portal - data extractor - definition · staff management infinity portal page 3/25 release date...

Staff Management Infinity Portal

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Release date 06/11/2019

PORTAL -

Data extractor - Definition

Document updated to May November 6th 2019 Application involved PORTAL

INTRODUCTION ........................................................................................................................................... 3

EXTRACTION DEFINITION ............................................................................................................................ 4

› Extraction definition ................................................................................................................................... 4

DATA EXTRACTOR FUNCTIONALITY ............................................................................................................... 7

› Single functionalities for extraction ............................................................................................................ 7

› Massive functionalities ............................................................................................................................... 8

EXTRACTION SETTING .................................................................................................................................... 9

FIELDS TO BE EXTRACTED .......................................................................................................................... 9

› Information for single “Field to be extracted” .......................................................................................... 10

› Fields to be extracted - “Add function” option ......................................................................................... 12

● Add function - Functions for the “Text” type fields............................................................................. 12

● Add function - Functions for the “Date” type fields ............................................................................ 14

● Add function - Functions for the “Numeric” type fields ...................................................................... 16

FILTERS ........................................................................................................................................................ 17

› Definition of “Filters” ................................................................................................................................ 17

● Fixed filters .......................................................................................................................................... 17

● Filters selectable during execution ...................................................................................................... 18

› Filter options ............................................................................................................................................. 18

VARIABLES ................................................................................................................................................... 19

› Definition of variables ............................................................................................................................... 19

PARAMETERS ............................................................................................................................................... 19


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› Definition of a parameter ......................................................................................................................... 19

› Management of parameters ..................................................................................................................... 20

SORTING ...................................................................................................................................................... 21

› Definition of a Sorting of variables............................................................................................................ 21

● Fixed sortings ...................................................................................................................................... 21

● Filters selectable during execution ...................................................................................................... 21

GROUPING MANAGEMENT ......................................................................................................................... 22

› Definition of a grouping ............................................................................................................................ 22

SECURITY MANAGEMENT - DATA EXTRACTOR AUTHORIZATIONS .............................................................. 24

EXTRACTION EXECUTION ............................................................................................................................. 25


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INTRODUCTION

The ”Data extractor” module allows creating queries and allows extracting their result on the file in PDF/A, DOCX format, in ”CSV”, ”EXCEL” format and on the ”RTF” file through the Mail merge. The most important available functionalities are the following: › Extraction of any database field › Data analysis on the current situation or on the historical situations › Definition of population selection criteria › Definition of sorting criteria › Definition of the title, subject and output format › History alignment › Query processing with launching parameters The Data extractor module is available and manageable from the “Data management” application area.


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EXTRACTION DEFINITION

› Extraction definition

From the “Extraction definition” menu (from: ‘Data management’ Application area - Settings - Data extractor - Extraction definition), it is possible to display the list of the installed Applications and to define/manage the extractions for each of them. From the “Extraction definition”, the authorised user can perform the following functionalities:

› from “New”, a new extraction can be defined; › from “Import”, an extraction can be imported; › from “Copy”, an extraction can be copied.

By clicking on “New extraction”, you can configure a new extraction by adding the requested parameters: ”Extraction definition” section - Application code: select through the appropriate list the application in question. The value is initialised with the application code of the table from which the creation was selected. If no starting application was selected:

- if the Payroll Project application path is available in the HRPortal setup (from: “Control panel” Application area - Setting – “Gathered applications” section), the default value is ”PAY” - if the Payroll Project application path is not available in the HRPortal setup (from: “Control panel” Application area - Setting – “Gathered applications” section), the field default value is ”ERM”

”Definition” section - Description: indicate the title/description to be assigned to the extraction.

- Notes: indicate possible notes related to the managed extraction. Subsequently, the field allows

specifying the usage context. It is displayed in the launch phase of the data extraction below the same title; it may contain certain additional information useful to the person who performs the extraction (what the report extracts; what to add in the various parameters; if there are fixed filters in the extraction which exclude the records, etc.).

