Linking Datasets using Related Dataset Row Fields

Updated March 09, 2022 13:46

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A related dataset row field allows a record (specifically a person record, application record, or a dataset record) to be linked to a record in a different dataset.

This article covers both using related dataset row fields on forms and importing data to create a link between different types of records.

Use Cases

Two common examples of related dataset row fields are:

Alumni Interviewer: This can be a person- or application-scoped related dataset row field that links the person record to the dataset record of the alumni who interviewed that student.
Other School Attending: This is an application-scoped related dataset row field that links an application record to the Organization dataset record of the school the student chose to attend. This is commonly collected on a reply to offer of admission form.

Related dataset rows can also be used to connect a parent and child dataset.

Creating a Related Dataset Row Field

1. Select Database on the top navigation bar and select Fields.

2. Select Insert.

3. Enter the following configurations in the dialog box:

Status: Set the Status to Active.
Dataset: Leave blank (unless this field does not pertain to a person record or application).
Scope: Select the desired scope of the dataset row field. Typically this is Person or Application (that is, the dataset record is tied to the person or application record). For example, a related dataset row field might be created for "Other School Attended," and would be scoped to the application, since it refers to the school the applicant chose to attend.
ID: This is the code that Slate uses to store fields in the database. It is best practice to have this ID be all lowercase with no spaces or special characters other than an underscore. Once this ID is set and in use, it should not be changed. This ID is used for the storage of the data in the database, and it is not a value that most administrative staff will see.
Name: This name is only visible internally. It is acceptable to change the name, even if data already exists for the field.
Value: Set to Store Value.
Multiple: Set to Single Value.
Ordered: Set to Unordered Values.
Data Type: Set to Related Dataset Row.
Related Dataset: Select the dataset related to this field.

4. Save.

Tip: to use this field, you will want to "refresh the quartet:" Field Cache, Prompt Cache, the Slate Template Library, and the Configurable Joins Library.

Using the Related Dataset Row Field

On a Form

A related dataset row field can be added to person- and application-scoped forms (to collect information) and to a custom tab (to display the information on the person or application record).

When adding a related dataset row field to a form, map to the "(Record GUID)" version of the field mapping. This automatically adds the appropriate autosuggest to the form field.

For example, mapping a custom field for "School Attending (Organization Record GUID)" on an application-scoped reply form links the organization record to the record of the applicant submitting the form.

In Upload Dataset

Related dataset row fields can also be populated through an import. When importing to this field using Upload Dataset, be sure that the key of the related dataset is included in the source file. When mapping the import, that key should be mapped to the Dataset Key version of the field mapping.

Dataset Row Mappings such as Dataset Key or GUID can be mapped to related dataset row fields for the following scopes:

Person
Application
Dataset
Entity

Using a Related Dataset Row Field - Examples

Collecting "School Attending" Information on a Reply Form

A "School Attending" related dataset row field can be used to connect an application record with the organization record of the school they are choosing to attend.

Field Configuration:

This field is application-scoped because the collected data point should be unique to each application. When an applicant selects the school they have chosen to attend, the organization record links with the application record through this related dataset row field. Note the following important settings of this field:

ID: school_attending
Name: School Attending
Value: Store Value
Multiple: Single Value
Data Type: Related Dataset Row
Related Dataset: Organizations

Using the Field on a Form:

When mapping a dataset row field to a form, be sure to map the "(Record GUID)" version of the field. When the "(Organizations Record GUID)" version of School Attending field is selected, the autosuggest setting on this form field auto-populates with the appropriate autosuggest for this dataset. Without using the autosuggest with this form field, the form response will not relate to the proper dataset record. For this example, the form field might look like the following:

On the form, autosuggest assists in selecting the correct organization record:

Alumni Interviewer Field

An "Alumni Interviewer" dataset row field can be used to connect a person record with the dataset record of the alum that interviewed them.

Field Configuration:

Scope: Person
ID: person_alumni_interviewer
Name: Alumni Interviewer
Value: Store Value
Multiple: Single Value
Data Type: Related Dataset Row
Related Dataset: Alumni Interviewers

This field could be either person-scoped or application-scoped, depending on the scope of the interview.

Using the Field on a Form:

This field can be added to a custom tab to view or edit the record's interviewer. Use the "Record GUID" version of the field mapping. This will auto-fill the correct auto-suggest configuration, such as in the following example:

On the Custom tab, autosuggest assists in selecting the correct dataset record.

Using the Field in Upload Dataset:

Upload Dataset can be used to import interviewer information. Use the "Dataset Key" version of the field mapping. Note that the alum's name does not need to be mapped.