---
title: "Customizing Person Record Search Criteria with Person Index/Header Rules"
slug: "person-indexheader-rules-customizing-person-record-search-criteria"
updated: 2026-10-26T19:29:38Z
published: 2026-10-26T19:29:38Z
canonical: "knowledge.technolutions.net/person-indexheader-rules-customizing-person-record-search-criteria"
---

> ## 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.

# Customizing Person Record Search Criteria with Person Index/Header Rules

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

**Person Index and Header** rules customize the search criteria for Person Records. The **index** contains the values that users can search by to find a record. The **header** contains the information that helps users tell similarly named records apart. The two rule types are created and configured separately, so you can make a broad set of values searchable while the header shows only the information your team needs to see.

Index values surface records in the Omni Search, the [Lookup tool](/v1/docs/customizing-the-record-lookup-page), and administrative form registration record lookups. Header values appear below the record's name wherever a person record appears in search results.

**📖 Further reading**

- [Configurable Joins](/v1/docs/getting-started-with-configurable-joins)
- [Subquery Exports](/v1/docs/subquery-exports-outputs)
- [Rule Formulas](/v1/docs/rule-formulas)

> [!NOTE]
> 🔎 Looking to customize datasets?
> 
> Dataset records work differently: they use a single combined **Index/Header** rule type, where any value you configure is both searchable and displayed. See [Customizing Dataset Record Search Criteria with Index and Header Rules](/v1/docs/dataset-indexheader-rules-customizing-dataset-record-search-criteria).

## Person index and header defaults

Every person record has a default index and a header, even when no rules are in place. Person Index rules add to the default searchable values. Person Header rules replace the default display.

### The index: What users can search for records by

By default, users can search for person records by:

- Slate Reference ID
- Name
- Email address
- Phone number

A Person Index rule adds search values on top of these defaults, which remain searchable even when a rule doesn't include them.

If users need to find people by other values, such as an external student ID, a legacy system ID, or a Constituent ID, add them to the index with a Person Index rule.

### The header: What users see in results

By default, the person header displays:

- Slate Reference ID
- Birthdate

A Person Header rule replaces this default information: when it applies to a record, its values appear instead of the default Slate Reference ID and Birthdate. To display additional context, such as a city and state, a high school, a graduation year, or a donor giving level, add it to the header with a Person Header rule.

> [!NOTE]
> 📝 Note
> 
> Slate also automatically displays information from the record's [rank 1 application](/v1/docs/database-structure-determination-of-table-ranks#application) (typically, the most recent application), including its round and status, when an application exists. Application header rules control this display, not Person Header rules. See [Application Header Rules](/v1/docs/application-header-rules) for details.

## Creating the rule

Person index and header values can’t be changed manually. Set them using [rules](/v1/docs/rules-automation) instead.

Person Index rules and Person Header rules are built the same way. The only difference is which rule type you choose when you create the rule: Person Index or Person Header.

> [!NOTE]
> 📝 Note
> 
> Your database might already include a Person Header rule, such as the default *Person Header (Global Search Results)*. Check **Database → Rules** before creating a new rule. If it exists, edit it rather than starting from scratch.

To create a Person Index or Person Header rule:

1. Go to **Database → Rules**.
2. Select **New Rule**.
3. Configure the following settings:
  - **Name**: Enter a descriptive name, such as *Person Header*.
  - **Type**: Select **Configurable Joins**.
  - **Category**: Select **Records**.
  - **Base**: Select **Person**.
  - **Rule Type**: Select **Person Index** or **Person 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 based on the selected Rule Type. Each rule type has its own Exclusivity Group, so only one rule of that type 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 your only Person Index or Person Header rule. If you create multiple rules of the same type, see [Exclusivity Groups](/v1/docs/exclusivity-groups).
  - **Status**: Select **Inactive**.

![Edit Details dialog for the Person Header rule: Type Configurable Joins, Category Records, Base Person, Folder Index-Header, Priority 1, Status Inactive.](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/image(359).png?sv=2026-02-06&spr=https&st=2026-11-10T12%3A44%3A00Z&se=2026-11-10T13%3A44%3A00Z&sr=c&sp=r&sig=EPunigcBEj4LvHLO1h4TZEzTwYHZk80PsbI2RLk14yY%3D)
4. Select **Save**.

