Learn how the standard organization contacts list works on the organization dashboard and how to replace it with a custom list built with a query.

Comparing the Standard and Custom Embedded Dataset Row Queries

The organization dataset record includes a standard Contacts list that displays related organization contact records:

To display additional data in the contacts section, create a custom embedded dataset row query.

This example shows an organization record after creating a new embedded dataset row query and replacing the standard contacts list with the custom one:

Key differences between the standard organization contact list and a custom embedded dataset row query are outlined below:

Creating a dataset row query

1. Select Queries / Reports on the top navigation bar and select Queries.

2. Select New Query and give the query a Name.

3. Under Sharing, select Share query with other users with the query and query base permissions.

4. Under Folder, select Other. In the text box that appears, enter "System." Select Other for the subfolder, and enter Tab.

5. Select Configurable Joins as the Type.

6. Select Organization Contacts as the query Base.
   

7. Select Save.

💡 Tip: Don’t see a subfolder option on the System folder?
Selecting the existing System folder from the select list will not display the subfolder list since the System folder does not normally allow subfolders. By following Step 4 and selecting "Other" as the main folder and manually typing "System" will bypass this limitation.

After saving the new query, upon reopening the Edit Query options the following warning may appear:

The selected folder does not support subfolders. The subfolder currently set will be removed upon saving and may result in the unintended activation of this resource, so you may want to change the folder if desired.

You may safely disregard this advice for this task. If you need to update settings within Edit Query, it will be necessary to reset the Folder to Other: “System” with subfolder Other: “Tab” before saving.

Parameters

A parameter is used to pass the unique ID of the organization record currently being viewed to the embedded query. This limits the query to only those results related to the selected record.

To add a parameter:

1. From the Edit Query page, select Edit Web Service and enter the following in the Custom Parameters field:

   <param id="record" type="uniqueidentifier" />

2. Select Save.

Joins

Add a join from Organization Contacts to Organizations.

If the email address and phone number will be included in the query and Organization Contact email addresses and phone numbers are stored in the device table, add two joins from Organization Contacts to Device by Type, Rank for the rank 1 email address and the rank 1 primary phone. Rename these Device table joins so you can tell which export is for the email address and which is for the phone number.

Exports

Add exports to the query for each of the columns that should display on the embedded query. Customize the names of the exports to reflect how you want your columns to be labeled. While any number of exports can be added, there is a limit to the space available on the organization dataset record so it is important to prioritize the data points that will be included for readability.

Remember, it is not possible to designate the primary contact with a star icon in a custom dataset row query. Instead, the Primary Contact field must be added as an export.

Filters

A filter is required to limit the query results to only the organization contact records associated with the organization record currently being viewed. This requires a filter with the @record parameter:

1. Add a filter.

2. Select the GUID filter under the Organizations filter block.

3. Insert the @record parameter into the GUID field. The filter should look like the following example:
   

4. Select Save.

Associating the query with the dataset record

The final step is to create a new custom field that allows the query to be associated with the Organizations dataset.

1. Select Database on the top navigation bar.

2. Select Fields.

3. Insert a new field with the following settings:

   • Scope Category: Records

   • Scope: Organization

   • ID: Provide a unique field ID such as org_contact_query (do not use “org_contact” which is already in use and reserved)

   • Name: Include an administrative-friendly and descriptive name (such as "Contacts"). This is the name that will appear as the title of the query results table on the organization dataset record.

   • Field Type: Dataset Row Query

   • Query: Select the desired query saved in the System / Tab folder. If the query is not listed here, return to the Creating a dataset row query step and check that Sharing and Folder / Subfolder settings are correct.
     

4. Select Save.

5. Edit the field you just created. Under the Display tab, a Tab setting will now appear.

   • Tab: Dashboard

   • Order (optional): If there are multiple embedded dataset row queries on the organization record, the default display order will be alphabetical by name. Setting the order on these fields can be used to customize this display.
     

Removing the standard contact list from the dashboard

To ensure that both the standard contact list and the custom contact list are not displayed simultaneously, the standard Contacts field (with the ID of org_contact) will need to be removed from the dashboard.

1. Select Database on the top navigation bar.

2. Select Fields.

3. Locate the Organizations-scoped field with the name of Contacts and key of org_contact.

4. Under the Display tab, remove the Tab setting of Dashboard.

5. Select Save.

🔔 Do not inactivate this field. This field is the related dataset row field that links organization records to organization contact records and must remain active for proper functioning.