Slate Standard Alumni Interviewing (with Captains) Portal

 Prerequisite Skills: Portals, comfortable with editing HTML, JavaScript, and custom SQL snippets

Slate provides a standard Alumni Interviewing (with Captains) portal that can be imported using Briefcase and edited in an institution's database. This portal is configured to use dataset records for alumni information. 

Important!

For the context of this article, the portal referenced assumes that only applicants are interviewed and that interviewee assignment is performed by alumni interview captains. If your process is slightly different, the same process will apply, but you may need to make some adjustments, such as creating person scoped fields as opposed to application scoped fields.

Alumni Dataset

Prior to building the portal, an institution must have created a custom dataset for the records that will be using the portal.

Dataset records should have a custom field for role, indicating if they are a captain/chair or a regular interviewer. In the context of this article, captains have the ability to view other alumni volunteers in their interview area and can assign interviewees to these volunteers. 

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  1. Create a new field.
  2. Select the appropriate dataset.
  3. Select the prompt list for your role field.
  4. Set the field to Store Prompt ID.

Users should also be familiar with related dataset row fields, as a related dataset row field will be leveraged for the interview assignment process.

Related Dataset Row Field


Related Dataset Row Field Additional Settings

  1. Create a new field.
  2. Select the appropriate scope.
  3. Set the field to Store Value.
  4. Set the data type to Related Dataset Row.
  5. Select the alumni/volunteers dataset.
Setting Interview Area

Prior to building the portal, an institution should detail their interviewing and assignment process. Typically, institutions will need to create fields and rules to set interview areas on both the applicant records and dataset records. The portal will then use these fields to display the appropriate applicants to the appropriate alumni captains.

Fields

Two fields will need to be created, one to store the interview area for the applicants and one to store the interview area for the alumni records. We recommend that these two fields use the same prompts to allow for easier matching between applicants and alumni interviewers.

Applicant Interview Area Field

  1. Create a new field.
  2. Select the appropriate scope.
  3. Select the prompt list for your interview areas (in this example, areas are based on geomarket).
  4. Set the field to Store Prompt ID.

Alumni Interview Area Field

  1. Create a new field.
  2. Select the appropriate dataset.
  3. Select the prompt list for your interview areas (in this example, areas are based on geomarket). We recommend using the same prompt list for interviewee records and interviewer records.
  4. Set the field to Store Prompt ID.
Rules

At least two rules will need to be created as well. If your process incorporates multiple rules to set the interview area, such as all applicants from feeder schools will be in a particular area and then other applicants are assigned by geomarket, rules should be placed in an exclusivity group. Rules for applicants and alumni records should be in separate exclusivity groups.

Editing the Portal Queries

Once the Alumni portal has been imported via Briefcase, several queries will need to be rebuilt, as the dataset IDs in your institution's database will be unique.

Volunteer Information

This query will need to be rebuilt from scratch.

  1. Create a new query using Configurable Joins > Records > Name of your Custom Alumni Dataset base.
  2. Add the same exports and filters displayed in the existing query from the briefcase portal.
    • alumni_guid
    • email
    • first
    • last
    • role
    • form_guid (this subquery formula export references the profile_form variable set at the top level of the portal)

      Form GUID Export

    • GUID = @identity (this filter refers to the dataset record GUID)
  3. Add any additional exports that you'd like to use as merge fields in the Portal Views.
  4. Add any additional filters, such as an active filter or role filter if part of your process.
Volunteers Tab: Possible Interviewers

This query will need to be rebuilt from scratch.

