Overview
Queries control what records appear in list views. Once records are filtered using a query, you can:
Review data on the screen
Sort and summarize it
Run reports using those records
Queries are the foundation for reporting and analysis throughout the system.
Understanding Record Counts
At the top of a list view, you’ll see how many records are included from the total database count.
This tells you:
How many records match your query
How many total records exist
When you apply a query, this count updates automatically.
Using Predefined Queries
Some queries are predefined for you.
For example:
Selecting Clients will return all companies that have been used as a client on a project
These queries don’t modify your data—they simply retrieve matching records.
Saving a New Query or Editing an One
After running a query, be it a new custom query or a saved one, you can save it or create a new one.
The menu options will update depending on the current context.
Using Date Ranges
Date ranges let you enter explicit dates or use dynamic date values such as Last Month or Last Week.
Entering only a start date will include all records from that date forward. Entering only an end date will include all records up to that date.
Benefits of dynamic date ranges:
No need to enter specific dates
Automatically adjusts based on today’s date
Works great for saved queries
What to Do After Running a Query
Once records are returned, you can:
Sort and summarize list views
Run Quick Reports
Generate Saved Reports
Queries determine what data is included in all of these actions.
Tips & Best Practices
Start simple—add criteria gradually
Use saved queries for recurring tasks
Use private queries for personal workflows
Delete queries tied to closed projects
Remember: queries find records, reports summarize them