excel, PDF, CSV, as well as several others.
Proceed to the following lessons for instructions on how to use query results to filter data in the main screens while you work and how to build more complex queries.