User Manual Chapters to Read
Topic:
Query by Example
Other
Resources
Lesson
Now
that you've gotten your feet wet with some basic data entry we're going
to
learn how to lookup data once it's in a catalog.
After
several years in business your catalogs will grow in size and it will
very
quickly not be practical to use the green arrow keys (Next Record,
First
Record, etc) to find the data you are looking for. Therefore you need
to learn
how to do Queries.
Open
the Vendors Catalog. There should be 10 records in the Catalog. Let's
add a new
Vendor. Click the New Record button and add a vendor called "North
American Shoe Company". In the address field put "123 East 45th
Street". You do not need to enter any more information. Now press Save.
There
should be 11 records in the Vendors Catalog now. Press the Copy button
on the
toolbar. This creates a new record and copies all data into this new
record. If
you look at the records bar, it should now show 12 records. Notice all
buttons
in the toolbar are grayed-out except for Save and Delete, the same way
they
would be if you had clicked New Record.
Ok,
now change the name of this vendor to "North American Clothing
Company". Now press Save. The address information stays the same. The
Copy
button can save you a lot of data entry time if you are strategic in
how you
use it. For example, when you are ready to enter Styles, you can save
time by
entering all the styles form the same vendor or department and press
the Copy
key so you don't have to reenter this information every time. The only
catch is
to keep track of the records bar to make sure you don't get lost and
accidentally enter the same record multiple times or accidentally
overwrite an
existing record because you got distracted.
Let's
do a Copy one more time. Press the Copy key and watch the record bar
change to
13. Instead of "North American Clothing Company" rename this vendor
"Cool Clothing Company". Now press Save.
Now
that you have these three additional vendors (13 total) we can learn
how to do
Queries. Click on the First Record button.
Doing
a Query should become second nature for you, like breathing. When you
need to
lookup a phone number (for example, Bob Samuelson) in the phone book
you do not
flip through every single page in the book until you get to Samuelson,
Bob.
That is incredibly inefficient. The same principle applies when working
with
your database: you want to find the information you are looking for as
quickly
as possible.
There
are three steps for doing a Query. You will always follow these three
steps:
1)
Click on the Clear Form button. Notice every field in the catalog is
now blank.
The computer is now expecting a query and waiting for the next step.
2)
Enter the search criteria. In this case, go to the Company field and
type
"North%". The % sign acts as
a wild card. You are telling the computer to find every vendor in the
catalog
that starts with the word "North". (If you are running XpertMart on
Java 5 you need to press <Return> after you've entered the search
criteria).
3)
Click on the Lookup by Example button. Pressing this button tells the
computer
to execute the query and pull all records that match your search
criteria.
The
catalog should now be displaying the entry for North American Shoe
Company
(unless one of your vendors also starts with the word North in which
case that
vendor would be displayed). This is the first record that the computer
found in
the Query.
Now
look at the records bar: it should show 1,2,13. What this means,
reading from
right to left, is that out of a total of 13 records, 2 match the search
criteria, and you are looking at the 1st of these 2. It's as if the
Vendors
Catalog were a file cabinet and you had pulled out 2 folders to look
at. This
is the subset of records you are now working with out of a total
universe of
13.
Now
press the Next Record button. You should be looking at North American
Clothing
Company now. This is the other record that matched your search
criteria.
Use
the Next Record, First Record and Last Record buttons to jump around.
Notice
that you are now only looking at those vendors whose name starts with
the word
"North".
Using
Queries can be very useful when you want to work within a narrow set of
records
instead of the entire catalog which can be unwieldy as it grows.
To
go back to working with all records in the catalog you need to press
the See
All Records button. Now look at the records bar. Notice that the middle
box has
changed from 2 back to 13. If you use the green arrow keys in the
toolbar
you'll notice that you now more through all records in the catalog.
Now
let's do another Query. Repeat the 3 steps mentioned above, only this
time
enter "north%" as the search criteria. You'll see an error message
that says "No Record Found." This is because all searches are
case-sensitive.
There are not any vendors that begin with the word "north" only those
that begin with "North". Because it is case sensitive it is very
important that you be consistent in how you enter data: all caps, mixed
caps,
etc.
Ok,
now let's do another Query. This time use "North" as your search
criteria. Once again you'll see that no records were found. This is
because
without using the % wild card you are asking the computer to pull all
vendors
that are simply called North. On the other hand, when you use
"North%" you are asking for
all vendors that start with the word North.
