A document export query returns only the materials you have configured for export. You configure custom materials and Slate system materials differently:
Custom materials need an export value.
System materials need an export value, and most also require a new material that uses a reserved key beginning with
sys:.
Configure your materials in Database → Materials before you build the document export query.
Before you begin
Every material type in this article sets two things, and they do different jobs:
Material key: identifies the material inside Slate. Slate reserves specific
sys:keys for the system material types documented in this article. Don't use thesys:prefix for any other material.Export value: makes a material exportable. Set it to the material code your external system expects. If your system doesn't require a specific code, any value works. The export values in this article are examples.
🔑 Required permissions
Database: required to create and edit materials
Query, Query (Configurable Joins - Base Access) - Related / Documents: required to build a document export query
Query (Configurable Joins - Join Access) - Related / Material: recommended to build a document export query
📖 Related articles
Choose PDF / Document or File (no conversion) for Material Uploads. A material to be exported through a document export query must use the PDF / Document upload type.
Export Form Responses as Individual Files, a worked example of exporting form, event, Scheduler, and application creation form responses
Configuring custom materials
Custom materials must have an export value configured. For example:
An Export Value makes a custom material eligible for document export. Set it to the material code your external system expects. If your system doesn't require a specific code, any value works. Every material that has an Export Value appears in the export whenever that material exists for a record.
Configuring system materials
Most Slate system materials, such as decision letters, don't appear in Database → Materials until you create them. Each system material type has its own section in this article. Find the type you want to export, create a material using the key given there, and set the export value your external system expects.
⭐ Best Practice
When adding system materials, set the status to Inactive and append (For Doc Export) to the name. This helps prevent users from inadvertently uploading documents to this material type.
The transcript materials are the exception. For Transcript (Copy) and Transcript (Official), add an export value to the existing material and leave both the key and the status as they are.
🔔 Important: Don't upload materials to these keys
Slate reserves these material keys for exporting system documents only. Don't choose these keys when uploading a new material. If you intend to use this material for an export/import process, be sure to create a separate non-system custom material to import to.
🔔 Important: The sys: key prefix is reserved for special use-cases
Only the system material types documented in this article should use the special sys: key prefix.
Don't use the sys: prefix for any other material: a custom material with a sys: key doesn't inherit the features of the standard system materials that Slate provisions with your database, such as Transcript (Official) and Transcript (Copy).
Don't use the sys: key prefix for any custom transcript materials.
Any decision letter
Material key: sys:decision
What this key does: Exports the decision letter for any released, printable decision on the record.
Example export value: LTR
Configuration: Set the Decision Code to Printable, and release the decision on the record. Slate exports the letter only when both are true.
📝 Note
Adding this
sys:decisionmaterial prevents the use of the Specific decision letter materials. To filter on specific decision letters, remove the Any decision letter material.
Specific decision letter
Material key: sys:decision_ followed by the decision code.
What this key does: Exports only the decision letters associated with one specific decision code. For example, a material with the sys:decision_AD key exports letters using the code AD.
Example export value: ALTR
Configuration: Set the Decision Code to Printable, and release the decision on the record. Slate exports the letter only when both are true.
Slate-hosted automapped application or mapped application.pdf
Material key: sys:application
What this key does: Exports the mapped PDF of a Slate-hosted application. This excludes any Application Creation Form. See Form, event, Scheduler, and application creation form responses.
Example export value: App
Reference for Slate-hosted application
Material key: sys:reference
What this key does: Exports the references submitted for a Slate-hosted application.
Example export value: REF
Custom-mapped PDF
Material key: sys:application_ followed by the file name of the custom PDF, excluding the .pdf extension and the file path.
What this key does: Exports a custom-mapped PDF created in the File Editor tool, such as a dashboard.
Example export value: DSH
Example: A custom PDF saved at any of the following file paths uses the material key sys:application_dashboard:
/apply/dashboard.pdf/apply/RD/dashboard.pdf/apply/TR/dashboard.pdf
School Report
Material key: sys:school_report
What this key does: Exports the school report submitted for an application.
Example export value: SRT
Transcript (Copy)
Material key: sys:transcript
What this key does: Exports unofficial transcript copies stored on the record.
Example export value: TR
Configuration: Add an export value to the existing material. Don't create a new material type, change the key or the name, or set the status to Inactive.
Transcript (Official)
Material key: sys:transcript_official
What this key does: Exports official transcripts stored on the record.
Example export value: TRO
Configuration: Add an export value to the existing material. Don't create a new material type, change the key or the name, or set the status to Inactive.
Reader review form
Material key: sys:form_ followed by the form's export value. For example, sys:form_read1
What this key does: Exports the responses to a Reader review form.
Example export value: RDF
Configuration: When editing a form, select Edit Properties and set the form's Export Value. Append that value to the material key to associate the form with the material.
Configure the material in Database → Materials
Add an export value in the form’s Edit Properties pop-up.
📝 Use sys:form_ for Reader review forms only
The material key must begin with
sys:form_. This prefix exports Reader review forms only. To export any other form response, usesys:event_instead.
Form, event, Scheduler, and application creation form responses
Material key: sys:event_ followed by the form's export value, for example sys:event_appfrm1.
What this key does: Exports the responses to a form, an event registration, a Scheduler registration, or an application creation form.
Example export value: APP
Configuration: When editing a form, select Edit Properties and set the form's Export Value. Append that value to the material key to associate the form with the material.
Configure the material in Database → Materials
Add an export value in the form’s Edit Properties pop-up.
📝 Use sys:event_ for all other form responses
The material key must begin with
sys:event_, followed by the form's export value. To export a Reader review form, usesys:form_instead.