Field Settings

Fields

Setting Description
Status  Set the status to 'Active' for Fields that are currently being used.

Inactivate fields that are no longer used without fear of losing data associated with them.
Dataset If the field is for use with a Dataset, select the Dataset from the dropdown list.
 Scope Scope describes the entity to which the field is related.

1477687905_important.png Important! The scope should not be changed once data exists for the field.  Instead, a new field with the correct scope should be created. Data can then be re-imported to this new field, and the original field can be inactivated.

Set the scope for any field that is not associated with a Dataset:

  • Person - Person-scoped fields are associated with an individual person record.  Each person-record can have a value for this field.  Biographical information, or data that is unlikely to change between different applications is typically person-scoped.  Data points about a prospective student prior to becoming an applicant may also be captured using person-scoped fields. 
  • Application - Application-scoped fields are associated with a specific application.  If a single person has multiple applications associated with it, each application has its own set of application-scoped fields.  Items that are specific to an application and are likely to change if the same applicant applies again at a later date.  Examples include program information, entry term, and enrollment status.  
  • Course - Course-scoped fields are associated with a specific course within the course widget.  To capture additional information that is not a standard course field, add a custom course-scoped field.  Each individual course can have its own value for a course-scoped field.
  • Interest - Interest-scoped fields are associated with a specific interest within the interest widget.  To capture additional information that is not a standard interest field, add a custom interest-scoped field.  Each individual interest can have its own value for a interest-scoped field.
  • Job - Job-scoped fields are associated with a specific job within the job widget.  To capture additional information that is not a standard job field, add a custom job-scoped field.  Each individual job can have its own value for a job-scoped field.
  • Material - Material-scoped fields are associated with a specific material.  To store information about a specific material, add a custom material-scoped field.  Each individual material can have its own value for a material-scoped field.
  • Reference - Reference-scoped fields are associated with a specific reference submitted through Slate.  To capture additional information that is not a standard reference field, add a custom reference-scoped field.  Each individual reference can have its own value for a reference-scoped field.
  • Relation - Relation-scoped fields are associated with a specific relation within the relation widget.  To capture additional information that is not a standard relation field, add a custom relation-scoped field.  Each individual relation can have its own value for a relation-scoped field.
  • Report - Report-scoped fields are associated with a specific school report submitted through Slate. To capture additional information that is not a standard school report field, add a custom report-scoped field.  Each individual school report can have its own value for a report-scoped field.
  • School - School-scoped fields are associated with a specific school within the school widget.  To capture additional information that is not a standard school field, add a custom school-scoped field.  Each individual school can have its own value for a school-scoped field.
  • Sport - Sport-scoped fields are associated with a specific sport within the sport widget.  To capture additional information that is not a standard sport field, add a custom sport-scoped field.  Each individual sport can have its own value for a sport-scoped field.
  • Test - Test-scoped fields are associated with a specific test within the test widget.  To capture additional information that is not a standard test field, add a custom test-scoped field.  Each individual test can have its own value for a test-scoped field.
ID  This is the code that Slate will use to store fields in the database.  It is best practice to have this ID be all lowercase with no spaces or special characters other than an underscore.  Once this ID is set and in use, the ID should not be changed

This ID is used in the storage of the data in the database, and it is not a value that most administrative staff will see.
Form  Use this configuration to link a form to the record as a custom tab.  This setting appears if the ID that is entered begins with form_, such as form_My Custom Tab.  The value after the form_will be used as the name of the tab, so in this instance, it is ok to use capital letters and spaces in the ID field.  Select a Person Page form, an Application Page form, or a Dataset Page form to be used as a custom tab on the record's lookup page.
Name Give the field a name.  This name will be visible administratively only.  It is acceptable to change the name, even if data already exists for the field.
Prompt This setting is optional.  If the field has a limited set of possible values, it is recommended to use a prompt list.  If the prompt list that should be used already exists, select it from the list.  Otherwise, select Other and type the key that you will use for your new prompt list.
Tab   This setting allows you to configure a custom tab.  It is recommended that a form page is used to create custom tabs.
Category This setting is used to group multiple fields together within a single export group within the Slate Template Library.  This is particularly useful if custom tabs are not being used or if custom tabs are all Person Page, Application Page, or Dataset Page forms.  If a category is not set, then the tab setting will be used.  If there is no tab either, then the field will be within the "Other" group.
Value This setting is used to configure the type of data to be collected in a field:
  • Store Prompt ID - If the field is using a custom prompt list that you added, configure this setting to Store Prompt ID.  
  • Store Value (bit/language/state/country/user prompts and text fields only) - If the field will store free-text data, if it is a related dataset field, or if it is using one of the following prompt lists: bit; language; state; or country, then configure this setting to Store Value (bit/language/state/country/user prompts and text fields only).
Multiple Use this setting to determine if a field should save one or multiple values:
  • Single Value - If a record should only have one value associated with it, set this to Single Value.  