- Main table: select the main table of the extraction under management through the appropriate list (this

field specifies the context to analyse the data). The system initializes by default the field with the basic table of the “Employment”.

Hereinafter, some examples: Data to be analysed Reference table

Analysis of natural persons’ individual data “Subject” table

Analysis of employees’ individual data ”Employment” table

Analysis of training activities “Calendar activities” table


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Analysis of roles “Roles” table

- Enable management of groupings: fill in if the data extracted in the extraction must be grouped according to certain criteria established in the same extraction. (NB: For the details of this management, please consult the “Management of groupings” page

- Company/Corp. code: indicate the company on which the extraction is encoded, useful in order to take into account possible population filters on the company code; the extraction will be displayable only if the company code set in the extraction corresponds to the one available in the population filter activated for the user. If the set company is '000000’ - All the codes not directly defined”, all the users will be able to view the extraction. NB: Please keep in mind that the company indicated at this point does not imply any filter on the extracted data.

- Extraction type: indicate the possible type, which allows cataloguing and grouping the extractions in order to use them in the processes (BPM - Business Process Management).

- Language of extraction: it allows setting for the fields where the [TRANSLATE()] functionality is available the translation language (chosen between those defined on the system). Please keep in mind that this information, if filled in, will be taken into account during the extraction execution phase.

”History” section The system allows establishing on each single field whether to use the historical information and to possibly establish its management method. - Only changes: if the historical data is used, fill in in order to obtain only the history of the changes of the

extracted information. - No. of historical situations: if the history is used, indicate the maximum number of historical situations

that are intended to be extracted (if the value 0 is set - zero is equivalent to all the rows). Formats - Supported formats: indicate which exit formats to use for the extraction, between:

› PDF/A: fill in, if among the supported formats of the extraction, the possibility of obtaining a file in PDF/A format must also be provided.

› DOCX: fill in, if among the supported formats of the extraction, the possibility of obtaining a file in DOCX format must also be provided.

› Mail merge: fill in if among the supported extraction formats extraction, the possibility of obtaining a mail merge in RTF format must be also provided (not Doc).


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(Note: For details related to the mail merge in RTF format, the user is asked to consult the ”Management of documents in mail merge” or ”Management of lists in mail merge” menu)

› CSV file: fill in if among the extraction supported formats, the possibility of obtaining a file in CSV format must be also provided. The format in question is not currently compatible with the management of groupings, therefore, the two pieces of information cannot be filled in at the same time.

› Excel document: fill in if among the extraction supported formats, the possibility of obtaining a file in Excel format must be also provided.

- Exit format: select the default exit format. The value indicated in this field is the one which is suggested

by the system each time one wishes to process that extraction.

- File name: the system automatically determines the name to be assigned to the file generated after having performed the extraction, based on the title given to that extraction. Please bear in mind that it is still possible to customise the 'File name'.

”Security” section - Data access control: the system controls the access rights to the extracted data with reference to the

user who performs the extraction processing. In case user the logged in the system does not have the possibility to access specific information, the system allows anyway to process the extraction but the single data is not extracted. The field is automatically initialized by default by the system, if such control is not used, it is enough to remove the flag from the field.

- Control user's filters: the system controls the population filters related to the user who processes the extraction and it returns as result only the information that can be accessed by the logged-in user. The field is automatically initialized by default by the system, if such control is not used, it is enough to remove the flag from the field.

”Extraction import- Reference code” section - Reference code: the option, if indicated, is used by the system in the ”Import of extractions” functionality

in order to recognize if the extraction is already available; in this last case, the available extractions same as the reference code will be completely replaced by the data available in the extraction to be imported, excepting the Forms, where available, and the ”Accesses” section. Please bear in mind that the changes performed by the user on the extraction, not corresponding to those from the definition, same as the reference code will not be reported.