  1. Create a new query using Configurable Joins > Records > Name of your Custom Alumni Dataset base.
  2. Add the same exports and filters displayed in the existing query from the briefcase portal.
    • first
    • last
    • id
    • email
    • city
    • country
    • region
    • distance
    • assigned (subquery export that joins on the related dataset row field and then counts the number of interviewees related to the alumni record that also meet specific criteria)

      Assigned Export

    • assigned_submitted (subquery export that joins on the related dataset row field and then counts the number of interviewees related to the alumni record that also meet specific criteria and have the interview report form submitted)

      Assigned Submitted Export


    • Alumni Area Matches Captain Area or Applicant Clicked On (dependent subquery formula filter that uses dependent and independent subqueries to ensure that the captain only sees alumni records in their interview area, as well as checks that the alumni records match the applicant interview area)

      Independent and Dependent subqueries used for filter

      Tip

    Please don't hesitate to reach out if you need assistance with independent and dependent subqueries.

  3. Add any additional exports that you'd like to use as merge fields in the Portal Views.
  4. Add any additional filters, such as an active filter or role filter if part of your process.

      Tip

    Remember to add the parameters and node necessary under Edit Parameters.

Redirect
This query will need to be rebuilt from scratch, assuming your process uses a redirect. In this example, the alumni record is redirect to a confidentiality form if they have not completed it. They must complete the form prior to accessing the portal. This query can be removed if this is not part of your process.
  1. Create a new query using Configurable Joins > Records > Name of your Custom Alumni Dataset base.
  2. Add the same exports and filters displayed in the existing query from the briefcase portal. 
    • redirect (subquery export)
    • GUID = @identity (this filter refers to the dataset record GUID)
    • Has Not Completed Confidentiality Form (subquery formula filter which should include the GUID of the confidentiality form and the correct key of the portal)

      Has Not Completed Form Filter

  Tip

Remember edit the formula to include the GUID of your specific form and to use the portal key of your portal as the referrer.

Additionally, other queries will need to be adjusted to use the custom fields and criteria in your database.

Home Tab: Assigned Interviewees

This query will need to be edited to display the appropriate records for your process. By default, this query limits the results to applicants in the @show_round1 and @show_round2 variables set at the top level of the portal. 

Portal Round Variables

Round Filter

The variables at the top level can be edited, or the query filter can be removed and other filters can be added to set the criteria. 

  Tip

Be sure to document your process so that changes from year-to-year can be made easily. You can use round key and active period filters to help make your portal more sustainable and easier to maintain over time.

The submitted subquery export also references the top level variable of @interview_report_form. 

Portal Top Level Variables

This export determines if the interview report has been submitted for the interviewee. 

Submitted Subquery Export

Add any additional exports to use as merge fields in the view, as well as any additional filters to limit the results to the appropriate records. 

Volunteers Tab: Possible Interviewees

This query will need to be edited to display the appropriate records for your process. Like the Assigned Interviewees query, this query leverages the @show_round1 and @show_round2 variables, as well as the @interview_report_form variable. 

The subquery filter for "Applicant Area Matches Current Alumni Area" leverages a Comparison Dependent Subquery and an Independent Subquery.

The Independent Subquery pulls the area for the Captain logged into the portal.

Independent Subquery for Captain Logged In

Then the Comparison Dependent Subquery compares that value with the applicant interview area. 

Dependent Comparison Filter

The independent subquery will need to be rebuilt, as the dataset in each institution's database will be unique. Additionally, the comparison filter will need to be updated to use the custom fields created in the institution's database. 

Certain exports and joins may need to be removed as well, including:

  • assigned_id
  • assigned_first
  • assigned_last
  • Applicant Interviewer - Application join

A new join will be needed, based on the custom related dataset row field. After this new join is added, add exports for:

  • assigned_id (the GUID associated with the related dataset row record)
  • assigned_first
  • assigned_last
Events Tab: Possible Events

This query should be updated to filter for events appropriate to your process.  For example, if you only need alumni volunteer help at events in a specific folder, then the folder filter should be added. Date range and distance can be updated as well.

