How to Use Filters and Save Views when Searching for Employees

Search Grid Filters: Overview

The employee search grid is where users can search for particular employees using filters to restrict the search results. The various filters that can be used to restrict the employee search grid are explained below.

Clear Filters is used to reset all filters.
- Alternate method: X out of each field individually.
Code will restrict the grid based on the employee’s code.
SSN (Last 4 Digits) will restrict the grid based on the employee’s last 4 digits of their social security number.
Employee Name will restrict the grid based on the employee name.
Job Title will restrict the grid based on the employee’s job title.
Credentials will restrict the grid based on the employee’s credentials.
Cost Center will restrict the grid based on the employee’s assigned cost center.

Department will restrict the grid based on the employee’s assigned department.
Status will restrict the grid based on the employment status.
- Note: The grid defaults to “Active”, but can be changed to “Inactive” or “All”.
Date of Birth will restrict the grid based on date of birth.
Gender will restrict the grid based on gender.
Preferred Language will restrict the grid based on preferred language.
Date Employed will restrict the grid based on a date range entered for effective date of employment.
Date Terminated will restrict the grid based on a date range entered for effective date of termination.
Active will restrict the grid based on whether the employee is marked as active or inactive.
- Note: The grid defaults to “Active”, but can be changed to “Inactive” or “All”
Termination Status will restrict the grid based on termination status.
- Note: The grid defaults to “Current Employees”, but can be changed to “Terminated Employees”.

Race will restrict the grid based on the race entered into the field.
City/State/Zip will restrict the grid based on the city/state/zip entered into the field.
Pay Type will restrict the grid based on the pay type(s) entered into the field(s).
Pay Period will restrict the grid based on the date range for the pay period entered.
Employee Supervisor will restrict the grid based on the assigned supervisor.
- Note: the supervisor assignment is made at the “Reports To” field.
Home/Work Email will restrict the grid based on the home/work email entered into the field.

Using the Search Grid Filters

This section of the course will guide you through the process of filtering and searching for employees.

Click on Employees
Use the Employees Search grid filters to locate the employee records that you wish to review.

Helpful Hint: Many of the filters allow for multiple entries. Simply click on “Add filter” to add any additional filters (if available).

Click on the Clear Filters button to clear any filters that you have entered

4. Click on the Search button to refresh the grid with the filters you have entered

Saving, Selecting, and Editing Views

A “View” is a snapshot or save of any filters entered at the search grid. By saving a View, it can be recalled later as a quick method of plugging in filters instead of having to manually add filters in. This section of the course will walk you through the steps for saving, selecting and editing a view.

Saving: With the desired search filters entered from the Employees search grid, click on the Save icon (upper right corner) to save a view
From the Save View dialogue, name the view and click on the Save button

Helpful Hint: Click on “Existing View” to select and overwrite an existing view.

Selecting: Click on the View selection drop-down to select a saved view
Editing: Click on the Edit Views button (wrench) to delete a view or make it Global

Helpful Hint: Global views can be selected by any user who has access to the search grid.

5. Click on the Delete icon to delete a view or the Global checkbox from the “Edit Views” dialogue

to make a view Global.

Exporting from the Grid

This section of the course will show you how you can export a print-friendly grid containing all of the selected column headers and corresponding information from the employees search grid.

Click on Employees
Use the Employees search grid filters to locate the employee record/info. that you want to export.
Click on the Search button to refresh the notes grid
Click on the Export button (bottom of grid)
Click on the Export drop-down from the report window to select a file type for export

or click on the print icon to print