”Last change” section - Created by - Created on: they are automatically filled in by the system upon saving the extraction

definition. The user and the date/time of the creation of the extraction definition are indicated.


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- Modified by - Modified on: it is automatically filled in by the system after saving the modifications

brought to the initial definition. The user and the date/time of the modification of the definition extraction are indicated.

DATA EXTRACTOR FUNCTIONALITY

› Single functionalities for extraction

After the definition, it is possible to manage the extraction of the functionalities available in ”Extraction options”, such as:

- Edit It allows accessing in edit the extraction definition. - Set It allows indicating the fields to be extracted, the filters, the variables, the parameters, the sorting and the groupings. - DOC It is visible only if the “Mail merge” field was filled-in within “Definition” and it allows adding the forms to be used for the mail merge. (Note: For details, please consult the “Management of documents in mail merge” or “Management of lists in mail merge” page) - Excel It is visible only if the ”Excel document” field was filled-in within the ”Definition” and it allows adding the Excel forms to be used during the extraction processing phase. (Note: For details, please consult the Management of Excel forms page) - Accesses It allows indicating the authorisation to view or not various extractions by Users and Groups. (Note: For this management details, please consult the Data security management page) - Export It allows exporting the extraction created with the purpose of importing it into another environment. (Note: For the management details, please consult the “Import/Export of extractions” page) - Remove It allows removing the extraction in question.


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› Massive functionalities

The system gives the possibility of removing or exporting in a massive mode the desired extractions. From the “Selected options of extraction” functionality, it is possible to perform:

- Export It allows exporting in a massive mode the selected extractions with the purpose of being able to import them into another environment. In case of a massive export, the system will save in the indicated path a zip file containing all the files in xml format related to the selected extractions. In case the exported extractions have “.rtf” or “.xls” documents, in order to generate the ”Mail merge”, the system adds into the zip the xml files related to the extractions and the rtf/xls documents associated to them. When these extractions are imported, the system automatically recognizes the extraction-documents association. - Remove It allows removing in a massive mode the selected extractions.


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EXTRACTION SETTING

FIELDS TO BE EXTRACTED

In order to add the data to be extracted, from the “Extraction definition” menu (from: 'Data management’ Application area - Settings - Data extractor - Extraction definition), it is necessary to select the ”Set” option (available by selecting the icon next to the extraction). The system automatically positions itself in the section that allows adding the fields to be extracted (”Fields”).

In order to add a new field, click on the ”New” option; in this way, a page reporting a list of the fields that can be extracted will open.

By selecting the > icon beside the list of tables or by directly selecting the description of the desired node, the system displays a tree related to the tables that depend on the main one. Note: all the sections of all the installed applications of the HR Suite are available on the left part. It is possible

to filter by application, by clicking on the icon, located in the upper part of the section. The displayed page is divided into two sections:

› In the section from the left side of the page, it is possible to select the desired “topic” › In the section from the right side of the page, all the fields from the selected “topic” are made available.

In the list of the available fields, some of them can have theicon (“Press to see the connected data”) next to the description, which indicates a reference to a “look-up” table. By clicking on this icon, the fields available in the reference table are directly accessed. In order to add a field in the extraction, it is enough to click on the description of the latter; once this procedure is performed, the field in question is highlighted with the “tick” icon:

Moreover, it is possible to perform a “Search” of the field to be extracted. In order to so, it is necessary to place the cursor on the ”branch” from which you want to start the search and select the ”Search field” option by right-clicking or from the upper part of the page..

From the “Search field” functionality, the following information useful for the search is displayed: - Table: the field is automatically filled in according to the start table.

- Search element: indicate the name of the field to be searched (The description must be added according

to the parameter indicated in the next field). - Search type: select if you want to search the element based on the ”Field name” or on the ”Field

description”. - Max. no. of results: select from the appropriate drop-down menu the maximum number of results that

are intended to be displayed.


