Admin & Applicant PDF Download Options

There are two options available for creating downloadable PDFs for both Slate users and students using the Database tools Reader Tab Groups & Reader Tab Materials. By default, Slate makes all Database > Materials available within Download PDF. Use these tools to define exactly what custom materials and other system documents should be available for download, such as:

  • Custom dashboards
  • Reader forms
  • Slate-hosted application references

Consequently, use Reader Tab Groups & Reader Tab Materials to define exactly what custom materials and other system documents should be available for download.

It is important to note that the default Admin PDF Download options are no longer available once at least one custom Reader Tab Group and Reader Tab Material is created. Be sure to create all materials you'd like to download via custom Reader Tab Groups when modifying the default behavior.

By contrast, Applicant PDF Downloads do not have a default proof. Application proofs can be made available by creating the appropriate Reader Tab Group and associating any desired materials.

Important!

Note that an export cannot be scheduled using Download PDF. Reference the Document Export documentation for information on scheduling PDF exports.

Creating Download PDF Groups

First, define the group. You may have as many as you wish, but this is the container into which you place materials.

  1. Click Database in the top navigation bar and select Reader Tab Groups.
  2. Click Insert.
  3. Enter the following Reader Tab Group configurations in the popup window:
    • Status - Set the status to Active.
    • Type - Select Admin PDF Download or Applicant PDF Download.
      • Admin PDF Downloads are used for users inside of Slate.
      • Applicant PDF Download is used upon submission of a Slate Application.
    • Name - Name the group to be download (e.g. All Applications or References Only).
    • Order - Determine the order in which the groups should appear in the drop down list when clicking "Download PDF".
    • Custom Read Permission - If desired, assign a custom permission to limit which users can download this group of materials.

Creating Download PDF Materials

  1. Click Database in the top navigation bar and select Reader Tab Materials.
  2. Click Insert.
  3. Enter the following Reader Tab Material configurations in the popup window:
    • Status - Set the status to Active.
    • Tab- Select the group this material should be included in.
      • Admin PDF Downloads are used for users inside of Slate.
      • Applicant PDF Download is used upon submission of a Slate Application.
    • Type - Select the type of document that should be included when downloading. Note, this list will be more comprehensive than the one found in Database > Materials
    • Order - Determine the order in which the material should appear in the Reader Tab Group.

Ways to Use Download PDF

  • Student Record – The "Download PDF" button is available on any Application Tab in the right menu column of the Student Record.
  • Application Reader – The "Download PDF" button is available from within the application reader by clicking on the student's name in the top left corner and clicking "Download PDF" from the popup window.
  • Query Tool – While both methods relate to creating a PDF of an individual record, the Query Tool can be used to identify a larger population of students to download. The "PDF Document Export" output appears as an option on the Query Results page.

When to Use Download PDF

Download PDF is especially useful when dealing with a small population (e.g. an individual student or a small query with either a limited number of records or a limited number of documents.) This is due to the limitations within the browser to build an export with a reasonable file size.

Limiting Query Runs

If the query needs  a total of more than 500 pages or 500 records, then it is important to batch each run into smaller executions:

  1. Within the Query Builder > Edit Properties, set "Limit Rows" to 500. Note: if each record is returning more than one page of materials, then this limit should be lowered so that no more than 500 pages are exported cumulatively within the Query Run.
  2. Within the Query Builder > Edit Properties change "Execution Options" to "Retrieve only the new records since the query was last run." This allows each record to only be exported one time.
  3. Run query for each batch of records, repeating as necessary, until all records have been exported.

Important!

Download PDF should not be used under the following conditions:

  • if the query run contains more than 500 pages (See Limiting Query Runs above)
  • if the query run contains more than 500 records (See Limiting Query Runs above)
  • if the intent is to schedule an automated export to an SFTP
  • if the export needs to have a custom file name
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