## Configuring the rule

In the **Action** section, build the value this rule applies. For full examples, see [Person Index examples](/docs/person-indexheader-rules-customizing-person-record-search-criteria#example-person-index) and [Person Header example](/docs/person-indexheader-rules-customizing-person-record-search-criteria#example-person-header).

1. Set the rule **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 person records. If some records need different values, see [Multiple headers and indexes](/docs/person-indexheader-rules-customizing-person-record-search-criteria#multiple-headers-and-indices).
3. Add a subquery export and configure the following settings:
  - **Name**: Enter a name, such as *Index* or *Header*.
  - **Output**: Select **Concatenate** to combine multiple values into one string.
  - **Export Separator**: Enter a separator, such as a comma followed by a space (`, `). The separator appears only between values that exist, so the value never starts or ends with a stray separator.
  - **Exports**: Add the values to search by or display. Add **Literal** exports for fixed text or a new line (`\n`).
4. Select **Save**.
5. In **Formula**, type `@` and select the subquery export from the list.

![A screenshot of the Action section of the rule, showing the gray auto-suggest that appears when typing @index.](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/image-Y1CKP0ZL.png?sv=2026-02-06&spr=https&st=2026-11-10T12%3A44%3A00Z&se=2026-11-10T13%3A44%3A00Z&sr=c&sp=r&sig=EPunigcBEj4LvHLO1h4TZEzTwYHZk80PsbI2RLk14yY%3D)
6. Select **Save**.

## Testing and activating the rule

> [!TIP]
> ⭐ Best practice
> 
> Index and header rules change how every user searches across the database. 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 to queue them for rule evaluation.
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 changes to the **header** by looking up a record in the Omni Search. The text below the record's name updates with the new information.
  - Confirm changes to the **index** by searching for a value only your rule adds, and confirm the record appears in the results. Name, email address, phone number, and Slate Reference ID remain searchable regardless.
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.

## Multiple headers and indexes

Add filters to your rule if some records should have different index or header values than others. Each variation requires its own rule in the matching Exclusivity Group (Person Index or Person Header). This isn't common, but it may help in a database shared between different campus departments. Review [Exclusivity Groups](/v1/docs/exclusivity-groups) if you're not familiar with their use.

## Person Index examples

The three examples in this section are self-contained alternatives for adding search values with a Person Index rule. Use the one that matches what you're adding.

### Example 1: Add a single search value

When you need only one additional search value, add it as a direct export:

1. In the Action section, add an export for the value users will search by, and name it, such as *Person Colleague ID*. Note the export's name: spaces become dashes when you enter it in the formula box.
2. In the Formula text box, type `@` and select the export from the list (for example, `@Person-Colleague-ID`).

![Action panel with Action set to Replace Values from Formula, Exports Person Colleague ID, and a Formula box containing @Person-Colleague-ID.](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/q7nhksjn0mumnzj9fu9dgmceclip1.png?sv=2026-02-06&spr=https&st=2026-11-10T12%3A44%3A00Z&se=2026-11-10T13%3A44%3A00Z&sr=c&sp=r&sig=EPunigcBEj4LvHLO1h4TZEzTwYHZk80PsbI2RLk14yY%3D)
3. Select **Save**.

### Example 2: Add two or more search values

This approach uses a subquery export, which accounts for records that are missing one or more of the values, so no extra formula logic is needed.

1. Add a subquery export.
2. Set the **Name** to `Index`.
3. Select the **Output** setting **Concatenate**.
4. Inside the subquery export, add the exports to combine.
5. In **Export Separator**, enter a space, or your preferred separator.

