Work Lists Guide

Query Basics | October 10, 2018

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Table of Contents Work Lists .............................................................................................................................. 4

Accessing .................................................................................................................................................. 4

Creating Work List Queries ....................................................................................................................... 5

Adding a new Work List query .............................................................................................................. 5

Work List Editor Pane ............................................................................................................................ 7

Work Lists Results Pane ........................................................................................................................ 8

My Work Lists/Shared Work Lists ............................................................................................................. 8

Profile Paths .............................................................................................................................................. 8

Sources, Clauses, Fields, Operators, Values, & Subqueries .................................................... 10

Sources ................................................................................................................................................... 10

Clauses .................................................................................................................................................... 10

Fields ....................................................................................................................................................... 10

Group Deposits .................................................................................................................................... 11

Ledgers ................................................................................................................................................ 11

Order Tasks ......................................................................................................................................... 11

Orders .................................................................................................................................................. 11

Pfd Files ............................................................................................................................................... 12

Pro1099 Records ................................................................................................................................. 12

Transactions ........................................................................................................................................ 12

Process Instances ................................................................................................................................ 12

SoftPro 360 .......................................................................................................................................... 12

Operators ................................................................................................................................................ 13

Values ..................................................................................................................................................... 13

Variables .............................................................................................................................................. 13

Subqueries .............................................................................................................................................. 15

Creating Subqueries ............................................................................................................................ 15

Options ................................................................................................................................ 17

Results .................................................................................................................................................... 17

Sorting..................................................................................................................................................... 17

Advanced ................................................................................................................................................ 18

4

Work Lists The Work Lists feature enables users to create and customize queries to organize their orders and queues and

locate specific orders or tasks that need to be addressed. Users may save these queries, thus personalizing the

program to best suit their needs.

Accessing

Work Lists were incorporated in the new My Work Items section (previously called My Orders) in version 4.2.

The My Work Items panel now gives a view into Work Lists.

Access My Work Items in the panel at the bottom of the screen. You can open it through the main menu if it has

never been accessed:

5

From the My Work Items panel, click the Work Lists icon to open the Work Lists panel on the right-hand

side of the screen. This panel is where you can create and manage Work Lists. Work Lists results can be viewed

from either the My Work Items panel, or opened from the Work Lists panel.

Creating Work List Queries

Adding a new Work List query

1. Click the New Query button on the Work Lists panel:

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2. This will bring up the Select Work List Source dialog. Select a source from the list and press OK:

3. You will see a New Work List panel. Here is where you build, edit, run, and save work list queries.

4. Once the query is configured, use the Main Menu or Ctrl+S to save the query. You will be prompted to

create an individual or shared work list. Once a work list is saved, it may not be converted from a My

Work List into a Shared Work List:

7

Work List Editor Pane The Work List Editor interface contains the following options.

Run: Runs the query defined in the Work List editor and returns results based on the conditions defined

in the clause(s).

Stop: Stops the active query from running.

Insert: Inserts a new clause into the query. You may also click in the empty row at the bottom to insert a

clause.

Delete: Deletes a clause from the query.

Group: Groups two or more clauses in the query. Groupings function as a single unit separate from the

rest of the query and are helpful when constructing complex queries. There are a couple of ways to

select multiple rows for grouping. You must make your selections using the far left column in the panel:

o You may click and drag up or down to select several rows at once.

o You may hold down the Ctrl key and click to select several individual rows.

o You may press Shift and click two rows to select those rows and any in between.

Ungroup: Ungroups clauses in the query. In order for this button to work, you must have selected the

entire group of clauses.

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Work Lists Results Pane The results pane on the bottom half of the screen has a toolbar that allows the user to save the query results in

.CSV format (comma-separated value; usually used with Excel), refresh the query, stop a long-running query, or

to set display options:

My Work Lists/Shared Work Lists

My Work Lists are associated with individual users and will be available underneath the My Work Lists icon.

Work lists shown under the Shared Work Lists icon will display only those items which are accessible to the

current user based on permissions set in SPAdmin.

To rename a work list, right click on the work list's name in the Work Lists panel. The field will become active and editing will be enabled:

9

Profile Paths

The user may click Show Profile Paths button to show the profiles under which the shared work list(s) were

created. These paths will only show inherited work list profiles; they will not display if the user is logged in to the

profile where the work list was created.

For example, this user can see that she has been given access to a number of work lists created under different

profiles, but she is currently logged in to the profile that created 4 Query:

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Sources, Clauses, Fields, Operators,

Values, & Subqueries Sources

Work Lists may be generated from the following sources:

Group Deposits

Ledgers

Order Tasks

Orders

Pfd Files

Pro1099 Records

Process Instances*

SoftPro 360*

Transactions

* New Options since SPUG (2017)

Clauses

A query is made up of one or more clauses. One clause can be added per row. Use the toolbar buttons

to work with clauses.

You must specify And/Or with each additional clause:

Fields

This column will display any of the searchable fields allowed in the Work List’s selected source.

Use as many fields and clauses as necessary to produce useful results. The more specific a query, the

more focused the results returned.

