Lesson #103
Tools – Query Maker function
RB9 includes a lot of reports, but maybe you need one that isn’t included. Or maybe you are looking for some information in RB9 but none of the functions have the search criteria you need to find what you are looking for. Depending on what you want, you might be able to create your own custom search/report using RB9’s Query Maker.
Query Maker is a tool for searching the RB9 database and creating your own reports using data fields from a single table (e.g. Cases, Firms, or Payroll) in your RB database. It also offers a few multi-table report options, such as Firm+Contact and Invoices+Jobs+Cases, which allow you to select fields from more than one table to generate a report.
Simplified database queries – no programming required
Query Maker lists of all the tables in RB9 and automates the construction of queries so you can easily create and run your own searches and generate reports using any table (or one of the multi-table options).
For example, if you want to see all contacts entered into your RB9 database today, select the Contacts table, select “Entered’ in the drop-down list of data fields, select “Is equal to” as the operator, and leave the default of today’s date in Condition. RB9 constructs the proper SQL statements to return the results from the Contacts table. You can export the report to save it, and you can save the query itself to use again later by changing the date.
Create targeted queries for your business only or to share
If you need more targeted results than a single-condition query provides, you can set up multiple conditions in one query to find the exact results you want. Start with one data field from a table and set its condition. Then select another data field from the same table with its own condition, and set whether you want your results to include records that match both conditions or either condition. You can continue selecting fields and setting their conditions and how they are included, and use parentheses with multiple queries to prioritize queries when AND and OR operators are used. For example, to find law firms in TX or LA, you can query: (State is equal to TX OR State is equal to LA) AND FirmType is equal to Law Firm.
The combo table options, Firm+Contact and Invoices+Jobs+Cases, give you access to data fields in each included table so you can run queries across multiple tables at once. For example, with Firm+Contact you could create a report listing all the contacts with the firm address instead of their home addresses. A report using Invoices+Jobs+Cases could list invoices with detailed job and case information included.
When you execute your custom query, Query Maker lists all results that match your query. The default results grid includes columns for all the data fields in the current table. You can choose which fields to exclude from your results to generate a report that displays only the information you are interested in. You can change the width of each column but you cannot change the order of the columns. You can sort your results in the grid by one or more columns in ascending or descending order (but when you change queries or exit the function, RB will revert back to the default order).
Export your reports as Excel or generic CSV (comma separated values) files to save, print, share, or use in other applications. In addition to exporting reports and saving your queries to re-use later, you can also share queries you create with other RB9 users, and use pre-existing queries so you don’t have to start from scratch.
Save time by modifying existing queries
Instead of starting from scratch each time to create queries, save your query to re-use later. You can update a saved query if needed before generating a report. If you want to use the updated query again you can save it replacing the existing query or save it as a new query.
You can update query names, turn sharing on (so others in your company can use your query) or off (to make your query private), or delete queries. Queries that other RB9 users in your company saved with sharing on are also available to you to use as is or update and save as a new query.
Use popular queries to make custom reports
Another option instead of writing your own queries from scratch in Query Maker, is to use queries from the Query Gallery. Query Gallery contains queries written by other users, and also queries written by RB9 staff to generate reports that are the most commonly requested but are not in RB9 yet. You can download these pre-existing queries to edit or use as is. When you download a query, it is saved to your in-house list of queries.
You can publish your own queries by uploading them to the Query Gallery library in Query Maker which all RB9 users have access to. When other users download your query to use, the number in the Download column of the Query Gallery updates.
Need something more than what you can do here?
If you want to create more complex reports or use your RB data in another application, add the Data Reader plug-in to RB9. It allows you to use your RB9 data in more complex ways, including custom reports and in other applications.
If you would rather not develop reports yourself, contact OMTI about developing a custom report for your business.
NOTE: This is an RB9-only function. It is not included in RB Lite.
TL;DR: Perform custom searches of your RB9 database, and create your own reports from the results. Save your queries to re-use and share.
RB concepts in this lesson
Contact: Person who works for a firm you do business with, such as attorneys.
Firm: Business you provide services to, usually law firms.
Job: Usually the reporting of a deposition, but can also be any kind of service you provide with your reporters or other resources. More >
Query Gallery: Library of the database queries published by RB9 developers and users for anyone to download and use in Query Maker for generating reports from RB9 data instead of writing queries from scratch.