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- Search levels: select from the appropriate drop-down menu the maximum number of levels in which the

search must be performed. The number of levels identifies how many times the system must decrease in the ”Secondary folders” for the search of the indicated field.

By confirming the search, the system returns the values according to the set parameters.

By selecting from the appropriate icon one of the fields resulted from the search, the system proceeds to its identification within the available tree.

› Information for single “Field to be extracted”

By selecting the field to be extracted, it will be possible to continue with the 'customisation’ of the information regarding the field itself. It is possible to encode a new field by adding the required parameters:

Column definition - Title: assign a title to the selected field. The program suggests one by default, which can be modified

according to its own requirements. History - History: As far as the information in question is concerned, decide whether you wish to display the

values related to the current situation or those related to any historical situation, in this case decide which historical situation to use by choosing one of the values available in the list. It is possible to indicate the following types of “History”:

› On the current date The valid data is taken into account on the processing date (the date of the report processing on the server where the application is installed). › On the date If a fixed date is ascribed, the data valid on that date is the one taken into account. If a parameter is ascribed, it is determined depending on the value of the parameter. (Note: In order to analyse the parameter creation, please consult the ”Management of parameters” page). › All the data No filter is applied on the dates.


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› All the history data (align the data) All the historical sections are ”merged”. › On the historical reference date: The data is extracted on the effective date represented by the "Historical reference date" variable. Such data becomes ’slave’ in comparison with other defined fields, adapting to their effective dates.

Column type - Field type and length: they are automatically filled in by the system with the type and the length

provided in the database. If a “Numerical” type field is extracted, the value of decimals, if provided, is also displayed.

- In letters: this field is available only if the selected field is of numerical type. By filling in this information,

the “Numerical” type value is converted in ”Text” format and therefore is described in letters. Expression - Expression: the field is automatically filled in with the physical name of the table and of that field in the

application.

- Add function: it allows adding the predefined functions related to the selected field. The functions in question were divided into › Text (right, left, substring, remove spaces, variable, length, condition, link, value) › Dates (Current date, Day, Month, Difference, Year, Variable) › Mathematics (Sum-up, Subtraction, Multiplication, Division, Rounding, Variable) and they are available based on the selected field type. - Remove function: it allows removing the predefined functions related to the selected field. Security - Control access to data and control user's filters: they allow controlling the user profile of the Subject who

performs the extraction not displaying possible information if the access to this data was denied in his/her profile; or by filtering the same data based on what was established in the user's population filters.

Additional selection filter The field in question is automatically managed by the system and it is enabled only if the extracted information was previously filtered. After selecting and defining the fields, in the ”Extraction definition” menu › ”Fields” section, the list off all the extracted fields will be displayed in the grid.


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For each extracted field, it is possible to perform the following operations: - Sorting of fields

Each field, (except the first and the last from the list) is preceded by the icons that are allowing to modify the display sequence of the columns in the file obtained by performing the extraction. - Modify field It allows modifying the selected field property - Remove field It allows removing the selected field from the extraction definition - New It allows adding a new field

› Fields to be extracted - “Add function” option

● Add function - Functions for the “Text” type fields

During the definition/management phase of the field to be extracted, the predefined functions related to the selected field (from the “Add function” functionality) can be added in the “Expression” section. These functions are enabled when the field that is being extracted is of “Character” type. The functions in question are divided into: - Right It allows extracting the no. of characters starting from the right. Once the field in question is selected from “Add function”, click on the “Right” option and indicate how many characters to extract starting from the right (in the “No of characters” field). - Left It allows extracting the no. of characters starting from the left. Once the field in question is selected from “Add function”, click on the “Left” option and indicate how many characters to extract starting from the left (in the “No of characters” field). - Substring It allows extracting n characters starting from a specific position. Once the field in question is selected from “Add function”, click on the “Substring” option. Fill in the ”Initial position” field by indicating the number corresponding to the character from which to start to extract the data and the ”No. of characters” field with the number of characters to be extracted; then click on ”Confirm”. - Remove spaces It allows removing possible spaces placed before the description or after it. Once the field in question is selected from “Add function”, click on the “Remove spaces” and “Link” option. This function must be defined in this way:


