Student Success Community Call

And I think we are live.

Do believe so hello, everybody, good afternoon, 2:00 o'clock. Eastern Standard Time, but welcome to the student success community call.

This is Ken.

Turn off my tunes here will wait for everybody to roll in a lore from Merrimack. You want to identify yourself in the chat. Please do as always, thing seems to happen on an awful lot of these calls and webinars. So identify yourself where you from, what the weathers. Like all that fun stuff and we'll just wait a couple more seconds to get started. For everybody who plans on attending to roll in.

Hope everybody's having a good day.

It's like 60s, sunny here in New Haven in Connecticut. Not bad at all actually.

But it's been getting chilly at night so hopefully everybody can see me and hear me and see the slides that we have up. Hey, do we hang well? Hey Kathy Laura, we got the crew here, which is fantastic and we got a pretty jam packed hour in front of us. Or at least as I was reviewing the slides yesterday. Kind of wanted to cover the man. I bit off way more than I could chew.

But that's cool, it's fine. We can have another one of these it's totally fine. We're going to go ahead and get going. Thank you all for coming today will get right into the nitty gritty FY. I just like some of these other webinars. We've been webinars overall, but then some of these community calls. Our group focused calls. Whatever we're categorizing them as we're going to record this and we're going to make it available for you. Later on or for those who couldn't make it to probably be available in the knowledge base.

Closed captioning can be turned on full screen can be turned on should you need to re sync audio or video if you can't see me or if you can't hear me or if it's a little wonky go ahead and refresh. The window and please. Feel free to chat in the chat as you all are doing so eloquently already say. Hi say where you're from say what the weathers likes and ask questions comment on each others questions. One of the great things about the community forum itself, the student success forms is.

The collegiality and the sharing of best practices and thoughts and asking questions. So we're going to go over some stuff today that that hopefully some of you have some great insight on. I will be talking kind of from a global perspective and global perspective. Bad word, kind of 35,000 foot view and trying to stay out of most of the weeds. But because we have just a very audience here and the topics of the day will be.

Talk a little bit about alerts and insights, which really equate themselves in slate nomenclature. Slate kind of terminology to projects and tasks and automated messages and processes in the ability or the functionality of watch flags tags. An interactions will talk about that a little bit and some practical use cases. We're going to talk about user permissions management, so for those of you who are a couple of weeks ago. We were able to sit on it. We had another call Sean Kelly and I who's.

General manager of advancement, he actually he and his wife every just welcomed their first child, baby boy into the world last week, so Congrats to him, but anyway. We talked about some really, really deep granular levels of permission sharing and query based sharing and exports and so on, and so forth. I'm going to assume we're going to zoom out for this conversation, a little bit and talk about it at more of a high concept level, so for those of you that might be thinking about kind of user segmentation or permission segmentation.

And then we're going to talk about related datasets, so in terms of kind of let's say the complexity 123 right in terms of the agenda. We're going to go from will say some basic functionality all the way down deep into the deep end of the slate pool or way out there in this late universe 2 related datasets and how you link those related datasets together and how they can talk to one another and be tide to one another so we're going to get right into it because I want to make sure there's time for questions either during.

I'll keep an eye on the chat or at the end. I'll try to maybe designate or be wrapped up by about 10 of so that there are times there is time for some questions.

So write your questions in the chat saving for two last 10 minutes. If you want or type them in as we're kind of going through some things because we want to make sure that we can get to just about as much as we can today OK so alerts and insights kind of from the again. The zoom out the broad perspective alot of conversations that I've had with student success folks or students who are using slave for currently enrolled students they alerts and insights kind of concept.

Is much more prevalent and much more present than that of admissions or at least it's equal to or more because at the at the student success or retention level. There is a much higher focus on this kind of high touch. The awareness of where a student is kind of in their degree completion, the awareness of where a student might be in their happiness there at the University or their propensity to stay right to retain and come back next year. So this concept of constantly being aware of what might be happening.

On a particular students record or what might be happening to your caseload is a pretty regular conversation. At this point, it exists in admissions world right because you've got to know what your app pools like and who your prospects are and who might be visiting campus. That's understandable so the equation or you know the the analogies there, but

again kind of constantly being aware of this case load are constantly being aware of the students for whom you're responsible as an advisor or as a success, coach or as a faculty advisor or something like that.

You can take advantage of some of the benefits of Automations and projects and tasks in slate to make those concepts. Excuse me to make those efforts a little bit more streamlined. A little easier in a little bit more automated so that you don't have to kind of reinvent the wheel. So let's talk a little bit about projects, projects and tasks. For those of you who may not know what they are or may have never used them before, which I believe is quite a few folks. Not not calling you out on this call, but there are, you know, I think generally.

It is a lesser used tool projects are comprised of tasks individual tasks are then assigned or attached to objects in slate objects, meaning.

You know the task is related to a student record and it can be created. The task can be created via some sort of automation or some type of manual update or administrative update. The tasks and also be manually created.

Tasks are user aware, much like.

You know, kind of the slate scholar. It is spatially aware as well. It knows what kind of where you are in Slaton reacts and responds accordingly and the creation of these projects and tasks can have the ability to trigger communications in one way or another So what we're going to do is I'm going to share screen to talk a little bit more about some basic setup and it's really straightforward in terms of kind of setting up the project and the tasks and then rules because projects are kind of.