Pop-Up: Applicant Details

This query will need to have the following updated:

  • submitted subquery export (update to look at whether the record has had your institution's interview report submitted)

Certain exports and joins may need to be removed as well, including:

  • assigned_id
  • assigned_name
  • Applicant Interviewer - Application join

A new join will be needed, based on the custom related dataset row field. After this new join is added, add exports for:

  • assigned_id (the GUID associated with the related dataset row record)
  • assigned_first
  • assigned_last

Any additional exports that you would like to use as merge fields in the pop-up view can be added.

There are three custom SQL queries in this portal to allow for POST methods. The POST queries are currently custom SQL and should be edited with care. Please submit a service desk request should you need any assistance when making changes to these queries.

POST: Save Event

This query saves the alumni volunteer record as a related record for the selected event.

POST: Remove Event

This query removes the alumni volunteer record as a related record for the selected event.

POST: Save Interview Assignment

This query removes the existing value from the related dataset row field and then saves the alumni volunteer GUID as the [related] value for the field if an alumni record is selected. This query should be updated to use the field ID of the related dataset row field in your database.

Save Interview Assignment Query

Editing the Portal Views

You may also edit the views to display any additional data points added to the queries, or remove items, or reformat in a different visual layout, etc.

Home Default

This view contains the portal tab framework, as well as social media and a link to a profile form. The link to the profile form should be updated to link to the dataset scoped form in your database. The Volunteers tab is surrounded by Liquid markup such that only records with the role of "Captain" will see this tab. Adjust the Liquid markup as needed for your process.

Tab: Home

This view contains information about the alumni volunteer logged in, as well as their assigned interviewees and assigned events. Feel free to edit the tables to display the desired data.

Important!

Remember that the merge fields in the view must exactly match the export labels in the query.

Each row in the tables contains a link to a pop-up that will display more information about the interviewee or event.

Tab: Volunteers

This view appears only for captains. It contains a list of interviewers in the captain's area and a list of applicants in their area. The Possible Interviewees static content block contains Javascript that calls the assign POST method, allowing the captain to assign and remove interviewers to interviewees. You can see this script by viewing the HTML source code.

Javascript in Volunteers View

Feel free to edit the tables to display the desired data.

Tab: Events

This view contains a list of possible events that an alumni record can join. Each row in the table contains a link to a pop-up, which will display more details about the event, as well as the ability to join the event.

Pop-Up: Event Details

This view is used for the pop-up after clicking on an event, either on the Home tab or the Events tab. Liquid markup is used to conditionally display a link to the event notes form. This link should be updated to use the form GUID in your datasbase (or removed if alumni volunteers do not complete event forms as part of your process). If you are using an event notes form, ensure that the query string parameters remain and that you are only editing the form GUID in the link. Liquid markup also conditionally displays the Join or Unjoin button, depending on whether the alumni volunteer is assigned to the event or not. Feel free to add additional details to this pop-up as desired.

Pop-Up: Applicant Detail

This view is used for the pop-up after on an applicant either on the Home tab or the Volunteers tab. Liquid markup is used to conditionally display a link to the interview report form. This link should be updated to use the form GUID in your database. Ensure that the query string parameters remain. Liquid markup is also used to conditionally display the assignment dropdown and call the assign POST method. These options only appear when the applicant is clicked on the Volunteers tab with the cmd of assign. Feel free to add additional details to this pop-up as desired.

Editing the Portal Methods

The various methods in the Alumni Interviewing portal include GET methods, which call data from queries and display them in views, as well as POST methods, which save or remove the alumni interview assignment and save or remove the event assignment..

Some methods have actions, while others do not. The methods without actions are called immediately upon accessing the portal.

Some methods will need to be updated to use the new queries you created earlier, such as those related to the alumni dataset.

Default

This method is connected to the Volunteer Information query. 

  1. Click Edit Linked Queries.
  2. Uncheck the old Volunteer Information query.
  3. Check the new Volunteer Information query.
  4. Save.

This method has no action, as it runs immediately when the portal loads and is connected to the "Home Default" view.

Tab: Home

This method is connected to multiple queries.