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- Add in the formula, after the expression related to the Link ' ' - Click again on “Link" - Add after the expression related to the Link the string that identifies the field name in the system. - Variables It allows using a variable field of string type. In order to use the variables, it is necessary to define them first in the appropriate “Variable” section. Note: For this function details, please consult the “Management of variables” page. Once the variable is defined, it is necessary to associate it with an extracted field; in order to use it, it is necessary to select the field in question from ”Add function” and click on the ”Variable” option.

- Length The function in question allows replacing the value of the extracted field with its length established in the database. In order to use this function, once the field in question is selected from “Add function”, click on the “Length” option. - Condition It allows returning a value according to the specified condition. Once the field in question is selected from “Add function”, click on the “Condition” option. This function allows extracting a field and to modify its value according to a specific condition that can be customised through the fields made available by the system.

- Link It allows linking the fields and the spaces. Once the field in question is selected, from “Add function” click on the “Link” option. Therefore, the function in question allows obtaining in a single field the value of two or several fields that can be extracted individually at the database level.

- Value It allows linking a fixed string to a certain value. Once the field in question is selected, from “Add function” click on the “Value” option. Please note that in order to use this function, it must be combined with the "Link" function.


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● Add function - Functions for the “Date” type fields

During the definition/management of the field to be extracted, in the “Expression” section, it is possible to add predefined functions, related to the selected field (from the “Add function” functionality). These functions are enabled when the type of the field that is being extracted is “Date”. Hereinafter, the list of available functions is presented:

- Current date This function allows obtaining a column within an extraction, in which the current processing date is registered. Once the “Date” type is selected for the field in question, from “Add function” click on the “Current date” option. In order to use this function, it is necessary to: - Clear the “Expression” field (automatically filled in by the system when it is selected). - Select the “Current date” value. At this point, during the processing, the system generates a column, to which it assigns the name given in the field title, with the value of the current date. - Day It allows extracting the day in numeric format. Once the field in question is selected, from “Add function” click on the “Day” option. This function allows extracting only the day, instead of the entire date. - Month It allows extracting the month in numeric format. Once the field in question is selected, from “Add function” click on the “Month” option. This function allows extracting only the month, instead of the entire date. - Year It allows extracting the year in numeric format. Once the field in question is selected, from “Add function” click on the “Year” option. This function allows extracting only the year, instead of the entire date. - Difference It allows determining the difference in days between two dates. Once the field in question is selected, from “Add function” click on the “Difference” option. The function in question performs a comparison between two dates and establishes the difference in days. The start date is the one selected as field; the comparison date must be added in the “Date to be compared” field.


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- Variable It allows using a variable field of date type. In order to use the variables, it is first necessary to define them in the dedicated “Variables” section. Note: For details of this function, the user should consult the “Management of variables” section. Select the date field in question, click on the “Add function” button and set the formula.


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● Add function - Functions for the “Numeric” type fields

During the definition/management phase of the field to be extracted, in the “Expression” section it is possible to add predefined functions, related to the selected field (from the “Add function” functionality).

