---
title: "Organizations Dataset & Index/Header Rules"
slug: "organizations-dataset-indexheader-rules"
updated: 2026-10-27T15:35:23Z
published: 2026-10-27T15:35:23Z
canonical: "knowledge.technolutions.net/organizations-dataset-indexheader-rules"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://knowledge.technolutions.net/llms.txt
> Use this file to discover all available pages before exploring further.

# Organizations Dataset & Index/Header Rules

> [!NOTE]
> 🔑 Required permission: Rules Editor

The **index** for an organization record determines which values users can search to find it. The **header** is the identifying information that appears with the organization’s name in search results.

Most Slate databases ship with an **Organizations Index/Header** rule, which populates location data for new organization records. If your database was provisioned before the rule became standard, create it with the steps below.

> [!NOTE]
> ☑️ Prerequisites
> 
> This procedure assumes you can build a join and a subquery export. If either is new to you, read these first:
> 
> - [Configurable Joins](/v1/docs/getting-started-with-configurable-joins)
> - [Subquery Exports](/v1/docs/subquery-exports-outputs)
> - [Rule Formulas](/v1/docs/rule-formulas)

![Omni Search results for an organization, showing city, region, and country beneath each organization name](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/OrgLoc_OmniSearch_Arrow.png?sv=2026-02-06&spr=https&st=2026-11-14T00%3A56%3A39Z&se=2026-11-14T01%3A56%3A39Z&sr=c&sp=r&sig=Ek6T3xSCiD%2FUvaFhRZtQJTrJ9x%2FeYE3Fk%2Bmfcv352ik%3D)

## Add location data to the Organizations Index/Header

This example rule will set the organization record’s index/header value to the organization’s city, followed by its state or country.

### Create the rule

> [!NOTE]
> 📝 Note
> 
> Your database might already include an **Organizations Index/Header** rule. Check **Database → Rules** before creating a new one. If it exists, edit it rather than starting from scratch.

1. Go to **Database** → **Rules**.
2. Select **New Rule**.
3. Configure the following settings:
  - **Name**: Enter a name, such as *Organizations Index/Header*.
  - **Type**: Select **Configurable Joins**.
  - **Category**: Select **Records**.
  - **Base**: Select **Organizations**.
  - **Rule Type**: Select **Index/Header**.
  - **Folder**: Select a folder to keep rules organized. Select **Other** and enter a name to create a new folder, if needed.
  - **Exclusivity Group**: Set automatically to **Index/Header**. Slate places dataset Index/Header rules in this Exclusivity Group, so only one Index/Header rule can apply to a record at a time.
  - **Non-deterministic**: Leave it set to **Rule is deterministic and has an exclusive priority**.
  - **Priority**: Enter a whole number, such as `1`, if this is the dataset's only Index/Header rule. If you create multiple rules of the same type, see [Exclusivity Groups](/v1/docs/exclusivity-groups).
  - **Status**: Select **Inactive**.
4. Select **Save** to create the new rule.

### Configure the subquery export

After creating the rule, configure its action, joins, and exports to build the index/header value.

1. In the **Action** section, set **Action** to **Replace Values from Formula**.
2. **(Optional)** Add filters if the rule should update only some records. Otherwise, leave the Filters section empty so the rule applies to all organization records.

The subquery export in this example returns a concatenated string in the following format: `City, State (if US), Country (if not US)`.

#### Create the Index-Header subquery export

1. Create a **Join** to **Address by Rank Overall**, rank `1` (the organization’s primary address). That join becomes the base for the exports and filters you add below.
2. Create a **subquery export**.
3. Configure the following settings:
  - **Name**: Enter a name, such as *Index-Header*.
  - **Output**: Select **Concatenate** to combine multiple values into one string.
  - **Row Offset:** `1`
  - **Export Separator**: Enter a separator, such as a comma followed by a space (`, `). The separator appears only between values that exist, so the header never starts or ends with a stray comma.
4. Inside the subquery export, add an **Export** for City from the **Address by Rank Overall** join.

#### Create the “State if US” subquery export

This nested subquery export returns a state if the address is in the United States. Otherwise, it returns no value.

1. In the “Index-Header” subquery export window, select **Subquery Export** to add a nested subquery export.
2. Configure the following settings:
  - **Name**: Enter a name, such as *State if US*.
  - **Output**: Select **Rank**.
  - **Row Offset:** `1`
3. Add a **Region** export from the **Address by Rank Overall** base.
4. Add a Country IN United States filter from the Address by Rank Overall base.
5. Select **Save.**

![The Edit Part dialog for the nested State if US export, showing Rank output, row offset 1, the Region export, and a Country IN United States filter](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/image-AJQ4D5UR.png?sv=2026-02-06&spr=https&st=2026-11-14T00%3A56%3A39Z&se=2026-11-14T01%3A56%3A39Z&sr=c&sp=r&sig=Ek6T3xSCiD%2FUvaFhRZtQJTrJ9x%2FeYE3Fk%2Bmfcv352ik%3D)

#### Create the “Country if Not US” subquery export

This nested subquery export returns a country if the address isn't in the United States. Otherwise, it returns no value.