![Action panel with Action set to Replace Values from Formula, an Exports field showing Index, and a Formula box containing @Index.](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/w3ekbk4btk6qcmxemhmggmceclip3.png?sv=2026-02-06&spr=https&st=2026-11-10T12%3A44%3A00Z&se=2026-11-10T13%3A44%3A00Z&sr=c&sp=r&sig=EPunigcBEj4LvHLO1h4TZEzTwYHZk80PsbI2RLk14yY%3D)
6. Select **Save**.
7. In the Formula text box, type `@` and select `@Index`.
8. Select **Save**.

### Example 3: Add every unique-for-merging value

This approach returns every value a record has in a [unique-for-merging](/v1/docs/unique-for-merging) field.

1. Add [a subquery export](/v1/docs/subquery-exports-outputs) and configure the following settings:
  - **Name**: Enter a name, such as *Index*.
  - **Output**: Concatenate.
2. In the subquery export, create [a join](/v1/docs/joins) from **Person** to **Field Values**.
3. Create an additional join from **Field Values** to **Lookup Field**.
4. Add the **Unique for Merging** filter from the *Lookup Field* join and select **Value contains a unique ID which identifies a single record for merging.**
5. Add the **Store Value** filter from the *Lookup Field* join and select **Store Value**.
6. Optionally, add the **Type** filter from the *Lookup Field* join and select **Real**, **Integer**, and **Text/Unspecified**.
7. Add the **Values** export from the *Field Values* join.

![Edit Part panel for a subquery export named Index, with Type Dependent subquery, Output Concatenate, Row Offset 1 and Exports showing Field Values Value.](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/c3j8folbluch8xjmeivxpqmceclip4.png?sv=2026-02-06&spr=https&st=2026-11-10T12%3A44%3A00Z&se=2026-11-10T13%3A44%3A00Z&sr=c&sp=r&sig=EPunigcBEj4LvHLO1h4TZEzTwYHZk80PsbI2RLk14yY%3D)
8. Select **Save**.
9. In the Formula section, type `@` and select the export from the list (`@Index`).

![Action panel showing Exports Index and a Formula box containing @Index, beneath Action set to Replace Values from Formula.](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/8xxi4d8z0mflbhivb7kfgmceclip8.png?sv=2026-02-06&spr=https&st=2026-11-10T12%3A44%3A00Z&se=2026-11-10T13%3A44%3A00Z&sr=c&sp=r&sig=EPunigcBEj4LvHLO1h4TZEzTwYHZk80PsbI2RLk14yY%3D)
10. Select **Save**.

## Person Header example

This example builds one complete header rule from start to finish.

In this example, the header shows:

- Address information: city and state for addresses in the United States, or city and country for anywhere else.
- The record's birthdate, which no longer appears by default once a replacement header applies.
- The record's rank 1 school name.

> [!NOTE]
> 📝 Note
> 
> A record's rank 1 school is typically their most recent school. See [Database Structure & Determination of Table Ranks](/v1/docs/database-structure-determination-of-table-ranks) for more about how rank works.

### Step 1: Create the joins

1. In the Action section, create a join from **Person** to **Address by Type, Rank**. Choose **Permanent Address** from the Type list, and enter `1` for the Rank. This returns the rank 1 permanent address for the person record. See [Database Structure & Determination of Table Ranks](/v1/docs/database-structure-determination-of-table-ranks) for more information on ranking. Select **Save** to continue.
2. Create another join from **Person** to **School by Level of Study, Rank**. Choose the desired level of study, and enter `1` for the Rank. Select **Save** to continue.

> [!NOTE]
> 💡 Tip
> 
> To show a record’s rank 1 school of any level of study, join to **School by Rank Overall** instead.

### Step 2: Create the header export

1. In the Action section, add a subquery export and set the following:
  - **Name:** Enter a name, such as *Header*.
  - **Output:** Concatenate.
  - Leave the remaining settings as their defaults. Don’t close the pop-up yet.

![Edit Part dialog for a subquery export named Header, with Status Active, Type Dependent subquery, Output Concatenate, Row Offset 1 and empty Export Separator.](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/image-91GB1D8S.png?sv=2026-02-06&spr=https&st=2026-11-10T12%3A44%3A00Z&se=2026-11-10T13%3A44%3A00Z&sr=c&sp=r&sig=EPunigcBEj4LvHLO1h4TZEzTwYHZk80PsbI2RLk14yY%3D)

### Step 3: Create the birthdate and location export

Next, add a nested subquery export that returns the record’s birthdate and location on the same line.

1. Select **Subquery Export** to add a nested subquery export to your header export. Set the following:
  - **Name:** Enter a name, such as *birthdate and location*.
  - **Output:** Concatenate.
  - **Export Separator:** Enter a semicolon followed by a space (`; `). Don’t close the pop-up yet.
2. Add the **Birthdate** export from the **Person** base to the nested subquery export.
3. Edit the export (named *Person Birthdate* by default):
  - **Format Mask**: Enter `MM-dd-yyyy`. The Format Mask controls how the birthdate appears (for example, January 2, 1999 displays as `01-02-1999`).

![Edit Part dialog for Person Birthdate, Source Nested Export / Birthdate / birthdate and location / Header, Format Type Date, Format Mask MM-dd-yyyy.](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/image-KVNZZZL9.png?sv=2026-02-06&spr=https&st=2026-11-10T12%3A44%3A00Z&se=2026-11-10T13%3A44%3A00Z&sr=c&sp=r&sig=EPunigcBEj4LvHLO1h4TZEzTwYHZk80PsbI2RLk14yY%3D)
4. Select **Save** to close the dialog box.
5. In the **birthdate and location** subquery export window, select **Subquery Export** to add another nested subquery export. Set the following:
  1. **Name:** location
  2. **Output:** Concatenate
  3. **Export Separator:** Enter a comma followed by a space (`, `).
6. Add the **City** export from the **Address by Type, Rank** join to your nested **location** subquery export.
7. In the **location** subquery export window, add another nested subquery export for the region. Set the following:
  1. **Name:** region
  2. **Output**: Rank
  3. **Row Offset:** 1
8. In the **region** subquery export window:
  1. Add the **Region** export from the **Address by Type, Rank** join.
  2. Add the **Country** filter from the **Address by Type, Rank** join. Filter for **Country IN United States**. Slate will return a region value only when the address is in the United States.

![Edit Part dialog for 'region': Output Rank, export 'Address by Type, Rank Region', filter 'Country' set to IN United States.](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/image-EC1EZQX5.png?sv=2026-02-06&spr=https&st=2026-11-10T12%3A44%3A00Z&se=2026-11-10T13%3A44%3A00Z&sr=c&sp=r&sig=EPunigcBEj4LvHLO1h4TZEzTwYHZk80PsbI2RLk14yY%3D)
9. **Save** the region subquery export.
10. In the location subquery export window, select **Subquery Export** to add another nested subquery export for the country. Set the following:
  1. **Name:** country
  2. **Output:** Rank
  3. **Row Offset:** 1
11. In the **country** subquery export window:
  1. Add the **Country** export from the **Address by Type, Rank** join.
  2. Add the **Country** filter from the **Address by Type, Rank** join. Filter for **Country NOT IN United States**. Slate will return a country value only when the address isn't in the United States.

![Edit Part dialog for 'country': Output Rank, export 'Address by Type, Rank Country', filter 'Country' set to NOT IN United States.](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/image-J93HV1MP.png?sv=2026-02-06&spr=https&st=2026-11-10T12%3A44%3A00Z&se=2026-11-10T13%3A44%3A00Z&sr=c&sp=r&sig=EPunigcBEj4LvHLO1h4TZEzTwYHZk80PsbI2RLk14yY%3D)
12. **Save** the country subquery export.
13. Confirm the *location* subquery export is set correctly:
  - **Output:** Concatenate
  - **Export Separator:** `, `
  - **Export:** city
  - **Subquery export:** region
  - **Subquery export:** country

![Edit Part dialog for 'location': Output Concatenate, Export Separator ',', exports 'Address by Type, Rank City', 'region' and 'country'.](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/image-9JPPCGHS.png?sv=2026-02-06&spr=https&st=2026-11-10T12%3A44%3A00Z&se=2026-11-10T13%3A44%3A00Z&sr=c&sp=r&sig=EPunigcBEj4LvHLO1h4TZEzTwYHZk80PsbI2RLk14yY%3D)
14. If correct, **save** the location nested subquery export.
15. **Save** the *birthdate and location* subquery export.

