---
title: "Queries and Checklist Automation in a Custom Graduate Program Dataset"
slug: "queries-and-checklist-automation-in-a-custom-graduate-program-dataset"
updated: 2026-07-21T20:21:16Z
published: 2026-07-21T20:21:16Z
canonical: "knowledge.technolutions.net/queries-and-checklist-automation-in-a-custom-graduate-program-dataset"
---

> ## 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.

# Queries and Checklist Automation in a Custom Graduate Program Dataset

After applications are associated with Graduate Program dataset records, you can use that relationship in dashboards, queries, and checklist rules. Use embedded dataset row queries to show related people and applications on a dataset record, and use program requirement prompts to drive checklist automation.

> [!TIP]
> ⭐ Get Inspired
> 
> This article was adapted from [a post by Technolutions staff](https://community.technolutions.net/get-inspired/post/managing-graduate-programs-with-a-custom-dataset-rYEwkvrheB0OhuD) in the Slate Community Forums' Get Inspired space. Have a great idea for a Get Inspired post? [Let us know](https://community.technolutions.net/get-inspired/new?post_type=gnHx7As1gZ8r6Ld)!

## Showing related records on the dataset record

Create a query that returns the people or application records associated with each graduate program, then connect that query to the Graduate Program dataset with a dataset row query field. The query can appear on each dataset record dashboard, so staff can review the applicants tied to that program from the program record.

📖 [Embedded Dataset Row Queries](https://knowledge.technolutions.net/docs/embedded-dataset-row-queries)

## Using program requirements in checklist rules

Fields and prompts on the Graduate Program dataset can also drive checklist assignment and fulfillment. This pattern is useful when different programs have different requirements and a single global checklist fulfillment option is too broad.

📖 [Assigning Checklist Items](https://knowledge.technolutions.net/docs/assigning-checklist-items)

## Example: Fulfilling an English proficiency item

For example, one program might accept TOEFL and IELTS scores but not Duolingo. Instead of creating separate rules for each program and exam, create a checklist rule with a subquery comparison filter. The filter compares the English proficiency exam prompt values on the application program record with the test name on the person record.

![Subquery comparison filter comparing accepted English proficiency exam prompts to a person test name](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/ATuhvDFRT5armoTJO1mzn.png?sv=2026-02-06&spr=https&st=2026-11-08T04%3A48%3A57Z&se=2026-11-08T05%3A48%3A57Z&sr=c&sp=r&sig=PgoRqDKusS6QMjVmQesxfH0wez1SwvXcG9OrDby%2FsIk%3D)

If the prompt values include short values, set the export value to **Extended Value** so the comparison uses the same value that appears as the test name on the person record.

![Export configuration set to return the extended value for an English proficiency exam prompt](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/vUyPBUvSVWh1AY2FO53zG.png?sv=2026-02-06&spr=https&st=2026-11-08T04%3A48%3A57Z&se=2026-11-08T05%3A48%3A57Z&sr=c&sp=r&sig=PgoRqDKusS6QMjVmQesxfH0wez1SwvXcG9OrDby%2FsIk%3D)

> [!WARNING]
> 📝 Note
> 
> The comparison values must match. If the prompt short value is different from the test name, return the extended value or adjust the prompt value before testing the rule.

## Testing the checklist rule

When one of the accepted English proficiency exams on the Graduate Program dataset record matches the person record test name, the rule fulfills the checklist item.

![Checklist fulfillment rule using graduate program accepted English exam logic](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/pZcEsKubMIwoGLrr62ws8.png?sv=2026-02-06&spr=https&st=2026-11-08T04%3A48%3A57Z&se=2026-11-08T05%3A48%3A57Z&sr=c&sp=r&sig=PgoRqDKusS6QMjVmQesxfH0wez1SwvXcG9OrDby%2FsIk%3D)

1. Open an application connected to a Graduate Program record with accepted English proficiency exam prompt values.
2. Add or verify a matching person test record.
3. Run or refresh the checklist evaluation and confirm that the English proficiency item is fulfilled.