Queries

A query is a saved or temporary question users ask the data in a module.

Queries filter records by field values, relationships, dates, statuses, or other criteria. They control which records appear in a list, but not which columns are shown for those records.

Query Purpose

Finding Records

Queries are useful when users need to narrow a large module down to the records that matter for a specific task.

For example, a query might find active projects, overdue tasks, people in a specific role, records updated this month, or submissions with a certain status.

Supporting Workflows

Project teams should identify the recurring questions users ask in their daily work.

Those questions often reveal which fields need to be searchable, which statuses matter, which dates should be stored clearly, and which relationships between records are important.

Query Fields

Module-Specific Fields

Each module can define which fields are available in the query builder.

These fields should reflect the way users think about the module. Useful query fields are usually visible in the module, important for workflow status, or needed to identify records by name, date, code, location, category, relationship, or responsibility.

Related Data

Queries can include related data when that relationship is meaningful for the workflow.

For example, an Events module might allow queries by venue, organiser, project, date, or publication state. A People module might allow queries by organisation, role, country, accreditation status, or communication preferences.

Field Grouping

Query fields can be grouped so the query builder follows the application structure.

Groups often follow module tabs, major content blocks, related-record areas, or clear workflow concepts. They should not simply mirror the database schema. A useful query group should feel like a part of the user interface.

Stored Queries

User-Saved Queries

Users can save queries that they need again.

This is useful for repeated tasks such as reviewing pending records, finding records missing information, preparing exports, or checking activity for a particular period.

Prepared Queries

Administrators can prepare common queries for users.

Prepared queries are useful when a workflow should start from a consistent filter, or when the query would be time-consuming for every user to recreate.

Relationship to Column Selections

Filtered Records

The result of a query is a filtered set of records.

The same query can be paired with different Column Selections depending on the task. For example, one query might find all confirmed participants, while one column selection supports check-in work and another supports communication work.