![Edit Part dialog for 'birthdate and location': Output Concatenate, Export Separator ';', exports 'Person Birthdate' and 'location'.](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/image-MVA0FFCK.png?sv=2026-02-06&spr=https&st=2026-11-10T12%3A44%3A00Z&se=2026-11-10T13%3A44%3A00Z&sr=c&sp=r&sig=EPunigcBEj4LvHLO1h4TZEzTwYHZk80PsbI2RLk14yY%3D)

### Step 4: Create the school export

Next, add another nested subquery export that returns the person’s school on a new line.

1. Back in the *header* subquery export window, add a new subquery export. Set the **Name** to `school` and select the **Output** setting **Concatenate**. Leave the remaining settings as their defaults.
2. Under **Exports**, add a **Literal** ![Small toolbar button showing a purple letter T inside a dashed selection box, the add literal value icon.](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/image-LOXAQYWY.png?sv=2026-02-06&spr=https&st=2026-11-10T12%3A44%3A00Z&se=2026-11-10T13%3A44%3A00Z&sr=c&sp=r&sig=EPunigcBEj4LvHLO1h4TZEzTwYHZk80PsbI2RLk14yY%3D) named *New Line* with the value `\n`. This creates a new line before the school name.

![Edit Part dialog for literal 'New Line', Source 'Nested Literal / Subquery Export 1', with Literal value .](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/mceclip7(2).png?sv=2026-02-06&spr=https&st=2026-11-10T12%3A44%3A00Z&se=2026-11-10T13%3A44%3A00Z&sr=c&sp=r&sig=EPunigcBEj4LvHLO1h4TZEzTwYHZk80PsbI2RLk14yY%3D)
3. Add the **Name** export from the **School by Level of Study, Rank** join.
4. Confirm the *school* subquery export is set correctly:
  - **Output:** Concatenate
  - **Literal:** New Line
  - **Export:** School by Level of Study, Rank Name

![Edit Part dialog for 'school': Output Concatenate, exports 'New Line' and 'School by Level of Study, Rank Name'.](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/image-DVNN22MR.png?sv=2026-02-06&spr=https&st=2026-11-10T12%3A44%3A00Z&se=2026-11-10T13%3A44%3A00Z&sr=c&sp=r&sig=EPunigcBEj4LvHLO1h4TZEzTwYHZk80PsbI2RLk14yY%3D)
5. **Save** the *school* subquery export.

### Step 5: Confirm the header export is set correctly

1. Before saving the header subquery export, confirm it's set correctly:
  - **Output:** Concatenate
  - **Subquery Export:** birthdate and location
  - **Subquery Export:** school
2. If correct, **Save** the header subquery export.

![Edit Part dialog for 'Header', Source 'Subquery Export', Output Concatenate, with exports 'birthdate and location' and 'school'.](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/image-I1W5V3Q9.png?sv=2026-02-06&spr=https&st=2026-11-10T12%3A44%3A00Z&se=2026-11-10T13%3A44%3A00Z&sr=c&sp=r&sig=EPunigcBEj4LvHLO1h4TZEzTwYHZk80PsbI2RLk14yY%3D)

### Step 6: Set the formula

1. In the Formula text box, enter `@Header` (or replace ‘Header’ with the name of your subquery export).
2. **Save**.

This formula sets the record's header to the value built by the *header* subquery export. Because the subquery export accounts for missing values, a record that doesn't have one of the values still displays the others.

The Person Record is where an individual's data will be stored and displayed. This includes their status, biographical and contact information, a timeline of interactions, application materials, academic, scores, interests, and much more.

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.

The unique identifier Slate assigns to each record.

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.

Format masks can be placed on form fields to ensure that data is entered and formatted consistently. For example, a GPA field may be restricted to only numeric data with two digits following the decimal point. In other examples, a field format may include a currency with a thousands separator, or a field may force the input to be in the form of an email address.