Showing inquiry data pertaining only to the user

If your security settings allow you to change inquiries, you can change an inquiry so that it shows data pertaining only to the current user.

This change affects only employee key fields. It allows different employees in your firm to log into Ajera, use the same inquiry, and see only their data because Ajera has identified the current user from the login information.

You can limit inquiry data to the current user in the following:

Showing user data in a formula column

You can use a formula to create an inquiry column so that the column shows only the data pertaining to the current user.

For example, you create a formula column in the Project inquiry (SELECT [Cost] where [Billing Manager Key] = [Current User Key]). When billing managers log into Ajera and use the inquiry, they see cost only on projects for which they are the billing managers.

To create a column using a current user formula:

  1. Follow Steps 1-6 in Creating a new inquiry column.
  1. Select the Show non-numeric columns check box. The Current User Key appears at the bottom of the Available Columns area.
  2. Build your formula by clicking Current User Key and other items in the Available Columns area, and typing operators to define the relationship between those items. Existing formulas in the inquiry also appear in the Available Columns area.
Note:

You can also use other Microsoft SQL Server functions. However, if you use SQL statements, you must write them using the actual database names for columns, not those displayed in lists.

More about creating formulas

  1. Click the Verify button. An error message appears if Ajera cannot process your formula. Correct the formula, and click the Verify button until the error message no longer appears.
  1. Click OK.
Note:
  • You can right-click the column heading and click Properties to set conditions on the formula.
  • If you delete a column that uses a formula referenced in a condition or another formula in the inquiry, a warning and a proceed/cancel option appear. If the formula is referenced in a link, no warning appears.

Showing user data in an inquiry

You can set a condition for an inquiry so that the inquiry shows only the data pertaining to the current user.

For example, you set a condition for the Payroll Accrual inquiry (Employee Key Is Current User). When employees log into Ajera and use the inquiry, they see only their accrued hours, not their coworkers' hours.

To set a current user condition for an inquiry:

  1. From the > Reports > Standard Inquiries or Custom Inquiries menu, select the inquiry you want.
  2. Click .
  3. Click the Conditions tab.
  4. In the field that contains text asking you to select a column, click and select an employee key field (for example, Project Manager Key).
  5. In the field to the right, select Is Current User.
  6. Click OK.

Showing user data in an link

You can set a condition for a link so that when you click the link, it opens the linked inquiry with data that pertains only to the current user.

To set a current user condition for a link:

  1. From the > Reports > Standard Inquiries or Custom Inquiries menu, select the inquiry you want.
  2. Right-click the heading of the column containing the link, and click Properties.
  3. Click the Link tab.
  1. In the field that contains text asking you to select a column, click and select an employee key field (for example, Principal In Charge Key).
  2. In the field to the right, select Is Current User.
  3. Click OK.