When creating a subset for a particular record type, the subset criteria available to you corresponds directly to the fields found in that record type. However, when subsetting on client, contact, counseling session, and conference records, additional criteria is available to you in the form of specially calculated fields. Always denoted by asterisks, these fields' values are determined by evaluating data from multiple fields or from other record types. For example, client subsets support a large number of special calculated fields that return records based on the existence of related client activity records.
The following table lists the special calculated fields that are available for client, contact, counseling session, and conference subsets, and how their values are determined when chosen as subset criterion.
| Special Calculated Fields for Client Record Subsets |
How Values Are Determined |
| *Total Employees |
The total number of full-time and part-time employees, as
entered into the client record, are added together and then compared to
the number range that you provide. |
| *Most Recent I/F Session |
You can
subset on clients that received their most recent initial or follow-up
counseling session during the date range you specify. |
| *Any I/F Session |
You can subset on clients that received an initial or follow-up session at any point during the date range you specify. |
| *Any I/F Session (relative days) |
You can subset on clients that received an initial or follow-up counseling session at any point during
the last number of days that you specify. |
| *Most Recent Award |
You can subset on clients
whose most recent award record is dated during the date range you specify. |
| *Any Award |
You can subset on clients with
an award record that is dated during the date range you specify. |
| *Most Recent Investment |
You can subset on clients
whose most recent investment record is dated during the date range you specify. |
| *Any Investment |
You can subset on clients with
an investment record that is dated during the date range you specify. |
| *Most Recent Milestone |
You can subset on clients
whose most recent milestone record is dated during the date range you specify. |
| *Any Milestone |
You can subset on clients with
a milestone record that is dated during the date range you specify. |
| *Most Recent Survey Response |
You can subset on clients
whose most recent survey response record is dated during the date range you specify. |
| *Any Survey Response |
You can subset on clients with
a survey response record that is dated during the date range you specify. |
| *Any Conference Attendance |
This criterion will return all clients records with a point of contact,
primary or secondary, that has attended a conference (as designated by the conference's associated attendee list) that started during the date range you specify. |
| *Any Activity |
This criterion will return all clients with an i/f session, award, investment, milestone, survey response, or conference attendance that is dated during the date range you specify. |
| Special Calculated Fields for Contact
Record Subsets |
How Values Are Determined |
| *Is Client? |
Every contact record that is associated with
an active or inactive client record (as designated by the client record's Status
field) will meet this criterion. Contact records associated with pre-client records are not
returned. |
| *Is Active Client? |
Every contact record that is associated with an active client record (as designated by the client record's Status
field) will meet this criterion. |
| *Is Inactive Client? |
Every contact record that is associated with an inactive client record (as designated by the client record's Status field) will meet this criterion. |
| *Attended Conference |
Any contact that has attended a conference (as designated by the conference's associated attendee list) that started during the date range you specify will meet this criterion. |
| *Any Inquiry |
Any contact that has an associated inquiry record that is dated during the date range you specify will meet this criterion. |
| Special Calculated Fields for Counseling Session Record Subsets |
How Values Are Determined |
| *Total Session Time |
The total number of preparation, travel, and contact hours,
as entered into the counseling session record, are added together and then
compared to the hour range you provide. |
| Special Calculated Fields for Conference Record Subsets |
How Values Are Determined |
| *Number of Attendee List Members |
This criterion returns any conference record with an associated attendee list whose total number of members falls within the number range you specify. |