How-To: Use the Employee Selector (Employee Filter)

The Employee Selector is used to filter employees throughout
The Employee Selector appears throughout TimeWorksPlus as an employee filter. You'll find it when running reports, viewing Employee Setup, creating Employee Groups and when adding supervisors via Login Maintenance. This article explains how to use the Employee Selector.

Topical Index

All Active Employees

This first radio button choice is normally the default setting for the Employee Selector. It will display any employee that
  • has a current Start Date. The Start Date must be prior or equal to the current date. Employees with future start dates are considered inactive.
  • is not terminated. This includes employees with future termination dates.
Employees with no Start Date are also considered inactive.

All Employees (including inactive)

This will include/display any employees in the system regardless of their termination or start date status. This option can be used to view employees with start dates in the future.

Specific Employees

When selected, this option will display a checkbox list from which you can hand pick employees.

The Specific Employees option will let you check each employee you want included
It will also include a dropdown filter that allows you to filter the list by Employee Groups or active/inactive status.

The selection list for "Specific" employees can be filtered by Employee Groups or active status

All Employees in Group

Employee Groups are pre-defined subsets of employees that can be built in the Maintenance Menu.

Select by Criteria

This last option on the Employee Selector allows you to create a filter based on values in Employee Setup. For example, you can create a filter that includes all the employees in the Clothing Department.

An example of a filter that shows employees in the "Clothing" department
When creating a "Criteria" filter, the first step is to choose from three types of employment status:

Criteria filters can look at all employees, only active or just
  • For each employee - include every employee in the system.
  • For each active employee - include active employees. (see All Active Employees in this article for further explanation)
  • For each inactive employee - include only terminated employees.
After that, you can start filtering by the values in Employee Setup:

Creating a filter involves selecting an (1) Employee Setup field, (2) a relational and (3) entering a value
  1. Choose an Employee Setup field from the dropdown.
  2. Select a relational operator. This is normally left to the default of "=", but you have options for "not equal", contains, starts with, etc.
  3. Type in the desired value for the field. This will need to be spelled exactly as it appears in Employee Setup and leading and trailing spaces can affect the filter. The filter is not case sensitive.
  4. Click Apply/Save.

Adding Additional Criteria – Advanced Filtering

The Employee Selector can be set with additional filters by using the Advanced button underneath the criteria dropdowns.

The Advanced button allows you to add more criteria to the filter
For example, by using the advanced filtering, you can select employees that work in the Clothing Department at the Hailey Location.
After you click Advanced, an additional dropdown appears with an ellipsis. Click this dropdown and choose if you want to add criteria that's considered in addition to the prior statement ("and") or as an alternative to the prior statement ("or"). You can then enter a second set of criteria.

Filter criteria can be linked together and "and" or "or"
Example: Using "and" to Filter Employees by Department and Location
To filter employees that work in the Clothing Department at the Hailey Location:
  1. Set the first set of criteria to Department = Clothing.
  2. Click the Advanced button.
  3. Choose "and" from the "…" dropdown.
  4. Set the second set of criteria to Location = Hailey.
  5. Click "Save" or "Apply".

Notice how the only Department listed is Clothing and the only Location is Hailey
Example: Using "or" to Filter Employees by Multiple Departments
To filter employees that work in either the Clothing or Hardgoods Departments:
  1. Set the first set of criteria to Department = Clothing.
  2. Click the Advanced button.
  3. Choose "or" from the "…" dropdown.
  4. Set the second set of criteria to Department = Hardgoods.
  5. Click "Save" or "Apply".

Notice how employees belong to either Hardgoods or Clothing, regardless of Location
Difference between "AND" and "and" and "OR" and "or"
You may have noticed, when selecting multiple criteria for a filter, that there is an upper-case and lower-case version of "and" and "or". The reason for the difference is related to situations where you have more than two levels of criteria and you want to group certain criteria.
If your filter has only two sets of criteria, like in our examples above, you can use either the upper-case or lower-case version; it won't make a difference.
But when you have three or more, using the upper-case "AND" or "OR" allows for grouping of criteria.  Any condition preceding an upper-case AND is required for ALL conditions that follow. It serves a similar purpose to parentheses.
For example:
Location=Hailey AND Department=Clothing or Department=Hardgoods or Department=Shop

means that the employee can be a member of any of the three listed departments but has to be assigned to the Hailey Location.
Another way of explaining this is with parentheses:
Location=Hailey AND (Department=Clothing or Department=Hardgoods or Department=Shop)

Employees must belong to the Hailey Location, then the Department criteria is evaluated
Another example:
Location=Ketchum and Department=Clothing OR Department=Shop OR Department=Hardgoods

means that any employee in the Shop or Hardgoods Departments will be included, but if they are in the Clothing Department 1 they must be assigned to the Ketchum Location. Those in the Shop and Hardgoods can work at any location.
Another way of explaining this is with parentheses:
 (Location=Ketchum and Department=Clothing) OR Department=Shop OR Department=Hardgoods

The Ketchum and Clothing criteria are evaluated separately from the Shop and Hardgoods departments

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