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How do I use the Criteria Builder to select / shortlist a set of employees?#

The Criteria Builder enables you to select / shortlist a set of employees based on a criteria specified by you. This is a common screen that you will come across in various places across the application.

This is a very powerful tool and a good knowledge of how to use this tool will help you to use the application more effectively.

1. Reach the Criteria Builder. This will open the Criteria Builder screen.
2. You can specify your filter criteria here. A few examples of filter criteria that you can specify are listed below:
   • Employees of Admin Department
   • Employees of Bangalore Location
   • Employees who are Confirmed
   • Employees who have joined in the month of April 2009
   • Employees of Bangalore Location and Admin Department
3. The criteria consists of five (5) parts:
   • Category (see box 1)
   • Field (see box 2)
   • Condition (see box 3)
   • Example (see box 4)
   • And / Or (see box 5)
4. The Category field is used to help you pick up the Field easily without having to go through a big list of items. Some common categories are
   • Basic Information - Contains employee information
   • Salary Information - Contains Payroll components
   • Current Employee Category - Contains information on Department, Location, Grade, Cost Center, etc.
5. The Field part enables you to select the actual field on which you will build the filter. Going by the above examples:
   • If you need to build a criteria that says, employees of Admin Department, then you would need to select Department in the Field part.
   • Similarly, if you want employees of Bangalore Location, then you would need to select Location in Field part.
   • Likewise, if you want employees who have Joined in April 2009, then you would need to select Date of Joining in the Field part.
6. The Condition field enables you to put the comparison operator for the item in Field. Going again by the above examples:
   • If you need to build a criteria that says, employees of Admin Department, then the Condition field will be =.
   • If you need to build a criteria that says, employees of Bangalore Location, then the Condition field will be =.
   • If you want employees who have Joined in the month of April 2009, then you would need to select Between in the Condition part.
   • If you want employees who have Basic more than Rs. 7500, then you would need to select > in the Condition part.
7. The Example field is used to specify the matching value for the item specified in Field. For the above examples:
   • If you need to build a criteria that says, employees of Admin Department, then you would need to select Admin in the Example field.
   • If you need to build a criteria that says, employees of Bangalore Location, then you would need to select Bangalore in the Example field.
   • If you want employees who have Joined in the month of April 2009, then you would need to select 01-Apr-2009 and 30-Apr-2009 in the Example field.
   • If you want employees who have Basic more than Rs. 7500, then you would need to select 7500 in the Example part.
   • The Example part also has a Helper feature. Clicking on the "Helper" button (see box 6) will display a screen of all the permissible value for the selected item in Field part. Help is available for all items which are updated using a List of Values (sometimes also called as Master) and Dates. Numbers mostly do not have any Helper features.
   • To give a further example:
     • If you have selected Location in the Field part, then clicking on the Helper will show a list of all Locations. You can select Bangalore from among that list.
     • If you have selected Department in the Field part, then clicking on the Helper will show a list of all Departments. You can select a Admin from among that list.
     • If you want employees who have a Basic greater than 7500, then there would be no Example Helper and you would need to enter 7500 in the Example field.
     • If you have selected Joining Date in the Field part and Between in the Condition part, then you would need to use the Helper twice to select two dates that make up the range.
     • Similarly if you have selected Joining Date in the Field part and > in the Condition part, then you would need to use the Helper once to select the date.
8. The And / Or part is used to build multiple conditions / filters. If you want to filter based on two criterias, then you will build the first one and in the And / Or part of this you would select And. The next line would then enable you to specify the next criteria.
9. You can delete a criteria by clicking on the Delete icon (see box 7).
10. Remember to Save after putting in your criteria.

Complete Examples for the above criteria:

• Employees of Admin Department
  • Category = Current Employee Category
  • Field = Curr.Department
  • Condition = =
  • Example = Admin (selected using the Helper)
  • And / Or = <<Blank>>. Nothing is selected here.

• Employees of Bangalore Location
  • Category = Current Employee Category
  • Field = Curr.Location
  • Condition = =
  • Example = Bangalore (selected using the Helper)
  • And / Or = <<Blank>>. Nothing is selected here.

• Employees joined in the month of April 2009
  • Category = Joining Details
  • Field = Date of Joining
  • Condition = BETWEEN
  • Example = 01-Apr-2009, 30-Apr-2009 (selected using the Helper twice)
  • And / Or = <<Blank>>. Nothing is selected here.

• Employees with Basic greater than 7500
  • Category = Salary Information
  • Field = Basic
  • Condition = >
  • Example = 7500 (Helper is not used here)
  • And / Or = <<Blank>>. Nothing is selected here.

• Employees who have joined before 01-Apr-2009
  • Category = Joining Details
  • Field = Date of Joining
  • Condition = <
  • Example = 01-Apr-2009 (selected using the Helper once)
  • And / Or = <<Blank>>. Nothing is selected here.

• Employees who have joined before 01-Apr-2009 and in the Admin Department
  • Category = Joining Details
  • Field = Date of Joining
  • Condition = <
  • Example = 01-Apr-2009 (selected using the Helper once)
  • And / Or = And
  • Category = Current Employee Category
  • Field = Curr.Department
  • Condition = =
  • Example = Admin (selected using the Helper)
  • And / Or = <<Blank>>. Nothing is selected here.