Grouping

Many sections of the Profile tab on the Student Record allow multiple data points for a single entity. For example, data for a single school can contain multiple data points including the school name, CEEB code, and level of study.

The Form Builder captures this group of data points on an inquiry form while maintaining the grouped relationship. All school fields with the same group number will be saved together within a single school:

📝 Make it Match!

In order to create a new school record on the Profile tab of the Student Record, the following information is required:

School Name
or
CEEB code that matches a school in the Organizations dataset

Additionally, the School Name or CEEB code can also be used to match school data submitted through a form onto a school record that already exists for a particular student record.

• System Field - Navigate to the appropriate system field.

• Group- Set a group number for the field.

When a prospective student submits data for this field, the school information will appear on the student record as grouped fields.

Autosuggest

Use Autosuggest to capture school information so that a form is easier to complete and errors in data entry may be avoided. Since a dataset stores school information, this data can facilitate form completion by prospective students by enabling the Autosuggest feature.

🔔 Standardize Data!

Asking prospective students to enter their high school information without using Autosuggest could result in multiple spellings and formats for the same school. For example:

• St. Andrew’s Episcopal HS

• St. Andrews Episcopal HS

• Saint Andrew’s Episcopal

• Saint Andrew’s Episcopal School

Employing Autosuggest prevent future data errors.

Use the Form Builder Palette to add a Text Box to the form.

• Status - Set field to Active.

• Type - Use the Text Box tool type.

• Label - This text will display as the instruction for the question.

• System Field - Map this field to the appropriate system field.

• Group - Set the proper group.

• Export Key - The Export Key will automatically populate based on the system field selected.

• Autosuggest - Select the School Name Search Autosuggest option. This will allow prospective students to search for their school using the school name, CEEB code, or location of the school. When a school is selected, the name of the school will populate the text box.

• Size - Change the size to 32 so this field will match the other field widths.

• Options - Make this field Required.

School CEEB

Include a field to capture the CEEB Code for a school. Use the Autosuggest feature to link the CEEB Code form field to the School Name form field. This will autofill the CEEB code when a prospective student selects a school from the presented list.

Since multiple schools can have the same name, the CEEB code is what will allow accurate reporting on submitted data.

Use the Form Builder Palette to add a Text Box to a form.

• Status - Set field to Active.

• Type - Use the Text Box tool type.

• Label - This text will display as the instruction for the question.

• System Field - Map this field to the appropriate system field.

• Group - Set the proper group. Make sure this field shares the same group number as School Name.

• Export Key - The Export Key will automatically populate based on the system field selected.

• Autosuggest - Select the School Key autosuggest option. This option works in conjunction with the School Name Search autosuggest field.  This will populate the text box with the CEEB code of the school selected by the student.

• Size - Change the size to 32 so this field will match the other field widths.

• Options - This field should not be required.

Default / Hidden Values

Certain data points can be automatically configured based on the form that is being submitted.  For example, prospective students may be asked to specifically provide High School information on an inquiry form. Therefore, the level of study for all submitted forms will be “High School.” Rather than show another field on the form where “High School” needs to be selected as the level of study, configure a 'Hidden' form field with a Default Value to save this information automatically when a form is submitted.

📝 Set Common Responses!

Default Value(s) can be used to pre-populate common responses while also allowing a student to update to another value before their form is submitted.

When used in conjunction with the Hidden (accessible through script) setting, a form will automatically save the default (or static) value upon form submission. The Hidden setting ensures that the field will not display to a prospective student and prevents them from selecting another value.

Use the Form Builder Palette to add an Option Buttons field to a form.

• Status - Set field to Active.

• Type - Use the Option Buttons tool type.

• Label - This text will display as the instruction for the question.

• System Field - Map this field to the appropriate system field.

• Group - Make sure this field shares the same group number as the School Name and School CEEB fields.

• Export Key - The Export Key will automatically populate based on the system field selected.

• Prompts - Override system prompts so the Slate codes display for prompts.

• Default Value(s) - Select the appropriate value for the option to set as the default value.

• Hidden - This ensures that the form field exists on the form and can save data, but it will not appear on the form registration page.