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Fields available within each source:

Group Deposits Amount

Cleared Date

Deposit Date

Deposit Number

Status

Trust Account

Trust Accounting Date

Ledgers Address 1

Address 2

Balance

Buyer

City

Comment

Disbursement On

Foreign Address

IBAs

Is Dormant

Is Exempt

Is IOLTA

Is Locked

Kind

Lender

Loan Number

Name

Reminder Date

Responsible Party

Seller

Settlement On

State

Three Way Reconciliation

Transactions

Trust Account

Use Foreign Address

Zip

Order Tasks Assigned To

Completed By

Completed On Date

Due Date

Order

Request Due Date

Requested By

Requested Date

Requested From

Task Name

Task Status

Type

Orders Completed Date

Contacts

Contract Date

Disbursement Date

Escrow Assistant

Escrow Completed Date

Escrow Officer

Escrow Status

Exclude from 1099

File Held By

Is Cash

Is Commercial

Is Construction

Is Out of County

Is Rush

Is Template

Last Modified By

Last Modified Date

Loans

Order Number

Order Status

Order Type

Owning Profile

Policy Type

Product Type

Project Name

Properties

Received Date

Reserved Date

Sales Price

Settlement Date

Tasks

Title Completed Date

Title Officer

Title Products

Title Status

Transaction Type

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Pfd Files Completed Date

Contacts

Escrow Status

File Held By

Is Template

Last Modified By

Loans

Order Number

Order Status

Properties

Received Date

Settlement Date

Title Products

Title Status

Pro1099 Records Address

Buyers Part of R/E Tax

City

Correction Status

Escrow officer/closer

Foreign Address

Gross Proceeds

IRS Name Control

Is 1099-S Furnished To

Seller

Is Exempt

Is Foreign Address

Is Property or Services

Received

Is Tax ID Solicitation

Signed

Legal Description

Order Number

Organization type

Seller Name

Seller Name continuation

Settlement Date

Special data entries

State

Tax ID

Tax ID continuation

Tax ID type

Zip

Transactions Address 1

Address 2

Amount

City

Cleared On

Foreign Address

Is Draft

Is IBA

Kind

Ledger

Medium

Memo

Name

Reference Number

Related Transfer

Description

State

Status

Transaction date

Trust Account

Trust accounting date

Use Foreign Address

Voided On

Zip

Process Instances Category

Context

Process

Reason

Status

Triggered By

Triggered On

SoftPro 360 Category

Completed On

Contact

Created By

Created On

Description

Event

Linked Order

Linked Profile

Product

ProfileMoniker

Provider

Provider Reference Name

Sent To

Service

Status

Sub Product

Transaction Number

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Operators

Operators allow the user to further define the data being pulled in through the field data.

The operators available will vary slightly according to the fields selected:

= : equal

<> : not equal to

< : less than

<= : less than or equal to

> : greater than

>= : greater than or equal to

In

Starts With

Ends With

Was Ever

Was Never

Contains

Where

Values

The user may manually input data into this field & specify the value being searched for.

Users may search for fields with blank or empty value by selecting the field, choosing “=” (equal)

or “<>” (not equal) as the operator, & leaving the value field empty.

Some fields contain a list option that will appear in the Value field. Use the drop-down to

make a selection.

o You may see an ellipses button . This is for subqueries; read about subqueries below.

Variables An extremely handy way to create queries is to use variables.

Searching for Your assigned orders: o @Me :

For example, this Order Tasks query will find all order tasks assigned to the user

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Searching for data within the logged in Profile

@Profile is available within the following Work List Sources: Ledgers, Transactions, Order Task, Pro1099 Records and Orders

o @Profile : For example, @Profile, would allow query for specific data within a Profile

Searching for Dates within the Order:

Date fields allow users to manually enter a variety of variables for flexible queries. By creating queries using these variables, the user can search for items that occurred in the past, present, or will occur in the future; there is no need to set specific dates in the query.

Using the “-” or “+” will search prior to or after today. “x” can be any number the user wants to search for.

o @Today : For example, this Orders query will return orders containing settlement dates

within the coming seven days

The first row will query orders with settlement date values greater than and

equal to today. The second row will query orders that with settlement date values less than

seven days from today. o Busday :

This Query returns orders Received within the last seven days

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o Additional Variables available: @Today @CurrentMonthStart @CurrentMonthEnd @PrevMonthStart @PrevMonthEnd @CurrentYearStart @CurrentYearEnd @PrevYearStart @PrevYearEnd

This Query will pull orders containing Settlement Dates that fall on dates that are

greater than the last day of the previous month AND less than the current day

Subqueries Some fields allow the user to easily “drill down” and refine their selection. Those fields are:

Contacts

Loans

Properties

Title Products

Tasks (which includes checklist and

requested tasks related fields)

Creating Subqueries Fields that allow subqueries will display an ellipses button in the Value column

o Clicking the ellipses button will open a pop-up dialog, allowing the user to create a

Subquery for that field in a pop-up dialog:

16

After finishing a subquery and clicking OK, (Subquery) will show in the Value column in the main

Work Lists panel. Simply click the ellipses button to edit the subquery:

17

Options The options button found at the top of the Work List Editor pulls up a dialog containing three

tabs for customizing your query results, sorting, and result limit.

Results

The Results tab is used to set the data columns—and corresponding widths—that display in the Work

Lists Results pane.

Sorting

The Sorting tab is used to set the order of the columns shown in the Work List Results pane.

In the screenshot below, the program would first sort results by county. It would list these results in

ascending order. Then, the program would further sort—within the county results—according to

settlement dates:

18

Advanced

The Advanced tab enables the user to specify a Maximum search results limit up to 1 million. If the

checkbox is checked, then the limit is ignored, and all matching results will be returned.