- Addition The function in question allows summing up several data. Once the field in question is selected, from “Add function” click on the “Sum-up” option. After the “+”, indicate the number to be added up. In the formula displayed in the “Expression” field, the first value is the one located in the extracted field to which the values indicated after the + symbol are added, after selecting the “Sum-up” value. - Subtraction The function in question allows subtracting certain values. Once the field in question is selected, from “Add function” click on the “Subtraction” option. After “-”, indicate the number to be subtracted. In the formula displayed in the “Expression” field, the first value is the one located in the extracted field and from this the system subtracts the values indicated after the - symbol, added after selecting the “Subtraction” value. - Multiplication The function in question allows multiplying certain values. Once the field in question is selected, from “Add function” click on the “Multiplication” option. After “*”, indicate the number to be multiplied. In the formula displayed in the “Expression” field, the first value is the one located in the extracted field and this is multiplied by the values indicated after the * symbol, added after selecting the “Multiplication” value. - Division The function in question allows dividing certain values. Once the field in question is selected, from “Add function” click on the “Division” option. After “/”, indicate the number to be divided. In the formula displayed in the “Expression” field, the first value is the one located in the extracted field and the values indicated after the / symbol, added after selecting the “Division” value, are divided by it. - Round It allows rounding up or down the value of the extracted field. Once the field in question is selected, from “Add function” click on the “Round” option. Indicate the number of decimals whose value is to be rounded and confirm.


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This function allows rounding the extracted values to a certain number of decimals, established in the expression. - Variable It allows using a variable field of numeric type. In order to use the variables, it is first necessary to define them in the dedicated “Variables” section. Note: For details on this function, the user should consult the “Management of variables” section.

FILTERS

The system provides all the database fields, with the possibility of filtering them by application. Their selection is managed by means of the "tree" structure, which recreates the connections between the various database tables. Select the desired topic from the left side of the page and then, all the fields associated with this topic will be displayed on the right side of the page. On the list of available fields it is possible to find a few that, next to the description, have the icon that indicates a reference to a look-up table; clicking on the arrow, it is possible to access directly the fields available in the reference table.

› Definition of “Filters”

It is possible to define the filters accessing the Data management/Settings/Data extractor/Extraction definition > Set > “Filters” section menu item. The filters that can be created and managed are divided in two categories: - Fixed filters - Filters selectable during execution

● Fixed filters

They represent filter parameters that must always be applied. They are located within the extraction itself and are not highlighted in any way during the execution. In order to create a fixed filter, it is necessary to: - Click on the “Fixed filter” option - Select the information that is to be used as filter - Confirm the data input through “Save”.


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● Filters selectable during execution

They represent filter parameters that can be selected during the execution of the extraction itself. In this case, the extraction is prepared for processing by applying the filter or not. During the execution of the extraction, the User chooses whether to manage the filter criterion or not. In order to create a filter selectable during execution, it is necessary to: - Click on the “New filter section” option - Assign a description to it - Confirm the indicated information through “Save” Subsequently: - Click on the “New” button - Select the information that is to be used as filter selectable during execution - In the “Filter” field, indicate the filter to which the one under management must be connected (choose

Fixed to add in the fixed filter and vice versa, select the description assigned to the filter selectable during execution)

- Confirm the data clicking on “Save”.

› Filter options

For each filter, it is possible to define:

Title: It allows customizing the title that is to be assigned to the filter. Open / Close brackets: It allows putting between brackets the expression contained in the filter

itself. (It is possible to open the brackets in a filter and close them in another one). Expression: This field is automatically filled in with the value of the field; it can also be processed by

means of the available functions. If the field refers to a lookup table, it is possible to open the reference table and select the value in question.

Operator: From the dedicated list, select the comparison operator to be used in relation to the managed filter.

Values: Moreover, it is possible to associate with the filter a parameter that will have to be specified by the user during the data processing.

Remove the filter if the parameter is not filled in: Fill in the flag in case the extraction is to be performed even without filling in the parameter.

Logical operator: It allows establishing the logical operator to be used for the filter in question, compared to the other possibly added filters.

Once the filters in question are created, the system generates a grid, where a row is filled in for each created filter.


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Each filter is preceded by the following options , which allow modifying the processing sequence of the filters. The grid is divided based on the filter type, particularly, all the “Fixed filters” are displayed first, then all the “Filters selectable during execution”.

VARIABLES

This section is useful for indicating which fields can be used as variables in the definition of work or calculated areas. The variables are accessed by means of the functions available in the data extractor.

