When working with selection criteria, the criteria can be saved. Reports that have a wizard step for specifying fields to export/profile, also allow those field selections to be saved.
These saved criteria and saved export fields should be maintained in an ongoing process. When they are not the list of available export fields/criteria can become cumbersome and/or outdated.
There are routines in the system to help review and manage the saved export fields and saved criteria.
Creating
Reports with a wizard step to specify the fields to include, have a Save button for creating/updating saved export fields. Once the fields to include have been selected, click Save.
On the Selection Criteria screen, once the criteria have been set, click Save.
The Save Field Selection/Save Criteria window will open. If the export fields/criteria to save is new enter a Name, Description (if applicable), and Category (if applicable). Select the appropriate Security setting and click Save.
If this is an update to an already existing saved export field/saved criteria, on the Save Field Selection/Save Criteria window, click the Field Selection to Update/Select Criterion to Update button. This will open a window of existing saved export fields/saved criteria. Highlight the saved fields/saved criteria to overwrite and click Open. The Save Field Selection/Save Criteria window will then be filled in with the data from the selected saved export fields/saved criteria. Update as needed and click Save to update.
Review/Update
Over time, with changes in internal processes, staff changes or AM.NET enhancements, saved exports fields/saved criteria can become obsolete or need updating.
Periodically it is a good idea to review these saved exports fields/saved criteria to determine if they are still useful and or current. If these are not reviewed and maintained the list in the system can become unmanageable making it difficult to find the fields/criteria you want or running criteria that are no longer valid.
Each association has to determine who should be doing the review and updates, but keep in mind how the security setting on a saved export fields/saved criteria can affect who has the ability to see/edit a saved export/saved criteria.
Security setting options
Private Read/Private Edit – only the user who created can see or update
Public Read/Private Edit – everyone can see but only the user who created can update
Public Read/Public Edit – everyone can see or update
Any user with saved export fields/saved criteria with a private read/private edit security will need to review those themselves since only that user can see or update those.
Saved export fields have to be reviewed from report wizards where they can be created. Use the Load button, select the saved fields to work with, review and update as needed.
Note: In the Field Selection Browser/Criteria Browser window the filter row at top can be used to filter the grid to just those with a Security of Private Read/Private Edit.
There are routines in each module to facilitate the review of saved criteria found at {module} - routines – special routines - Saved Criteria {module}). The routine(s) allow for viewing, printing or exporting details for saved criteria you have access to run (those added by other users with a private read/private edit security setting are not shown) to help identify those that need to be updated or deleted.
For saved criteria that need to be updated or deleted, use the Load button in the selection criteria window to open the Criteria Browser window. To update, select the criteria to work with and click Open. Edit as needed and save the changes. To delete, right-click on the criteria in the grid and select Delete from the context menu.
Manage
Even with a good review process, there may be saved export fields/saved criteria created by ex-employee(s), or a user account no longer used. If these have ‘private’ in their security setting other users may not see or be able to edit them in the review process.
There are routines at utilities – routines – supervisor functions - Manage Saved Export Fields and Manage Saved Criteria that allow for working with all saved export fields/saved criteria in the system (no matter what the security setting). If the export fields/criteria are currently used the owner should be changed to a current user. If obsolete, the routine can also delete.