Custom Interactions

Slate natively captures many of the interactions staff will have with students, such as email opens and clicks, website visits, event registrations and attendance, form submissions, query executions, and more. These interactions are also available to be queried upon in your instance.

Custom interactions may be created to log interactions that occur outside of Slate, such as phone calls, ad hoc conversations, and meetings. Custom interactions can be date/time stamped, can include a summary and private notes, and are available on the timeline of a student’s record.

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Interaction codes can be customized based on the needs of each institution. Sub-codes may be created to provide an additional layer of specificity. For example, if there are multiple types of phone calls or face-to-face interactions, it may benefit an institution to create more sub-codes and nest them within a parent code.

To capture interactions with students happening outside of Slate, create custom interactions in the Activity & Interactions Codes section of the Database. Before creating interaction codes, organize all interactions into main categories (parent codes) and subcodes. Categorizing interaction codes ensures easy navigation and maintenance. For example:

Category (Parent) Interaction (Subcode)
Mailing Sent Letter
Sent Postcard
Sent Poster
Contact Call with Student
Call with Parent
Call with Counselor

  Best Practice

Use this opportunity to reorganize current interactions to make them more efficient and intuitive. Avoid creating unnecessary and outdated interactions.

Less is More! Remember that Slate already adds many interactions automatically. There is no need to create additional interaction codes for the items automatically added. 

Creating Custom Interactions
Parent Codes
  1. Select Database on the top navigation bar and select Activity & Interaction Codes.
  2. Select Insert.
  3. Enter the following Interaction configurations in the dialog box:
  • Status: Set the status to Active.
  • Folder: Keep your codes organized by putting them in a folder. Select Other to create a new folder.
  •  Type: Select the proper Type depending on the anticipated use case:
      • Interactions: These are entered and displayed on the person record, and are used for recording person-level interactions. 
      • Activities: These are entered and displayed on the application tab, and are used for recording information specific to the application.
      • Interaction/Activity: These can be entered on the either the person record or the application, and appear on the tab where entered. 
  • Code: Set a code that is clear and easy to understand. Use lowercase letters and no spaces.
  • Parent Code: Leave this setting blank.
  • Label: The label is the display name of the interaction.

Slate supports numeric, alphanumeric, and descriptive text-based codes for easy identification and maintenance.

 

Subcodes
  1. Select Database on the top navigation bar and select Activity & Interaction Codes.
  2. Select Insert.
  3. Enter the following Interaction configurations in the popup window:
    • Status: Set the status to Active
    • Folder: Keep your codes organized by putting them in a folder. Select Other to create a new folder.
    • Type: Select the proper Type depending on the anticipated use case:
      • Interactions: These are entered and displayed on the person record, and are used for recording person level interactions. 
      • Activities: These are entered and displayed on the application tab, and are used for recording information specific to the application.
      • Interaction/Activity: These can be entered on the either the person record or the application, and appear on the tab where entered. 
    • Code: Set a code that is clear and easy to understand. Use lowercase letters and no spaces.
    • Parent Code: Select the Parent Code (if applicable.)
    • Label: The label is the display name of the interaction.

Once all sub-codes have been created along with their parent codes, they will appear as in the example below:

Sub

Adding Custom Interactions to Records
  1. Select Lookup on the top navigation bar, and search for a record.
  2. Select the Timeline tab of the Student Record.
  3. Select Interactions link > New Interaction and enter the following interaction configurations in the dialog box:
  • User: This defaults to the user name.
  • Code: Select the parent code of the interaction.
  • Subcode: Select the subcode of the interaction.
  • Timestamp: This defaults to the current time, but the value may be overridden.
  • Subject: The Subject appears on the Student Record. If the interaction code is sufficient, leave this blank.
  • Private Comments: Private Comments are only visible administratively.
  • Public Comments: Leave this setting cleared. If selected, comments here will be publicly visible.

If a link is entered in the Subject or Comments of an interaction, a Links section appears in the interaction record to display the included links.

 Tip

When saving an active link with an interaction, be sure to include the correct https:// or http:// prefix in the URL to ensure a functional hyperlink.

Use the Search Interactions box or toggle on the interaction types by using checkboxes to easily find specific interactions on the Student Record. A list of interactions based on Parent Codes may also be displayed.

 

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