› Definition of variables

It is possible to define the “Variables” accessing the Data management/Settings/Data extractor/Extraction definition > Set > “Variables” section menu item. In order to define a variable, click on the “New” option. From the tree menu, available on the left side of the page, select the topic that contains the information that is to be used as variable. The system provides all the database fields, with the possibility of filtering them by application. Once the topic is selected, all the available information is displayed on the right side of the page. Select the information that is to be managed as variable with a left click. Click on “Save” in order to confirm the variable under management. After that, the created variable becomes available for the management of the functions available in the data extractor.

PARAMETERS

This function is useful for managing the parameters that must be used by the system during the execution of the extraction. In order to manage the parameters, it is first necessary to define the filters provided for the extraction and to indicate in the same filter that it needs to be used as parameter during the extraction. For the detailed management of the filters, the user should consult the related paragraph - “Extraction settings - Filters”.

› Definition of a parameter

It is possible to define the “Parameters” accessing the Data management/Settings/Data extractor/Extraction definition > Set > “Parameters” section menu item. In order to create a new parameter, at least one filter must be defined (“Filters” section), containing the indication that the same is to be used during the execution of the extraction through the management of a parameter.


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Therefore, first of all it is necessary to define a “Filter” (from: Data management/Settings/Data extractor/Extraction definition > Set > “Filters” section.) After having selected the field in question, click on “Selection of parameters”: From “New” it is then possible to define the parameter in question. In order to select it, it will be then necessary to click on the link. In case the extraction is to be performed even without filling in the parameter, select the “Remove filter if the parameter is not filled in” option.

› Management of parameters

From the “Parameters” section it is possible to modify the previously created parameter, changing as well the type of connection that also allows establishing the use mode of the parameter during the execution of the extraction. It is possible to set the following “Connection types”: - Simple connection It allows selecting a single value during the execution. - Multiple data selection It allows selecting several values during the execution. - Selection of two pieces of information It allows selecting not more than two values during the execution. - No connection This option does not create any connection in the field selected as parameter.


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SORTING

This section allows defining the sorting sequence for the information display. The available fields are those previously selected in the “Fields” section. Each of them can be used as “Fixed sorting” or “Selectable during execution” criterion. For each field indicated in the sorting, it is possible to specify the method that is increasing or decreasing.

› Definition of a Sorting of variables

It is possible to define the Sorting of the fields to be extracted accessing the Data management/Settings/Data extractor/Extraction definition > Set > “Sorting” section menu item. The sorting of the extracted information can be fixed or selectable during execution. The procedure is constructed so that both types can coexist, but is not recommended to use them simultaneously, as inconsistent situations could occur. The sorting parameters that can be created and managed are divided in two categories:

Fixed sortings

Sortings during execution

● Fixed sortings

They represent sorting parameters that must always be applied. They are located within the extraction itself and are not highlighted in any way during the execution. In order to create a fixed sorting, it is necessary to: - click on the “New” button, in the “Sorting” section - from the Sorting field, select the sorting type that is to be managed (Fixed or selectable during execution) - select the information that is to be used as filter from the dedicated drop-down field and confirm the data

input clicking on “Save”.

● Filters selectable during execution

They represent sorting parameters that must be selected during the execution of the extraction; from time to time, during the extraction, the User can choose whether to manage the sorting criterion or not. In order to create a sorting selectable during execution, it is necessary to: - click on the “New sorting” button and assign a description to it. - subsequently, click on the “New” button and in the “Sorting” field indicate the type of sorting to which the

one under management must be connected (choose Fixed to add a fixed sorting and vice versa, select the description assigned to the sorting selectable during execution)

- select the information that is to be used as sorting from the dedicated drop-down field and confirm the data clicking on “Save”.


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GROUPING MANAGEMENT

During the “Extraction definition” (from: Data management/Settings/Data extractor/Extraction definition) it is possible to configure it, using the “Grouping management”.

