Adding and Configuring Exports

Query Exports allow a user to extract data from Slate and display it in a manner that is appropriate for the end user. This may be used in queries, reports, merge fields and more.

How to add Exports
  1. Click the Export button to define the data that will appear when the query runs:
    • Search - Use the Search function to quickly find a desired export.
    • Groups
      • Pinned - Click the Edit Pinned link to add frequently-used exports to the Pinned group.
      • Local Exports - Click the Local Exports check box to display all exports that have been added to the instance.
      • Slate Template Library - For queries not built on a Configurable Joins base, check Slate Template Library (STL) to display all available exports within the STL, even if they have not yet been added.
    • Exports - Click the Exports that should be included within the Query.
      • Click Select All to select all the exports within a group.

    After clicking Save, the selected export boxes will be added to the query.

      Tip!

    Click on the export button again to add more exports. By clicking on the export button, all new exports will automatically be added to the end of the export list. Alternatively, the export button can be clicked and dragged at the same time to place the export in a desired location within the exports that were previously added. At any point exports that have been added can be dragged and dropped.

    Hovering over any export box and then double-clicking it will allow for the editing of the configurations of the export. Alternatively, hovering over the export box and clicking the edit icon will allow for the same.

    Hovering over any export box and clicking the red "X" icon will allow for the deletion of the export.

  2. Configuring an export includes the following:
    • Status - Make an Export Active or Inactive. Inactive exports will not be included in the results.
    • Name - Alter the display name of the Export. The Export will be seen as the column in the list of results.
    • Width - Set the width of an Export's column for fixed-width exports or to truncate a value to keep it under a certain length.
    • Export Value - If the Export is a custom field, define the exact value to export.
    • Format Type - Configure an appropriate format type. See the chart below for available format types.
    • Null Value - Provide a value to appear when there is no value for a record.
Format Types

Selecting a Format Type precisely defines the format mask (i.e., the way it displays) for values exported in the query: 

Type Description Format Mask How the data will display

Bit

Bit prompts save Yes and No values as 1 and 0

Yes, No

Yes will display in place of a 1

No will display in place of a 0

Date

Define the formatting and components of the date that should appear

yyyy-MM-dd

dd

2015-12-03

3

DateTime

Define the formatting and components of the date and time that should appear

MM/dd/yyyy

hh:mm:ss tt

12/01/2015 04:35:08 PM

Real

Specify how numbers should be formatted, including #'s or decimals

#,###.00

1,250.00

Int

Specify how numbers should be formatted

#,###

1,250

Money

Display exported data in a monetary format.

c

$3.65

String (Upper Case)

Display exported data in all upper case letters.

N/A

BIOLOGY

String (Lower Case)

Display exported data in all lower case letters.

N/A

biology

String (Proper Case)

Display exported data in proper case format where the first letter of each word is upper case and the rest are lower case.

N/A

Biology

Distribution

Typically this format type is used for Predict queries in order to determine where #s fall in a distribution.

Interval of 4

1, 2, 3 or 4 depending on which quartile the value falls within

Custom SQL (use @val)

Manipulate the value using custom SQL

(case when try_convert (int,@val) <5 then 'Y' else 'N' end)

 

 

replace(@val,'-',")

Y will display if the value is less than 5.

N will display if the value is greater than 5

 

20-15 will display as 2015

Configuring Export Values
Custom Fields with prompts

If a custom field uses prompts, up to five alternative export values may be displayed in the results of a query.

Each prompt is configured with an alternative Export Value. For example, the export value may contain the institutional SIS code for that prompt.

When configuring the Entry Term field export within a query, a prompt's Export Value may be displayed in the results, rather than a prompt's Value.

When the query runs, the alternative Export Value will display in the results for that export column: 

Ref Name Entry Term
195842204 Sampson, Penelope F15
195235100 Smith, John F16
560485320 Binns, Jason S15

  Best Practices

Be consistent when adding export values! For example, if an export field needs to be added to a file that will export to an external system like an SIS, ensure that all associated prompts use the same Export Value configuration (i.e., if the SIS code needed is stored as Export Value 3, then all associated prompts should have their respective SIS code stored as Export Value 3 as well).

Extended Values

A custom field that uses prompts may be configured with a Short Value. For example, a Major field that uses an associated prompt list.

  Tips

A school will sometimes add Short Values for academic program prompts which are known internally with shorter names or codes. The Short Value will be displayed in other areas of Slate, like within an application tab on the student record.

If Value is selected, a query export will return the Short Value if a short value exists for a prompt.

Ref Name Major
195842204 Sampson, Penelope ME
195235100 Smith, John MBA
560485320 Binns, Jason MUSE

In order to override this behavior, select Extended Value. This will export the full value of a prompt rather than the Short Value.

The query will then return the full prompt value in the query results:

Ref Name Major
195842204 Sampson, Penelope Mechanical Engineering
195235100 Smith, John Business Administration
560485320 Binns, Jason Music Education
Fields that store multiple values

Configuration options will customize how values are sent. For example, a Slate record may have the following information stored in a Race field.

  • American Indian or Alaska Native
  • Asian
  • White

In order to export all values in the query, configure the export to return All Field Values and add an optional Separator.

  • Selecting All Field Values will return all the values stored in a field for a record.
  • Define how multiple values are to be separated. Common separators include: , | ~ -

  Tips

The Separator setting can be left blank and values will not be separated.

The query results will display like this:

Ref Name Race
195842204 Sampson, Penelope American Indian or Alaska Native, Asian, White

  What's the order?

For ordered fields, the index value matches the order number. For unordered fields, values are ordered alphabetically.

Display One Value

Alternatively, just one precise value can be exported:

  • Under All/One? select the Single Field Value at Selected Index option to return only one value.
  • Choose which Index Number value should be exported (e.g., 1 will return the first value for the field, 2 will return the second value for the field).

The query results will then display like this:

Ref Name Race
195842204 Sampson, Penelope Asian

Asian is the second value that is stored within the Race field for this record, and so would be returned when 2 is entered as the Index Number.

Display null values

A value may not exist in Slate for a particular record. When a value does not exist, the export column will be blank (NULL).

A query can be configured to export race information that looks like this:

Ref Name Race
195842204 Sampson, Penelope American Indian or Alaska Native, Asian, White
195235100 Smith, John White
560485320 Binns, Jason  


A particular value can be included in an export even if a value does not exist.

For example, when exporting race information to an external system, an export value of "Unknown" can display when a record does not have a Race value.

Configure the export to include a Null Value setting.

The query results will then display like this:

Ref Name Race
195842204 Sampson, Penelope American Indian or Alaska Native, Asian, White
195235100 Smith, John White
560485320 Binns, Jason  Unknown
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