1. In the “Index-Header” subquery export window, select **Subquery Export** to add a nested subquery export.
2. Configure the following settings:
  - **Name**: Enter a name, such as *Country if Not US*.
  - **Output**: Select **Rank**.
  - **Row Offset:** `1`
3. Add a **Country** export from the **Address by Rank Overall** base.
4. Add a Country NOT IN United States filter from the Address by Rank Overall base.
5. Select **Save**.

![The Edit Part dialog for the nested Country if Not US export, showing Rank output, row offset 1, the Country export, and a Country NOT IN United States filter](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/image-VPQJ1EYW.png?sv=2026-02-06&spr=https&st=2026-11-14T00%3A56%3A39Z&se=2026-11-14T01%3A56%3A39Z&sr=c&sp=r&sig=Ek6T3xSCiD%2FUvaFhRZtQJTrJ9x%2FeYE3Fk%2Bmfcv352ik%3D)

#### Save the Index-Header subquery export

1. Verify that the Index-Header subquery export is set to concatenate, with three exports inside it: City, State if US, and Country if Not US.
2. Select **Save**.

![The Edit Part dialog for the Index-Header export, showing Concatenate output, a comma separator, and the three nested exports: City, State if US, and Country if Not US](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/image-3PY67GDO.png?sv=2026-02-06&spr=https&st=2026-11-14T00%3A56%3A39Z&se=2026-11-14T01%3A56%3A39Z&sr=c&sp=r&sig=Ek6T3xSCiD%2FUvaFhRZtQJTrJ9x%2FeYE3Fk%2Bmfcv352ik%3D)

### Set the formula and save the rule

After configuring the subquery export, set the rule to use your created subquery export and save it.

1. In the **Formula** field, type `@` to see a dynamic list of available variables, then select your subquery export, `@Index-Header`.
2. Select **Save**.

### Test and activate the rule

> [!TIP]
> ⭐ Best practice
> 
> Index and header rules change how every user searches for organization records. Test the rule in your [test environment](/v1/docs/test-environments) before activating it in production.

> [!CAUTION]
> 🔔 Work in test is lost when re-provisioning
> 
> Ask any colleagues who might be using your test environment before re-provisioning. If they’ve been working on something in test that hasn’t been copied to production, that work will be lost.

Test the rule in your [test environment](/v1/docs/test-environments) before activating it in production:

1. Move the rule into your **test environment**. Use [Suitcase](/v1/docs/suitcase) to copy the rule to test, or re-provision your test environment to use a current database snapshot which includes the rule.
2. In your test environment, select **Edit** on the rule, set the **Status** to Active, and select **Save**.
3. Run a [Retroactive Refresh](/v1/docs/retroactive-refresh) on a small set of records so the rule runs on them:
  - Select **New Query** from the rule’s menu.
  - Add at least one export and select **Run Query**.
  - From the query **Output** list, select **Retroactive Refresh**, then select **Export**. A confirmation dialog appears showing a count of records that will be queued.
  - Select **Submit**, then select **OK**.
4. Open one of the records.
5. Select the **Preview pending actions** link at the top of the record. It appears when the record has recently been queued for rule evaluation.
6. On the Preview Actions screen, select **Display**.
7. After the preview loads, select **Force premature rule execution**. This runs the rule on the record immediately, instead of waiting for the next scheduled execution.
8. Verify the results:
  - Confirm the **header** by looking up a record in the Omni Search. The text below the record’s name updates with the new information.
  - Confirm the **index** by searching for a value only your rule adds, and confirm the record appears in the results.
9. When the test results are correct, activate the rule in production:
  - If you changed the rule while testing, copy it back to production with [Suitcase](/v1/docs/suitcase) and select **Merge Existing** so the production rule is updated rather than duplicated.
  - In your production database, select **Edit** on the rule, set the **Status** to **Active**, and select **Save**.
  - Run a [Retroactive Refresh](/v1/docs/retroactive-refresh) so the rule runs on records that already exist. Rules run when a record changes, not when a rule changes, so existing records keep their current values until they’re queued. In a production database, run it during a period of low system usage to avoid impacting performance.

## Further reading

- 📖 [Customizing Dataset Record Search Criteria with Index/Header Rules](/v1/docs/dataset-indexheader-rules-customizing-dataset-record-search-criteria): the same procedure for any dataset, without the Organizations-specific detail.
- 📖 [Database Structure & Determination of Table Ranks](/v1/docs/database-structure-determination-of-table-ranks): how Slate ranks addresses, applications, and schools, including the address this rule reads.

A group of rules that are mutually exclusive, so only one rule from the group can apply to a record at a time. When several rules match, the rule with the highest priority applies.

The search tool available from the top right corner of any page in Slate. It finds partial word matches across multiple database sections, including records, datasets, queries, and forms.