Many IQ functions, such as printing labels, creating targeted mailings or running reports, can be performed on groups of records, rather than a single record at a time. You can either search for and select these records using the IQ search pages, or you can create lists of records that can be used again and again. These lists can be created from search results or by building list criteria.
A Quick or Advanced Search is one way of executing a query in Intranet Quorum. The results of the Quick or Advanced Search can be saved with the Save as List action and the list is stored and identified as a PERSONAL list. The lists you create with Quick or Advanced Searches are generally simple queries which retrieve data from a single IQ module (”r;Who are the People with the VIP affiliation code?” or ”What are the issues on which we have received Mail this month?”)
Sometimes the data you want to retrieve is more complex and requires querying across modules to get the results you need (”Who are the VIPs who have mailed us this month?”) From the Lists submenu of most IQ modules, you can define the criteria for your query, execute and view the results. Data entered into Intranet Quorum is stored in an Oracle database. Criteria for lists use Oracle Structured Query Language (SQL) to build and execute queries. The Lists record page allows you to create these queries with little or no prior knowledge of SQL.
Lists for People, Mail, Workflow, Documents, Events, Board Members and Users are accessed by clicking the Lists link on the sub-menu for the associated module. The most important thing to consider when working with lists is what type of records you want to select and what actions you want to perform on those records.
People lists contain People records and answer questions beginning with "Who..." or "To whom..." For example, lists used to create mass mailings are always people lists. Whether you are asking the question "Who are People with business addresses in the 22031 zip code?" or "Who has previously written to our office about tax increases?", the list will always be a People list.
People lists can be used for:
Creating Targeted Mailings
Automated Merges
Address Checker validation
Reports
E-Survey Responses based on the survey name, questions or answers
All of the actions available on the People Search Results page.
Mail lists contain Mail records and answer questions beginning with ”Which letters…?” Even when the criteria for selecting Mail records comes from the People or address information associated with that record, if you are interested in the Mail record itself, rather than the recipient, a Mail List should be used.
Mail lists are most commonly used for reports and for adding records to a batch. Mail lists can also be used for:
Mass updating data in the selected records
Reassigning Mail from one user to another
Locating Mail with a Custom or Form Letter that use an E-Survey
All other actions available on the Mail Search Results page.
Workflow lists contain Workflow records and answer the question ”Which Workflows…?” The identifying criteria for selected records can come from any component of a Workflow, from the template and codes used, to status, to the associated People, Mail or Event records. It is also possible to search for data fields with the same name and type regardless of the template, using the Data Fields for All Workflow Templates objects. The important thing to realize is that the Workflow record itself, rather than the identifying components, is used to define or create the list.
Workflow lists are most commonly used for reports. They can also be used for:
Mass updating data in the selected workflow records
Reassigning workflow records from one user to another
All other actions available on the Workflow Search Results page.
Document lists contain Document records and answer questions beginning with ”Which Documents…?” The identifying criteria for selected records can come from any component of a Document, from the standard fields, such as created date or objects, such as Number of Pages, to the associated Event or Workflow records. Even when the criteria for selecting Document records comes from the associated Event or Workflow record, if you are interested in the Document record itself, a Documents List should be created.
Some common uses of Document lists are:
Mass deleting or archiving selected documents
Reassigning document records from one user to another
Locate Form Letters that contain an E-Survey
All other actions available on the Document Search Results page.
Events lists contain Event records and answer the question ”Which Calendar Events...?” The identifying criteria for selected records can come from any component of an Event from the standard fields, such as status and topic code or custom fields, to the associated Document, People or Workflow records. The important thing to realize is that the Event record itself, rather than the identifying components, is used to define or create the list.
Event lists are most commonly used for reports. They can also be used for:
Adding Topic Codes or Office Location Codes to selected records
Synchronizing selected Event records with Outlook
All other actions available on the Event Search Results page.
Board Member lists contain Board Member records and answer questions beginning with "Which Board Member...?" Even when the criteria for selecting Board Member records comes from the Board record that the member is associated with, if you are interested in the Board Member record itself, rather than the associated Board, a Board Member List should be created.
Board Members lists can be used for:
Reports
All of the available actions on the Board Members Search Results page.
Users lists contain IQ User records and answer the question "Which IQ User...?" Even when the criteria for selecting User records comes from the People record that the user is associated with, if you are interested in the IQ User record itself, rather than the associated People record, a Users List should be created.
Users lists can be used for:
Reports
Changing the Department or Groups for selected User records
All other actions available on the Users Search Results page.