Fields & Prompts Overview
- 04 Apr 2024
- 3 minute read
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Fields & Prompts Overview
- Updated 04 Apr 2024
- 3 minute read
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- DarkLight
- PDF
Article Summary
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Fields and prompts work together to store all types of information in the database. Along with standard fields and prompts, customized fields and prompts can be created to accommodate the required business practices in the database.
Fields
Fields are questions you ask to collect data throughout forms, events, applications, and more. Imagine that your data lived exclusively in an excel spreadsheet. Fields would translate to column headers, and the values saved for these fields would reside in the cells.
Field types include:
Free Text - An open-ended text field with no preset answer options.
Single Value - A preset list of values is presented, but the user can only select one answer.
Multiple Value - A preset list of values is presented, and the user can select as many options as they'd like.
Bit (Yes/No) - A user must select either Yes or No as their answer
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Lifecycle Examples
📄 Admissions
Fields are the container that stores data in the database. A field can store data as free text or use a prompt list to store values from a provided list. Fields can be scoped to specific objects (notes, term, program of study, etc.) and datasets (Organizations, Student Ambassadors, Courses, etc.) in the database. For example, a custom field scoped to Courses will only be available for use in the Courses dataset.
🎓 Student Success
Fields are the container that stores data in the database. A field can store data as free text or use a prompt list to store values from a provided list. Fields can be scoped to specific objects (notes, term, credits completed, etc.) and datasets (Organizations, Faculty, Courses, etc.) in the database. For example, a custom field scoped to Courses will only be available for use in the Courses dataset.
🤝 Advancement
A field is a container that stores data in the database. A field can store data as free text or use a prompt list to store values from a provided list. Fields can be scoped to specific objects (such as gifts, jobs, or opportunities) and datasets (such as Funds, Appeals, or Companies and Foundations) in the database. For example, a custom field scoped to Funds will only be available for use in the Funds dataset.
📖 Further reading
Custom Fields - Creating a Field
Prompts
Fields can collect open-ended, free text content. However, the use of predefined answers from which to choose is beneficial for several reasons:
Ease of Use - Whether data is being entered by prospective students or staff members, selecting from a menu of options is often easier than typing in custom answers. Reducing barriers to submission is key, particularly for inquiry and application forms.
Querying and Reporting - Filter your queries based on specific answers to identify particular demographics. Build reports to assess data trends and inform future decisions.
Data Consistency and Accuracy - Using a free text field, you might find the same answer submitted by different users with slight variation (think Facebook, Face Book, and facebook). Ensure that responses are formatted the way you need by providing those options in a predefined format.
Lifecycle Examples
📄 Admissions
Prompts are a list of values that work in conjunction with fields. An example of prompt list can be for fee waiver decision, where there would be values like approved, denied, need more information, etc. Not all fields will use a prompt list, but when paired with a field, the only values that could be entered into the field would be value selected from the prompt list. Prompts do not have a scope, and a single prompt list can be utilized by multiple different fields.
🎓 Student Success
Prompts are a list of values that work in conjunction with fields. An example of prompt list can be for advising alert type, where there would be values like staff concern, attendance, academic concern, etc. Not all fields will use a prompt list, but when paired with a field, the only values that could be entered into the field would be value selected from the prompt list. Prompts do not have a scope, and a single prompt list can be utilized by multiple different fields.
🤝 Advancement
Prompts are a list of values that work in conjunction with fields. An example of a prompt list could be for the gift type, with values like "cash," "check," and "credit card." Not all fields will use a prompt list, but when paired with a field, the only values that could be entered into the field are selected from the prompt list. Prompts do not have a scope, and a single prompt list can be utilized by multiple different fields.
📖 Further reading
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