There are four methods of creating lists in IQ: Personal, Merge, Split and Criteria Based lists. The method used to create each list is displayed in the Type column of the List Search results for each module.
Personal Lists are created from the Search Results returned from a Quick Search or Advanced Search. Personal lists maintain a list of the records retrieved and selected for inclusion in the list, but do not maintain the criteria used to find those records. A Personal list is created using the Save as List action on the People Search Results page, the Mail Search Results page or the Workflow Search results page.
Merge Lists are larger lists created when two or more lists are combined using the Merge List action. For example, if you already have a list of all people living in Syria and a separate list of all people living in Marietta, you can select the two lists from the grid and combine their results into a Merge list, rather than having to define a new criteria based list.
Split Lists are simply smaller lists created when a Personal or Criteria Based list is subdivided. For example, if you were to create a mass mailing that needed to be processed in groups of 500 records at a time, you could split a Personal or Criteria Based list into smaller lists of 500 records each.
Criteria Based Lists are created from using the Add List action in the Lists Search and Search Results pages for each module. Add List allows you to build simple or complex criteria that will be used to query the IQ database and retrieve a list of all matching records. Criteria Based Lists are more complex to create than Personal lists, but can be re-executed, allowing you to search the database for the same criteria over and over again as the number of records grows and the content of the records in your database continues to change. Criteria Based lists can also be created using the Copy One List action from the Search Results page or Copy List action within the List record page.
You can create lists for the following IQ modules or data sub-sets: People, Mail, Workflow, Documents, Board Members, Calendar and Users. Before you create a list, think about the data you want to retrieve: should the resulting list be People records (to create a Targeted Mailing, for example)? Or should the list be Workflow records (to report on Open Workflows)?
To create a list:
Click the appropriate module tab (People, Mail, etc.) for the type of List you want to create.
Click the Lists submenu link. Note: IQ defaults to standard list purposes across all modules. If, however, you select the option to show all list purposes, IQ will prompt you for the purpose each time you create a new list.
Select the Add List action.
The List Record page will open in the Review Query panel with the ID and Type of your list and a default name that consists of the IQ Module (i.e. People) followed by a sequential ID number (such as People-1210). You can remove this default name and enter a name of your choice.
Click the Edit Query tab to save your query information and begin creating your query.
Select the Edit button to define your criteria. Use the Next button at the bottom of the Edit Query panel to save one line and continue adding criteria.
When your query is complete, click the Save button at the bottom of the Edit Query panel.
Select the Execute action to run your query against the database. A dialog will open allowing you to select whether the query executes in the Foreground Now, Background Now or Background Later. Make your selection and select the Submit button to run your query or Cancel to return to the List record.
Once you've defined and saved the criteria, you can execute a list again and again. Each time the list is executed, the database The data structure used to store organized information. IQ uses a relational database, which allows users to access, update, and search for information based on the relationship of data in one database to another. is searched for all records that meet the list criteria. Because the records in the database can change every day, the list which results from re-executing a list can change. Each time you re-execute the list, the resulting list of records replaces the list of records you created the last time.
You have the option of running a query as a background process by selecting the Background Now or Background Later option. Both of these options result in a Background Job that is sent to your database server and processed there instead of on your workstation, which allows you to resume work in IQ while your query is being processed. The Background Later option allows you to schedule the Background Job for another date and time.
You can access Background Jobs from the My IQ module under the Background Jobs submenu link. This page defaults to your Queued and Running Background Jobs. Actions on this page allow you to view queued, running, failed, completed and canceled background jobs for other IQ users.