Let's
use that wild card again, which can be very handy. Do a new Query, this
time in
Step 2 use "%Clothing%" as your search criteria. By using two % signs
you are telling the system to find all vendors that have the word
"Clothing" anywhere in their name, not just at the beginning.
The
Query pulled 2 records (more if any of your first 10 vendors have the
word
"Clothing" in their name): North American Clothing Company and Cool
Clothing Company. Use the green arrow keys to navigate through the
records.
Once again look at the records bar. Now press See All Records to return
to
working with the entire catalog.
Practice
a few more queries. For example, you could do a Query for "%American%".
Try finding some of your own vendors this way. A Query for "T%" will
pull any vendors that start with a "T" and so on.
It
is very tempting when your database is small to just use the green
arrow keys
instead of doing a Query. But this will become a problem as your
database
grows. A common beginner's mistake is to always use the Last Record
button to
jump to the end of the catalog and then work their way back with the
Previous
Record button.
The problem with this is that when you
click on Last
Record the
computer will open every single record in the catalog the same way it
would if
you looked at each record individually. If you have 400 records in your
catalog, pressing the Last Record button means you will be waiting for
the
computer to open all 400 vendor entries. You may be waiting for some
time.
Advanced
users will quickly learn to rely on Queries to navigate through the
catalog. In
fact, there is a configuration option (hyper link) in XpertMart that
deactivates the Last Record button so it cannot even be used. If you
have a
database with 12,000 items and you press the Last Record button in the
Items
Catalog...you might as well brew some coffee while you wait. Or learn
to stop
using the Last Record button!
In
addition to doing a Query by Example as we've been doing, there is
another tool
to help you navigate the data in a catalog and find what you are
looking for:
the List View button.
Click
on the List View button: this opens a new window with all of the data
in the
catalog in table format. Click on the Company column header. This will
sort the
vendors in the catalog alphabetically in ascending order, A-Z. Now
click on it
again: it will sort in descending order Z-A. You can click on any
column and
sort your data that way.
Look
for the row in the table that shows North American Shoe Company.
Double-click
on this row. You'll see the Vendors Catalog jump to this record. You
can toggle
back and forth between the List View window and the Vendors Catalog,
double-click
on any row and watching the catalog open to that entry.
Let's
do a Query again, this time for "N%". As expected, this will pull a
subset of 2 (or more if you have other vendors in your catalog that
start with
the letter N). Now click on the List View button. Notice that instead
of seeing
all 13 records you are only seeing the subset that matched your search
criteria.
Doing
a Query by Example and using the List View can be a very powerful
combination.
Let's say you have 400 vendors in your catalog and you need to find a
particular vendor that you know is in Italy but you are not sure what
they are
called.
First
do a Query by Example entering "Italy" in the Country field. In the
example we are using, this would narrow the search from 400 to 15. Now
open the
List View and sort alphabetically. You are looking at your 15 Italian
vendors
in alphabetical order which should make it a lot easier to find the one
you're
looking for!
When
you've had enough practice doing Queries, you will want to delete the 3
fictitious
vendors we created. Find each of those three vendors (practice those
Queries
yet again!) and press the Delete key. Watch the records bar change from
13 to
12 and so on. When you are done deleting these three, click the First
Record
button to refresh the view.
You
are now back to your original 10 vendors in your catalog...and you know
how to
do Queries! Add two more vendors so that your Vendors Catalog now has
12
entries.
Advanced
Users (Optional)
User Manual Chapters to Read
Topic: XpertQuery™
Other Resources
Report
Designer Video
Advanced
Lesson
Advanced
users will also want to lear how to use the XpertQuery™
tool. After reading the
XpertQuery™ chapter go back to your
Vendors Catalog. Click on the XpertQuery™
button. This will open the XpertQuery™
screen. Click on the Execute Query button
(lighting bolt) and then click on the Results tab. This is exactly what
your
data looks like in the database.
Notice
that the 11th vendor you added at then of the lesson has a
vendors_id=14. This
is because the three fictitious vendors we created occupied vendors_id
slots
11, 12 and 13. Those internal vendors_id numbers will never be reused.
Understanding the difference between the place a record is displayed in
the
catalog vs. the internal id number the
database uses is important if you are to create your own sophisticated
queries.
Now
click on the Sort tab. Under Tables select Vendors and under Fields
select
Country. In the Results column you'll see a drop-down menu of all
counties in
the catalog. Click OK. You'll see the Query has been executed in the
Vendors
Catalog.
Now go back and open XpertQuery™
again.
Click on the
SQL tab. This is the SQL statement that you created to execute the
query.
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