  1. Click Edit Linked Queries.
  2. Uncheck the old Volunteer Information query.
  3. Check the new Volunteer Information query.
  4. Save.

This method has the action of "home". If you change this action, you will want to ensure that you change the Javascript in the "Home Default" view. The output type is "AJAX Popup/No Branding" as you do not want duplicate branding within each tab. 

Tab: Volunteers

This method is connected to multiple queries.

  1. Click Edit Linked Queries.
  2. Uncheck the old Volunteer Information query.
  3. Check the new Volunteer Information query.
  4. Save.

This method has the action of "volunteers". If you change this action, you will want to ensure that you change the Javascript in the "Home Default" view. The output type is "AJAX Popup/No Branding" as you do not want duplicate branding within each tab.

Tab: Events

This method is connected to the Possible Events query.

This method has the action of "events". If you change this action, you will want to ensure that you change the Javascript in the "Home Default" view. The output type is "AJAX Popup/No Branding" as you do not want duplicate branding within each tab.

Pop-Up: Applicant Assignment

This method is connected to multiple queries.

  1. Click Edit Linked Queries.
  2. Uncheck the old Volunteer Information query.
  3. Check the new Volunteer Information query.
  4. Uncheck the old Possible Interviewers query.
  5. Check the new Possible Interviewers query.
  6. Save.

This method has the action of "assign" and is associated with the "Pop-Up: Applicant Detail" view. The output type is "AJAX Popup/No Branding" as you do not want duplicate branding within the pop-up. 

Pop-Up: Applicant Detail

This method is connected to multiple queries.

  1. Click Edit Linked Queries.
  2. Uncheck the old Volunteer Information query.
  3. Check the new Volunteer Information query.
  4. Save.

This method has the action of "details" and is associated with the "Pop-Up: Applicant Detail" view. The output type is "AJAX Popup/No Branding" as you do not want duplicate branding within the pop-up.

Pop-Up: Event Detail

This method is connected to the Event Detail query.

This method has the action of "event_details" and is associated with the "Pop-Up: Event Details" view. The output type is "AJAX Popup/No Branding" as you do not want duplicate branding within the pop-up. 

POST Methods

The three POST methods are not associated with views, as they do not display data. Each method has a different action:

  • assign
  • event_assign
  • event_unassign

These methods are called throughout the portal from different views. 

Redirect Methods

The four redirect methods are not associated with views, as they do not display data. Each method has a different action, corresponding to the default method and each different tab:

  • (no action)
  • home
  • volunteers
  • events

These methods have an output of "redirect." Multiple redirect methods are necessary to ensure that the alumni record is redirected to the confidentiality form if they have not completed it, regardless of which tab the record attempts to access. 

Testing

To test the Alumni Interviewing with Captains portal, you will need to have an example dataset record that is a captain (or chair, depending on terminology of the institution). You will also need to create several dataset records that belong in the captain's area, as well as several application records in the interview area.

  Tip

Check that all the rules necessary are active and that you have run a retroactive refresh if necessary so that all of the records for testing have the appropriate interview area populated on their record.

To view the portal, go to the internal portal URL, click "Impersonate", and select your test captain.

Once in the portal, ensure that you see the expected interviewees and interviewers. Click on different interviewees to view the pop-up and test saving an assignment. You can always return to the Portal Editor to make any changes to the queries and views as desired.

Test the entire interview process, including:

  • Interview assignment by captain
  • A non-captain interviewer can see their assignments
  • Submitting the review form
  • Any communications associated with the process

If you need assistance with these items, please detail what steps you have taken and what you would like to see/what you expect to see but do not. As always, include screenshots and links to examples dataset records and applications. 

Additional Customizations

The standard Alumni Interviewing portal can be updated in various ways, depending on an institution's process. These can include:

  • allowing multiple alumni volunteers to sign up for the same event
  • having captains cover multiple areas
  • interviewing both applicants and inquiries
  • interviewing only those records who request an alumni interview
  • adding an alumni directory
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