Overview

There are two steps to embedding a dataset row query on a dataset record:

Step 1: Create the Dataset Row Query

Design the related data snapshot to be displayed on the record

1. Click Queries / Reports in the top navigation bar.

2. Click New Query. Give the query a Name.

3. Click New Query. A pop-up appears.

4. Configure the following settings:

   • Name: Give the query a descriptive internal name

   • Sharing: Select Share query with other users with the query and query base permissions

   • Folder: Select Other and enter "System" in the field that appears. Then, select Other and enter "Tab" in the subfolder field. You must follow this step as written, even though a System folder already exists: selecting the existing System folder will not prompt the subfolder menu to display, as the System folder does not normally allow subfolders.
     Type: Configurable Joins

   • Base: Select a base from the lists that will display the information you want to see. In many cases this will be the Person or Application base, but it could also be Organization Contacts, CBO Contacts, Residence Hall Rooms, Community Spaces, or another base.

5. Click Save. You will be redirected to the top-level page of the query where you can make additional changes.

✨ Tip

Remember the difference between the Person and Application query bases. Person queries return one row per person, while Application queries return one row per application, which means there could be multiple rows for one person if they have more than one application that meets the query criteria.

Step 2: Associate the Query with the Dataset Record

After creating your query, create a new custom field that allows the query to be associated with the desired dataset.

To create a custom field:

1. From the main navigation, select Database.

2. Under Records and Datasets, select Fields.

3. Click New Field. A pop-up appears.

4. Configure the following settings:

   • Status: Active

   • Scope Category: Records

   • Scope: Select the dataset you will display the query on. For example, Dorm Rooms.

   • ID: Enter a unique, computer-friendly field ID. For example, “res_hall_room_dataset_query”.

   • Name: Enter a descriptive name for the rows to be displayed, such as “Room Occupants.” The name appears as the title of the table.

   • Folder (optional): Keep fields organized by selecting a folder. You can create a new folder by selecting Other and entering a name.

   • Category (optional): The category will be displayed internally when adding the field to Forms.

   • Field Type: Dataset Row Query

   • Query: Select the query you created earlier.

5. Click Save. This is necessary to enable settings used in subsequent steps.

6. Locate your newly-created field in the Fields tool, then click on it to re-open the Edit Fields pop-up window.

7. Select the Display tab, then use the following settings:

   • Tab: Dashboard

   • Order (optional): If multiple embedded dataset row queries are added to a dataset, use the Order setting in each of the fields to control what order the queries display on the dataset page.

8. Click Update.

9. Refresh the Fields cache using the link in the bottom right corner of the screen.

Don’t see the Tab setting?

The Tab setting will only appear after saving your field for the first time. Save your field, then locate it within the Fields tool and click on it to edit it. The Tab setting should appear under ‘Display’ when editing the field.

Review

Once you’ve completed the steps above, confirm your query is working as expected by navigating to a record’s Dashboard tab. The query will display as a table, similar to a query results page, as shown below: