☑️ Prerequisite Skills

Standard Datasets

Custom datasets let you take advantage of the many features unique to datasets that make them a flexible and powerful tool for data storage. To understand whether your institution's process warrants the creation of a custom dataset, lets get a taste for the attributes that make datasets unique from other objects in Slate.

🔔 Important!

True to their name, custom datasets are entirely custom: many of the features taken for granted on the person record must be built from scratch in a custom dataset to achieve baseline functionality. These include: Display name, matching criteria, Lookup, and the "Create a New Record" form.

Before jumping into a custom dataset, familiarize yourself with the general principles of datasets. Your goal might be achievable with a Slate feature that requires a smaller commitment. 

Relationships to other records

Dataset records exist independently of all other records in Slate. Optionally, dataset records can have a one-to-one or one-to-many relationship with other records in Slate using Parent/Child relationships or a Related Dataset Row Field.

Storing data

Dataset records primarily store data in custom dataset-scoped fields. These work in the same way as custom person-scoped fields.

Dataset records can store dataset-scoped Materials. The example opposite shows materials associated with an alumni volunteer custom dataset record. 

Dataset records have built-in tables to store multiple contact devices (phone numbers/email addresses) and postal addresses, like person records.

Custom tabs can be created for dataset records to display and change custom field data.

Entities can be created for your custom dataset to store multiple rows of similar data.

Other Slate tools that talk to datasets

You can search for dataset records with the Lookup tool. Dataset records also have their own query base, with which you can create queries and reports that return one row per dataset record.

Custom dataset-scoped forms can be created to capture information about the dataset record, and dataset records can submit dataset-scoped forms and event registrations. Dataset records can also be autosuggested in form text fields. 

Dataset records can be used to create end-user accounts, which can be used to log in to secure forms and portals. Access to dataset records can be restricted using Permissions. 

Examples

🤝 Advancement Use Case: Companies & Foundations

Below is an example of a custom dataset for Companies and Foundations. The examples used below are based on the Companies and Foundations dataset in the Advancement Showcase database.

Remember, when creating a new dataset record, only the Name is required. If a key is provided, ensure the key is unique to the record in the dataset. The dataset record key field is a unique-for-matching field. This form can include any other data you wish, and should vary based on the context of the dataset.

A Companies and Foundations dataset can greatly benefit from custom tabs and Related Dataset Row Queries to dynamically display fundamental data about the record. It might be helpful to show a list of subsidiaries and the key relationships of those companies.

Maybe more importantly, the Giving tab can clearly display the company’s legacy giving history including their most recent and total gift amounts.

🎓 Student Success Use Case: Creating a Faculty Dataset

Typical custom Student Success datasets include:

• faculty records

• residence halls/rooms

• courses offered

Below is an example of a custom dataset for Faculty. The examples used below are based on the Faculty dataset in the Student Success Showcase database.

Remember, when creating a new dataset record, only the Name is required. If a key is provided, ensure the key is unique to the record in the dataset. The dataset record key field is a unique-for-matching field. This form can include any other data you wish, and should vary based on the context of the dataset.

A Faculty dataset can greatly benefit from custom tabs and Related Dataset Row Queries to dynamically display fundamental data about the record. It might be helpful to show a list of courses taught and a custom tab of specific details about that faculty member.

Limitations

Datasets cannot recreate the relationship of person records and applications. Additionally, datasets are entirely custom, and all desired features must be created by your institution.

When to use Custom Datasets, or: Does My Process Really Need a Dataset?

Creating a custom dataset is a large undertaking, and it isn't appropriate for every circumstance. Before creating a custom dataset, have a plan that addresses these questions:

• What data am I trying to collect? How will I use that data to improve my institution’s processes or data analysis?

• Is there another way to collect this data? Could a custom field and prompt list or an entity be used instead?

• Do these potential dataset records already exist in Slate as person records? Could I build on existing person records, rather than create a new dataset?

Not sure whether a custom dataset is right for your process?

Attend a community conversation to bounce your ideas off Technolutions staff, or explore the Record Management section of our Community Forums for inspiration from fellow Slate users and dataset aficionados.

Now, if you're confident a custom dataset could help your institution to organize data in a way that custom fields or an entity could not, you can get started with creating your first custom dataset.