Prompts

Fields can use a prompt list to restrict values to selectable options. Fields that use prompt lists can be configured to store either multiple values for each record or a single value per record. In addition to making data entry more manageable, prompts make querying on data stored in these fields more precise.

Prompt-based fields vs. text-based fields

If there is a finite list of possible values a field can hold, use a prompt list. Prompt lists offer control over the values for users and administrative staff to select, enabling easier reporting of data. Free-text values can contain anything the user enters. Use a text value if a field stores non-standard data, such as open-ended descriptions or an option of “Other: please explain.”

Creating a prompt key

Prompts that share a key are part of the same prompt list. Prompts are associated with a custom field using the key.

1. Select Database on the Slate navigation bar. The Database page appears.

2. In the Records and Datasets section, click Prompts. The Prompts summary page appears.

3. Click New Prompt Key. A New Prompt Key popup appears.

4. Configure the following settings:

   • Name: Give the prompt key an internal name.

   • Key: Give the prompt key a computer-friendly name. Prompt keys must be lowercase, cannot have spaces, and the only acceptable special character is an underscore _.

     🔔 Important!

     Do not recreate prompt keys associated with the following Slate standard fields: activity_type, device_type, language, reference_type, payment_account, school_type, or sex. A list of these special keys is also provided within the prompts tool when creating a new prompt key.

   • Export Labels 1-5: Queries that export this data can select one of these values, and Slate will automatically translate the prompt accordingly.
     

     

5. Click Save. The summary page for the prompt key appears.

Adding prompts to the prompt key

Adding prompts to the prompt key provides the values that are offered to the user for selection. To add prompts:

1. On the summary page for the prompt key, click New Prompt. A New Prompt popup appears.

2. Provide a Value for the prompt. Refer to the Prompts Settings Knowledge Base article for a full description of prompt configurations.

3. Click Save to add the prompt. The summary page for the prompt key appears with an updated list of prompts.

4. Repeat the previous three steps until all desired prompt values have been added. All prompt values for the prompt key appear on the prompt key summary page.

Finding new prompts

A prompt list defines the available values for a field. Creating a prompt list does not create a field. If you cannot find the field that should use your prompt list, check its configuration before refreshing the cache:

1. Go to Database → Fields.

2. Open the custom field that should use the list, or select New Field if the field does not exist.

3. Set Field Type to Single Value or Multiple Values.

4. In Prompt, select the prompt key that contains your values.

5. Select Save.

For a new field, complete the other required field settings before saving. Use the field, not the prompt key, when selecting a field in a form or query.

Refreshing the prompt cache to make new prompts available immediately

If you need to use a new prompt right away, you can force-refresh the cache as follows:

1. Go to Database → Prompts.

2. Select the refresh link to perform the force-refresh. A new browser tab appears reading OK to acknowledge the refresh.

Refreshing the cache makes recent field and prompt changes available. It does not create a field or associate a prompt list with a field. Force-refresh is optional: cached values are automatically refreshed approximately every five minutes in production environments, so you only need to perform the force-refresh action if you do not want to wait.

Making prompts immediately available in a query

Queries that use Configurable Joins rely on the Configurable Joins Library and might not see new prompts immediately after they are created. To use a new prompt in a Configurable Joins query immediately:

1. Go to Database → Refresh Configurable Joins Library. A popup appears to confirm the action.

2. Click OK. A popup appears to show that the refresh has completed.

3. Click OK.