    This means that if the field is application-scoped, and the field is configured to store a single value, each individual application can have one value for this field, even if the person record has more than one application.  

    Likewise, if the field is sport-scoped, and the field is configured to store a single value, each individual sport on the student record can have one value for this field.  
  • Mulitple Values - If a record should be able to have more than one value associated with it, set this to Multiple Values. 

    If each record should have more than one value for the field, (for example, each individual application should be able to have multiple values for a Concentration field), then this should be set to allow multiple values.
Ordered This setting is available for fields that store multiple values.  This setting is used for field values that are grouped together.
  • Unordered Values - This field value should typically be set to Unordered values.  
  • Order Values - Fields that use a replicate widget will use the setting Ordered values.
Appendable This setting is available for fields that store multiple values.  This will set the behavior for form submission or data imports for the field when a value for this field already exists for a record.
  • Replace existing values upon form submission or dataset import - This option will remove all of this field's values for the record that are not included in the new set of values and then add the new values.

    For example, if an Academic Interest field exists and stores multiple values, and the record already has the values: Biology, Chemistry. When importing the values Biology and English:

    With the setting Replace existing values upon form submission or dataset import, the values on the record will become: Biology and English
  • Append to existing values upon form submission or dataset import - This option will keep all existing field values for the record intact and add the new values. 

    For example, if an Academic Interest field exists and stores multiple values, and the record already has the values: Biology, Chemistry.  When importing the values Biology and English:

    With the setting Append to existing values upon form submission or dataset import, the values on the record will become: Biology, Chemistry, and English.
Unique for Merging Use this setting with caution.

When configured as Value contains a unique ID which identifies a single record for merging, Upload Dataset and Form/Event/Interview submissions will use the value of this field to automatically match onto records.  Consolidate Records will also use this field to find potential matching records. Fields should only be configured as unique if each record is guaranteed to have a unique value for this field.  

Examples of unique fields include:

  • SIS IDs, including: Banner ID, EmplID, ColleagueID
  • CommonApp ID
  • Questbridge ID
Read Permission This optional setting restricts the ability to view particular fields on a tab by setting a custom read permission.  Left blank, anyone with the ability to view the field's tab on the student record will be able to see the value of this field.
Write Permission This optional setting restrict the ability to edit particular fields on a tab by setting a custom write permission.  Left blank, anyone with the ability to view the field's tab on the student record will be able to update the value of this field.
Data Type This setting provides the ability to specify if the field will contain free-text or conform to a specific types typed values. Filters will become available in the Slate Template Library for text-based fields based on the Data Type selected.  Numeric types (Real, Int), as well as Date and Date/Time types will be available as filters with comparison operators (<, <=, =, >=, >).    
Related Dataset This setting allows the configuration of a field to store the ID of a dataset record.

For example, if an Alumni Volunteers dataset exists, interviewers may be assigned to a particular record using a Related Dataset field configured with Alumni Volunteers as the selected Related Dataset.  

The ID of the related record is stored in the related column on the field table.  If using this setting, the Value setting should also be configured as Store Value (bit/language/state/country/user prompts and text fields only).
Unsafe Use this setting with caution.
  • Unsafe - If a field is configured as Unsafe, then the safe setting for files uploaded through Upload Dataset and form submissions will always be ignored for that particular field. The Unsafe setting means that the field value will be updated by a source/form submission, even if the record has an application in an active application period.  
  • Safe - Since applicants will give accurate information when completing an application, the Safe setting will protect biographical data, such as race/ethnicity, from being updated by less accurate sources.  

Tip! Application-scoped fields are always considered Unsafe.

Typically, institutions will mark data originating from their institution as Unsafe, including institutional IDs.

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