The “Enable grouping management” option, if active (checked value), allows obtaining the data from the created extraction, grouped according to the criteria established in the same extraction.

It is possible to manage the extractions of this kind even in the mail merge; in fact, it is possible to define forms, where the extracted information is grouped according to a layout defined in the same form.

For information related to the management of the “Mail merge” with extractions where the grouping management is active, please consult the “Extractor forms” document. The main grouping is directly managed by means of the fields selected at the first level. A sorting criterion must be established among the selected information. After that, it is possible to create a second level and indicate the information to be extracted and the criterion according to which it should be grouped. The same management method must be used also for possible groupings of subsequent levels. The groupings subsequent to the first can be all managed at the same level, or they can be added one inside another, in a cascade manner. In this case, if the grouping management is active, the use of the sorting selectable during execution is restricted; this is due to the fact that in order to be correctly used, this management provides that fixed sorting is established a priori, useful for indicating the methods for grouping the extracted information.

› Definition of a grouping

After having created the extraction definition with the use of groupings, access “Set” (from: Data management/Settings/Data extractor/Extraction definition > Set). From “main grouping” select the “New” option (“Click to add a new group”) and indicate the related Description:

From the level in question it is possible to view the list of fields extracted in the grouping levels previous to the selected one. Please note that the fields “inherited” from the previous levels cannot be managed; in order to modify/manage them, it is necessary to access the grouping level in which they were selected. Moreover, in order to add fields in the grouping level in question, it is necessary to select the “New” option

. NB: Please note that the input and management methods of the “Fields” are indicated in the “Fields to be extracted” paragraph.


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Subsequently, it will be necessary to define the sorting criteria for the information related to the grouping level. In this case, it is necessary to select the grouping level in question and access the "Sortings" section. From the level in question, it is possible to view the sorting list, indicated in the grouping levels previous to the selected one. Please note that the fields “inherited” from the previous levels cannot be managed; in order to modify/manage them, it is necessary to access the grouping level in which they were selected. In order to add fields in the grouping level in question, it is necessary to select the “New” option. NB: Please note that the input and management methods of the Sortings are indicated in the “Sorting” paragraph.


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SECURITY MANAGEMENT - DATA EXTRACTOR AUTHORIZATIONS

For a single extraction, the User can authorize or not the display for certain Users and Groups, accessing the “Extraction definition” > Accesses menu. Moreover, if it is possible to manage the extraction, but the extraction contains information that the User cannot view, the system generates the extraction file anyway, but it restricts the display of the information that cannot be managed by the user. This management can be performed by setting data and population filter control on the selected extraction definition or on the individual extracted fields. In order to manage the authorizations for a single extraction, it is therefore necessary to access the “Accesses” menu (from: Data management/Settings/Data extractor/Extraction definition). Each new extraction is automatically authorized by default for all the security groups associated with the User who created the extraction. It is possible, however, to modify/remove/add other users and/or groups to the display and management of this extraction. In order to define a new security, click on “New”. The system displays information related to the:

Extraction description

Type; indicate whether to manage the extraction by “Users” or “Groups”

Code; indicate the code of the group or the user

Access; indicate whether to allow (“Allowed”) or deny (“Denied”) the display of the extraction It is possible, however, to modify and remove the available authorisations through the dedicated

functionalities .


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EXTRACTION EXECUTION

It is possible to perform the created extractions accessing the “Data extractor” menu item (from: Data management/Data extractor). They are divided by application and by used start table (e.g.: Subject, Employment, etc.)

Each extraction is accompanied by:

Extraction description

Possible notes indicated during the definition of the extraction itself.

In order to perform an extraction, click on the “Extraction execution” option, placed next to its description, indicate possible parameters and filters and, finally, confirm the processing. According to the selected output format, the processed report will be available in XLS/XLSX format (for Excel), in CSV format, or it is possible to obtain the “Mail merge” in RTF format.

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