Managing Graduate Programs with a Custom Dataset

Use a custom dataset to manage graduate programs, deadlines, requirements, and points of contact in Slate. This approach can help graduate admission offices maintain program-specific data in one place and reuse that data in forms, application logic, queries, and checklist automation.

📝 Note

Custom datasets require careful planning and testing. Start with the smallest useful version of the dataset, confirm that the structure works, and expand it over time.

   

       

⭐ Get Inspired

   

   

This article was adapted from a post by Technolutions staff in the Slate Community Forums' Get Inspired space. Have a great idea for a Get Inspired post? Let us know!

Plan the data structure

The example assumes two related structures:

• A custom Graduate Programs dataset, where each dataset record represents one program and degree type, such as Camelid Studies - MS.

• A Graduate Program Dates entity, where each entity row represents one set of deadlines for a program and entry term.

Before creating either structure, decide what each dataset record represents, how records should be named, which fields belong directly on the program record, and which fields belong in the deadline entity.

Create the dataset and entity

1. Create a custom dataset for graduate programs. For instructions, see Creating a Custom Dataset.

2. Create an entity for program dates or deadlines. Scope the entity to the Graduate Programs dataset. For instructions, see Creating and Displaying Entities.

3. Use a consistent field, such as entry term, to identify each row in the deadline entity.

Create fields and prompts

Create fields for program-level data and deadline-level data. If fields use prompt lists, create those prompts before or during field creation.

Example program-level fields may include program name, graduate school, degree conferred, program supervisor, or accepted English proficiency exams. Example entity fields may include entry term, application deadline, deposit deadline, or other term-specific dates.

The following sample files can be used as planning references:

• Graduate dataset example fields

• Graduate dataset example prompts

After adding fields or prompts, refresh the Fields and Prompts caches and the Configurable Joins library.

Build administrative views

Create custom tabs so staff can view and update graduate program data from the dataset record. One tab can display fields scoped directly to the Graduate Programs dataset. A second tab can display the Graduate Program Dates entity through an entity widget form.

For general instructions, see Custom Tabs and Creating an Entity Widget Form.

Create a new record form if staff may need to create new graduate program records manually. The form can collect the minimum data needed to create a complete program record.

Create a display name rule

Use a display name rule to make dataset record names consistent. In the example, the display name combines the program name with the short value of the degree conferred, such as Camelid Studies - MS.

Generate a prompt list from dataset records

Datasets are not displayed as ordinary select lists. If applicants should choose from a list of graduate programs, create a prompt list that is kept in sync with the Graduate Programs dataset.

Create the prompt export query

1. Create a query on the Graduate Programs dataset record base.

2. Add an independent subquery export on the Prompt base. This export returns the existing Prompt GUID when the prompt already exists.

3. In the subquery export, add a comparison subquery filter that compares the Prompt GUID to the Graduate Programs key.

4. Name the export ID.

1. Add a literal named Key with the prompt key you want to use, such as grad_programs.

2. Add a literal named Active with a value of 1.

3. Add an export for the public program name and rename it Value.

4. Add any additional exports or blank literals needed to match the Prompt Import source format headers.

Schedule the prompt export

After confirming that the query returns the correct prompt data, schedule the export to place a file in the Slate SFTP /incoming/ folder. Use a generic folder path if the same Prompt Import source format will also be used for other automated prompt imports.

Configure Prompt Import automation

1. Open the Prompt Import source format. If it has not been added, add it from the Source Format Library.

2. Select the Import Automation tab.

3. Enter the import path and file mask for the scheduled export, such as prompt_automation/prompt*.xlsx.

4. Select Save.

For more information, see Scheduling Imports from SFTP.

Set the dataset key to the prompt GUID

After the prompt records exist, use rules to set the Graduate Programs dataset record key to the matching prompt GUID. This key allows application records to connect the applicant’s prompt selection to the corresponding dataset record.

Create the do nothing rule

Create a Key-type rule on the Graduate Programs base with a low priority. Add a subquery filter that checks whether a Key already exists, then set the action as a No Action rule. This prevents the key-setting rule from rerunning unnecessarily.

Create the key-setting rule

Create a second Key-type rule on the Graduate Programs base with a higher priority number. In the action, use Replace Values from Formula and add an independent subquery export on the Prompt base. Filter the subquery to the graduate programs prompt key and compare the prompt value to the Graduate Programs name.

Reference the prompt GUID export in the formula, then save the rule.

Test these rules in a test environment before activating them in production. If Graduate Program records already exist, run a retroactive refresh after the rules are active.

Relate applications to graduate program records

Create two application-scoped fields:

• A single-value prompt field that uses the graduate programs prompt list, such as grad_programs_promptlist.

• A related dataset row field that points to the Graduate Programs dataset, such as app_grad_program.

After creating the fields, refresh the Fields and Prompts caches and the Configurable Joins library.

Add fields to the form

1. Add the prompt-list field to the form as a select list.

2. Copy the prompt-list field export key.

1. Add a text box for the related dataset row field.

2. Set the system field to the related dataset row field’s Dataset Key option.

1. Set the calculation formula to the copied prompt-list export key, preceded by @.

2. Mark the field as read-only.

3. Mark the field as hidden and accessible through script.

Test the relationship

Submit or save a test form response, then confirm that the application is related to the expected Graduate Programs dataset record. You can verify the relationship by adding a base join from Application to the related dataset row field in a Configurable Joins query.