How to filter what Information Request an employee receives

Filter queries allow a group of employees to be assigned to template documents (e.g., welcome emails and contract templates), workflows (e.g., info requests, onboarding, offboarding), or info requests This article will discuss how filter queries work and how to use filter queries in info requests.

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How do filter queries work?

A filter query is set up in two parts:

1. The Query name - what this filter query is called. The name should describe the group of employees selected with the filter.
2. The Selection criteria - the conditions the system will use to identify the group of employees to be selected by the filter.
   
   

How to create a filter query for an Info Request?

An Info Request query is assigned at the point of issuing the workflow to employees (unlike an onboarding or offboarding process wherein a filter is assigned when setting up the workflows).

1. Go to any employee's Role page by navigating to Employees > Employee Details > Role
2. Click on Info Request
3. Select the Info Request process you want to issue and fill out the details of the request, tick Select multiple employees using a query
4. Tick Show Query
5. Click on New
6. Tick Require Permission to edit query
7. Create your selection criteria by clicking on Add Condition
8. Select the appropriate criteria for your filter
9. Click on Update
10. You may click on Result to preview the list of employees who will be receiving the Info Request
11. Once you click Submit, all employees matching the query criteria will receive the Info Request workflow.
    
    

Selection Criteria set up tips

• When setting up the selection criteria, you'll be required to input 3 fields
  • Select from the condition list
  • Select the logic - "is equal to" or "is not equal to"
  • Select the appropriate value in the third list
    
    Some of the values for the condition list can be set under Settings > Setup > List Management (e.g. ContractGroup, Department, Division, and Location).
    
    
    
    
• If you're setting up multiple conditions, ensure that you choose from the drop down list with the AND and OR options:
  
  
  
  
  • AND - choose AND if you'll be adding multiple conditions and you want to select employees who satisfy ALL conditions. 
    
    Example:  when you select AND and then add the following conditions, this means that the Filter Query will select employees who are Full Time and are also part of the Operations Department. If someone is a Full Time employee but belongs to the Human Resources department, then they will not be selected by this filter.
    
    
    
    
  • OR - choose OR if you'll be adding multiple conditions and you want to select employees who satisfy ANY ONE of the conditions you've added
    
    Example:  When you select OR and then add the following conditions, this means that the Filter Query will select employees who are full time  OR employees who are part time.
    But if you selected AND in this instance, then no one will be selected by the filter because a Flare user can't be assigned to both Full Time and Part Time employment types.
    
    
    
    
• Add Group option - you may also use the option to add condition Groups for more complicated conditions.
  
  Example: Instead of just selecting Full Time employees who are also part of the Operations Department, maybe you'd also want to add Full Time employees who belong to the Administration Department.
  
  
  
  Note: Keep Filter Query set ups as simple as possible so it's easily understood. However, if more complicated set ups are required, ensure that you click on the Result option to preview the set of users being selected by the system so you can be sure that you've set up the correct filter.