Narrowing Employees Viewed in eTime
Using a HyperFind Query

If an ETA (eTime Approver) has a large number of employees assigned to them, but they wish to only look at selected employees, for instance one Org or org-sub-org combination, this can be accomplished in eTime using a HyperFind Query.

The HyperFind Query is created by the ETA first, saved and then can be reused multiple times and applied to various reports and Genies. The HyperFind Query tool is a powerful resource that can be used for many different purposes and work similar to other database queries.

For example, to create and save a HyperFind Query for the purpose of narrowing a large group of employees into just a certain Org-SubOrg, follow the steps below.

1. Log into eTime.
   
2. In the Navigator on the left side of the screen, click on "Setup".
   
3. From the expanded list that is displayed, click on "HyperFind Queries".
   
4. Other queries will be displayed - both "Public" queries (created by system administrators) and any "Private" queries you have previously created.
   
5. In the menu bar that is displayed on the HyperFind Queries screen, click on "New".
   
6. Before doing anything, give the query a file name by saving it:

1. On the menu bar of the "Select Conditions" tab, click on "Save"
2. Check the radio button for "Personal" (only you can see the HyperFind)>  Queries created as "Public" and left on the server for an extended period will be deleted. 
   

   "Ad Hoc" (temporary) and "Public" (all users see and have access) have other uses and should only be used temporarily by an individual user.  There are separate instructions for 'Copying a HyperFind Query" that will help one user to make a query available to another user on the system temporarily so that it can be duplicated.
   

   All of the queries an individual will create should be checked as "Personal".  You can always change or delete this query later using the "Change Conditions" or "Delete" options on the minu bar if you want to give it a different name/description/visibility or if you no longer need the query.

3. When Personal or Public is checked, it will allow you to assign the query a name in the "New Name" box. Type the name you want to use (this can be changed later if needed) and then <TAB>to get to the next field.
4. The description line is optional, but you can more fully describe the query in this field if you want by typing the information in this box.
5. Click on the "OK" button to save the query under the new name you have assigned. You will now see the information that you entered in the dialogue box at the top center of the screen to the right of the labels "Query Name", "Description" and "Visibility"..

Now you are ready to assign the limiting or search criteria for the query, but you will need to remember to save your work or changes when you are finished! A query with no limiting factors or "filters" and "conditions" will give you a list of ALL your employees, as does the "QuickFind" Genie.

To be successful with a query, you want to change only a very limited number of criteria or you will end up with the query not finding anyone since the criteria are "mutually exclusive" and nobody meets all the criteria you have set. In this example, we are only changing (or searching on) one field.

On the left side of the screen, you will see a column with the "Filters" that are available to you. The default should be "General" and within General, "Home Account". Do not change this at this time, but note that for other applications or uses of HyperFind Query, you have a choice of four categories and many sub categories to "filter" or limit the employees who you see in a query.

7. If the Filter is not already set to "General Information/Home Account", select this now:

1. Click on the plus sign ("+") to the left of "General Information" so that it expands into a list of sub categories.
2. Click on "Home Account" in the list that appears so that it is highlighted. The choices for that filter will now appear to the right of this column.

8. Leave all of the default settings as they are, but note that you can "Include" employees with the criteria you set or you can "Exclude" them. For this example, we are going to only "Include" the employee with in a certain Org-SubOrg.
   
9. To select the Org-SubOrg that we want to use, click on the radio button on the right side of the screen for "Org-SubOrg". You will then see all of your choices appear to the left under the "Name or Description" box and "Search" button.
   
10. You can scroll through the list to find the Org-SubOrg you need or you can type it in the "Name or Description" box and click on the "search" button to bring up just the line you want.
    
11. Immediately below the list you will notice an "Add" button. Click on this once you have identified the Org-SubOrg you want to use and you will see it appear in the box to the right of the Org-SubOrg radio button that you checked earlier.
    
12. If you wanted to combine more than one Org-SubOrg, you can do this by simply selecting the additional lines (Org-SubOrgs in this case) that you want to include and clicking the "Add" button for each one. All of the selected items will appear in the list to the right.
    
13. If you make a mistake, click on the "Clear" button to the bottom right of the screen and it will remove the items you have added from the list so you can restart the selection process.
    
14. When you have added the item(s) you want the query to search for, you are ready to make this a "condition" of the search:

1. In the lower center portion of the screen is a button labeled "Add Condition".
2. Clicking on the "Add Condition" button will add the rule or condition to the "Selected Conditions" box at the bottom of the screen. (Note that you should now see a yellow line at the top of the screen which is your reminder to save your work.)
3. This list of rules (one in this example) is what the query will use to identify the employees and give you the selected list of people that you want to see.
4. To change or delete a condition when it has been added, select the "Edit Conditions" tab near the top pf the screen. You will see the condition(s) you have added in a list form. Select the condition you want to change by clicking on it so it is highlighted and then click on "Edit" or "Delete" condition from the menu bar.

15. If you have changed any information at all in the query that you saved originally to give it a name (file), description and visibility, a yellow bar should have appeared at the top of your screen indicating you need to save your changes:

1. Click on "Save" from the menu bar and the yellow line will disappear indicating your changes are saved.
2. To test your query and see if it returns the employees it should, based upon your criteria (filters, conditions), click on the "Test" button in the upper right side of the screen.

16. You have now created a HyperFind Query, but creating it is only the first step. Now you need to apply the query you created to a situation. In this example, we want to view the "Reconcile Time Cards" Genie for the previous pay period, but only for the employees we selected in the query we just created.
    
17. In the navigator on the left side of the screen, click on "Reconcile Time Card" in the "Genie" list.
    
18. At the top center of your screen are two selection criteria: "Show" and "Time Period":

1. Click on the "Time Period" box and choose "Previous Pay Period" from the drop down list that appears.
2. Click on the "Show" box and you should see the HyperFind Query that you just created named in the list. Select it and it should return the "Reconcile Time Card" screen for only the employees selected.
3. Isn't that cool?

19. If I want to use the same group of selected employees, but I want to review time cards or print a report, simply do the following:

    1. From the menu bar, click on "Action".
    2. Click on "Select All"
    3. The employees selected by the HyperFind Query should now all be highlighted.
    4. Click on the "Time Card" button to return time cards for these employees or click on the "Reports" button to generate a report for this group.

20. Once a HyperFind Query has been created and saved to your list, it can also be used directly in the report generator by selecting the query from the "Show" drop down box after a report has been selected.
    

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