Fields can use a prompt list to restrict values to selectable options. Fields that use prompt lists can be configured to store either multiple values for each record or a single value per record. In addition to making data entry more manageable, prompts make querying on data stored in these fields more precise.

Prompt-based fields vs. text-based fields

If there is a finite list of possible values a field can hold, use a prompt list. Prompt lists offer control over the values for users and administrative staff to select, enabling easier reporting of data.

Free-text values can contain anything the user enters. Use a text value if a field stores non-standard data, such as open-ended descriptions or an option of “Other: please explain.”

Creating a prompt key

Prompts that share a key are part of the same prompt list. Prompts are associated with a custom field using the key.

1. Select Database on the Slate navigation bar. The Database page appears.

2. In the Records and Datasets section, click Prompts. The Prompts summary page appears.

3. Click New Prompt Key. A New Prompt Key popup appears.
   

4. Configure the following settings:

   • Name: Give the prompt key an internal name.

   • Key: Give the prompt key a computer-friendly name. Prompt keys must be lowercase, cannot have spaces, and the only acceptable special character is an underscore (_).

     Important!

     Some prompt keys are reserved for standard Slate fields and other system-wide functions. A list of these special keys is provided when creating a new prompt key.

   • Export Labels 1-5: Queries that export this data can select one of these values, and Slate will automatically translate the prompt accordingly.
     

     

5. Click Save. The summary page for the prompt key appears. 

Adding Prompts to the Prompt Key

Adding prompts to the prompt key provides the values that are offered to the user for selection. To add prompts:

1. On the summary page for the prompt key, click New Prompt. A New Prompt popup appears.

2. Provide a Value for the prompt. Refer to the prompts settings article for a full description of prompt configurations.

3. Click Save to add the prompt. The summary page for the prompt key appears with an updated list of prompts.

4. Repeat the previous three steps until all desired prompt values have been added. All prompt values for the prompt key appear on the prompt key summary page.

Where are the prompts I just created?

If you need to use a new prompt right away, you can force-refresh the cache as follows:

1. Select  Database on the Slate navigation bar. The  Database page appears.

2. In the Records and Datasets section, click Prompts. The Prompts summary page appears.

3. On the right side of the page, click the link provided to perform the force-refresh. A new browser tab appears with "OK" to acknowledge the refresh.

Any new fields and prompts are now available for use throughout forms and queries. 

Force-refresh is optional

Cached values are automatically refreshed approximately every five minutes in production environments, so you only need to perform the force-refresh action if you do not want to wait.

To use a new prompt in a Configurable Joins query, you might need to also refresh the Configurable Joins library as follows:

1. Select  Database on the Slate navigation bar. The  Database page appears.

2. In the Queries section, click Refresh Configurable Joins Library. A popup appears to confirm the action.

3. Click OK. A popup appears to show that the refresh has completed.

4. Click OK.