Organization Contacts Custom Dataset Row Query

This article describes the function of the listed Organizations Contacts on the Organization Dashboard and provides the procedure to replace the standard list with a custom Organization Contacts list. 

Comparing the Standard and Custom Embedded Dataset Row Queries

The Slate-delivered Organization dataset record is pre-loaded with a standard contacts section to display the related records from the Organization Contacts dataset.

Contacts

To display additional data in the contacts section of the Organization record, a custom embedded dataset row query may be created to replace the standard contacts section.

The following example shows an Organization record after creating and replacing the standard contacts list for an embedded dataset row query.

Custom Contacts

Key differences between the standard organization contact list and a custom embedded dataset row query are outlined below:

Standard Custom
New Record link included A Custom New Record link will need to be created and displayed on a custom Organization Dashboard.
Primary contact designated by star icon No primary contact icon designated; a custom field will need to be created for this information, this field can be exported in the query
Dynamic sorting on organization record by clicking on column headers No dynamic sorting; list can be sorted in the Query Builder
No search function Search function available
Clicking on contact goes directly to organization contact record Clicking on contact displays preview of query information. Click 'Lookup Record' link to access organization contact record
Cannot customize data displayed  Ability to customize data displayed
Creating a Dataset Row Query
  1. Select Queries / Reports on the top navigation bar and select Queries.
  2. Select New Query and give the query a Name.
  3. Under Sharing, select Share query with other users with the query and query base permissions.
  4. Under Folder, select System. To assign the query to a new folder, select Other, enter "System," select Other for the subfolder, and enter Tab.
  5. Select Configurable Joins as the Type.
  6. Select Organization Contacts as the query Base.
  7. Select Save.

    Creating_a_Dataset_Row_Query.png

Follow the above steps even if the System folder already exists. Selecting the existing System folder from the list will not display the subfolder list, since the System folder does not normally allow subfolders. After saving the new query and viewing the Edit Query, the following warning message may appear:

The selected folder does not support subfolders. The subfolder currently set will be removed upon saving and may result in the unintended activation of this resource, so you may want to change the folder if desired.

You may safely disregard this message for this task.

Parameters

A parameter is used to pass the unique ID of the Organization record currently being viewed to the embedded query. This limits the query results to only those related to the selected record.

To add a parameter:

  1. From the Edit Query page, select Edit Web Service and enter the following in the Parameters field:
    <param id="record" type="uniqueidentifier" />
  2. Select Save.

Joins

Add a join from Organization Contacts to Organizations. If email address and phone number will be included in the query and Organization Contact email addresses and phone numbers are stored in the device table, add two joins from Organization Contacts to Device by Type, Rank for the rank 1 email address and the rank 1 primary phone.

 Tip

Rename the joins to the Device table so you can tell which export is for the email address and which is for the phone number.

Exports

Add exports to the query to denote the columns to be displayed on the embedded query. While any number of exports can be added as needed, there is a limit to the space that a dataset record can occupy on a computer screen, and thus a limit to the space that a query can occupy on the record as well.

 Tip

Remember, it is not possible to designate the primary contact with a star icon in a Custom Dataset Row Query. The Primary Contact export must be added as an export.

Filters

A filter is required to limit the query results to only the Organization Contacts records associated with the Organization record currently being viewed. This requires a filter with the @record parameter:

  1. Add a filter.
  2. Select the GUID filter under the Organizations filter block.
  3. Insert the @record parameter into the GUID field. The filter should look like the following example:

    Example

  4. Select Save.

Additional filters may be added to the query to further limit the Organization Contact records listed in the embedded dataset row query.

Removing the Standard Contact List from the Dashboard
To ensure that the both the standard contact list and the custom contact list are not displayed at the same time, the Contacts field will need to be removed from the dashboard.
  1. Select Database on the top navigation bar.
  2. Select Fields.
  3. Locate the Organizations scoped field with the name of Contacts and key of org_contact.

    Fields

  4. Remove the Tab setting of Dashboard.
  5. Select Save.

Important

Do not inactivate this field. This field is the related dataset row field that links Organization records to Organization Contact records.

Associating the Query with the Dataset Record

The final step is to create a new custom field that allows the query to be associated with the Organizations dataset.

  1. Select Database on the top navigation bar.
  2. Select Fields.
  3. Insert a new field with the following settings:
    • Dataset: Select the Organizations dataset
    • ID: Provide a unique field ID (do not use the org_contact key)
    • Name: Include an administrative friendly and descriptive name (such as "Contacts"), since the name will also appear as the title of the table.
    • Go to the list of settings to Data Type and set to Dataset Row Query. Then return to the Tab setting and select Dashboard.
    • Value: Set to Store Value.
    • Query: Select the desired query saved in the System / Tab folder.
  4. Select Save.

 Tip

If there are other Embedded Dataset Row Queries on the Organization Record, add an order in the field settings to control the order in which the queries are displayed. The default order will be alphabetical by name.

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