How To Create and Use Workgroups in BEx Query Designer

Steps to Creating A Workgroup

  1. To request a workgroup go to Workgroup page on the WAI website using the following link:

Note: If this is your first time requesting a workgroup it might be a good idea to review the Workgroup Process by clicking on the Business Warehouse Workgroup Process Link.

  1. Click on theNew Workgroup Request Form Link.

This should take you to the following electronic form:

Note: Once a workgroup has been established, the role will be placed on the OnePurdue Role Request Formby OnePurdue Security. Supervisors can then request this role for the users that need to be in that particular workgroup.

Adding or Deleting a Member in a Workgroup

  • To add or delete a member in the workgroup, the workgroup owner will need to submit a request through the OnePurdue Role RequestForm.

Workgroup Naming Standard

  • YWGxxx(cube_Qnnnn_DDD_III)
  • YWG = Constant letters to identify this is a workgroup query
  • xxx = Arandomly selected three digit number assigned to each workgroup
  • cube = InfoProvider Name
  • Q = Constant for queries
  • nnnn = Four-digit sequential number (range 5000 to 9999)
  • DDD = Department Abbrevation
  • III = Username of Super/Power User
  • Ex:// WAI Workgroup Query
  • YWG700 ZFMPS_M04_Q5007_BSC_MMH

Using Workgroups

  • Saving a NEW “Y” Query into a workgroup

Step 1: Create your Query

Step 2: Click the “Save” buttonor click on Query then click Save as follows:

Step 3:Click on the Roles Folder and then click on the appropriate workgroup folder that you want to save your query in.

Note: Some users will have more than one workgroup folder in their Roles folder if they have been assigned to multiple workgroups.

Step 4: Change the description name to something relevant to you and the other people who will be using the query and change the technical name. Click the Save button.Please be sure to using the correct naming convention for the technical name of your workgroup query.

Note (1): If the correct naming convention is used but someone forgets to physically save it into the Workgroup (WG) folder, the other WG members can still access the query by drilling into the InfoAreas to get to the query. This just will not be very convenient.

Note (2): If you save a regular “Y” Query (non-WG) into the RolesWG Folder, the other members of the Workgroup will be able to see the query in the WG Folder. Please be cautious to save “Y” Queries to your favorites, not the WG Folder.

  • Saving an EXISTING “Y” Query into a workgroup

Step 1: First click the “Open” button to open up an existing “Y” Query from your Favorites folder.

Step 2: Once you have opened the “Y” Query click on the Query button and select “Save As”.

Step 3: Click on the Roles Folder and then click on the appropriate workgroup folder that you want to save your query in. Be sure to change the technical name of your “Y” query to meet the naming convention for workgroups. You can also change the description to make it more relevant to the workgroup.

Note: Workgroup Queries should be saved into the Roles Folder.

  • Opening up a Workgroup Query

Step 1: Click the “Open” button to open up an existing “YWG” Query from your Roles folder.

Step 2: Select the the workgroup folder you would like to look into.

Step 3: Select the appropriate query you want to run.

Workgroup Members Should Be Able To:

  • Edit user’s own workgroup queries
  • Execute user’s own workgroup queries
  • Edit other users’ workgroup queries (of the same WG)
  • Execute other users’ workgroup queries (of the same WG)

Note (1): If you are a member of multiple workgroups they should be able to do these things for each workgroup. You can also take a workgroup query from one workgroup and do a “Save As” with the correct naming convention for the 2nd workgroup to make that query available in both of your workgroups.

Note (2): All Super Userscan see all workgroups and associated queries. Super Users can take queries from one WG and “Save As” in another WG to help share queries as needed.

Note (3): Super Users should not make random changes to other group’s WG queries. Please discuss changes with the query creator or “Save As” instead. Be respectful of other peoples’ or WG’s queries!!

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