Records

Knowledge Check

Finding Records

There are two ways to find and access records.

Open

1. Omnisearch (at far right in navigation bar) - returns a brief, auto-suggested list of results (max of 15), including all record types and Slate content, such as Events and Forms.

2. Lookup (clicking return in Omnisearch takes you to Record and shows you Lookup; to search other Slate content select that navigation and look for its Search) - returns a paginated list of all results within a specific Dataset. You can toggle between record types and add custom filters to your search.

Person Records

No matter where they are in the admissions cycle - prospect, inquiry, applicant, or even enrolled student - all individuals are considered Person Records. As someone moves through the recruitment funnel, their status or other attributes may change (they may apply or apply again), but they will only have one Person Record throughout their lifetime.

Standard tabs

• Dashboard - provides a general, read-only overview of the person. The dashboard should provide high-level, contextual information about the person.
  Note: Profile pics utilize Gravatar

• Timeline - provides an overview of the many actions taken by, and on behalf of, a record. Some actions will occur in Slate, such as submitting an application, placing a phone call, or registering for an event.
  Timeline sub-tabs:

  • Timeline view displays a chart of all the interactions over time, along with a list of interactions organized by month and the option to create new interactions.

  • Interactions view displays in list form. You can sort the columns, search for specific interactions, and even filter by different types such as email or phone call.

  • Audit Log is a list of all changes made to the record, either through system automations or administrative edits.

  • Campaigns view displays any drip marketing communications that are scheduled for the record.

• Profile - packed with data, giving you options to review existing data and make updates. When you first click on the Profile tab, you'll see a complete listing of those data points. Only upon clicking into the sections in the right navigation will you have the option to add, remove, and edit the data.
  Profile standard subtabs:

  • Biographical

  • Contact/Address

  • Relationships

  • Schools

  • Scores

  • Jobs

  • Courses

  • Interests

  • Sports

  • Account

  • Create Application

  • Restore Application

  • Edit Slate ID

  • Edit Restricted Access
    Note: There are additional subtabs related to the user's account and application, which you will review in later lessons.

• Materials - stores files associated with the Person Record. Materials may be associated with the Person Record or something specific, like an application or school record. Examples of materials include transcripts, letters of recommendation, and essays.

• Application - new application tab is created when an application is started or submitted, including imported applications. Since one record may have multiple applications in its lifetime, each application will have its own tab.

  Note: Application tabs will only appear when an application is started or submitted.

• Custom Tabs