Task creation in this case is kind of dependent on some sort of automation.

And I'm going to go ahead and share my screen so we can talk a little bit about it.

And the screen that you're looking at now actually is a new standalone showcase that is just for student success. It's clean, it's brand new. I actually just started playing around with it a little bit today today. As a result of this call, you know scheduling this call and it should be available will make it available, so that's something that you can provision into your clean slate environment should you want to provision A at this showcase environment. And then you can share pics, some of the some of the examples out.

So talking a little bit about the concept of projects first, will you say alright, what? What could a project be? What should I do for project? Something like the example that I use is categorized them in large scope. So a project that you would create is outreach, right? Or you can take advantage of templates to stare at this type of template. I want to use. Then you create a project from the template that you I want to call A tag intervention or tag outreach meaning.

If there is A tag that is added to a students record specifically whether it's automated import or or manually added. I want this project to be associated with those text in these tasks are going to be.

Created as a result of those creation of the tasks. So when you once you create the project. You then have to do some type of setup yet to say OK well. I have to create some type of automation around the project and to be able to create the task so if we take a look it's a rule.

And the rule category would be.

Tag, excuse me, the rule type would be project tasks. Sorry bout that. It's one of the dropdown options. You can do folder for it doesn't really need to be in an exclusivity group or anything like that. You've got your standard filter options here and this is where you're going to want to set the criteria for what would qualify a task to be created. In this case I created. I said I want I've got these tags here. These are all of my text, but I want the.

You know anybody who fits this criteria to say anybody who has the tags of absenteeism academic probation or homesick tag. They should fall into this category in the tasks should be created. From there this automates excuse me it automatically kind of lays out some of the settings for you for the action that you want to take you can set the status to be in progress. You can create some type of summary. That's the quick description of what the goal is you want to assign.

You can do a static assigning if you want one person responsible for all of the tests that get created. Or if you say I want this to be kind of user aware and I want it to be assigned to the staff assigned, I wanted to be assigned to the user who is responsible for that student and I want a deadline on it too. I don't want to have to bother the person again. I want them to know that there's a three day deadline after the test gets created. They have to be able to complete it in three days. OK, so you save that up.

And it's going to create the task.

If and when one of these tags are set on a person record. I've got my example, Kendrick Kendrick bed. Nell is the example student again. This is a new database so forgive you know the dashboard isn't as kind of flashy as as some of the other dashboards that you've seen so forgive me, but I've got my tags here and let's say. I am Kendrick Soccer coach and Kendrick comes to me, so let coach I'm not feeling too good, I'm going home every weekend.

You know, I'm not sure if I'm coming back next semester, I might transfer out something like that, or I'm going home. Every weekend, the concept of adding these things. These say these objects as tags are. These can be set and unset you might make the argument like well shouldn't these tags. Maybe be like watch likes these really high level alert.

Visual indicators and that's cool that that might be the case it might be the best case for you, but the tags. Like I said a person could be home, sick and then no longer homesick right so you could kind of take that tag off of a person and note that they did have it, but in this case, the homesick tag was added and as a result.

A related task gets created again, it is spatially aware and user aware, so I'm logged in as technician service desk and I'm on Kendricks.

Record but if I go up and take a look at my tasks up here. When I'm not on a person's record. You can't see anything which is appropriate. But it will go back to Kendrick and we'll take a look and note that this isn't my task to be completed. It's actually related test, but not mine. So it's not it's not specific to me. You can see it here contact student regarding tag addition.

And it has an assignment this person serene happens to be.

This Kendricks Advisor so it's user aware meaning that you know it's going to prompt the advisor of the staff assigned that they have to do something OK and then do something is categorized in the summary or the instructions or notes of the project and of the specific task.

So you can jump from the actual record or from this side menu here over to the actual task and you can click into the task and you can edit it and you can say. Yeah, I did what I was supposed to do is serene reached out and left a voice message or met with the student whatever it might be or it's on hold or something like that there might be need for another task or another follow up from this screen right here. You can actually create a follow up task.

To say, yeah, I met with met with Kendrick sounded OK, but either way I want to follow up with him in seven days, so I'm going to create a follow up task for myself callback.

To check in?

And that's going to go ahead and.

Create a follow up and it hasn't been started yet you can see the.

It changes the status there.

Goes back to the tag intervention of.

This is part of the project excuse me the tag intervention project and you can see that every project kind of has a dashboard. If you will, which is already kind of pre built out of tasks as a part of that project that are in process that are incomplete and complete that have deadlines associated with them and kind of where you are in the completion of them so from from a user training perspective. You can say. Hey kind of always be aware to check in on the left hand side right.

But you also might say well. I can't really. I don't want to say can't trust my users to do that. But you know that's tough to train them to check tasks on every single record that they're looking at right so I wish you can do is have a project associated communications to say any part of this project. I want to be able to send out an email. I want to send out the email to the user based on the task assignment so once a task is assigned.

I want this email to go out to the user that the two whom the task has been assigned that says. Hey, please, check out the link below. You've got something right. You've got something that you need to pay attention to and from there. They're going to go and it's going to you know the link doesn't work 'cause. It's This is just a sample email. But it's going to take them to that task specifically what you might say is wow. Well, there might be like 500 tasks that get created right in a week or something like that. Maybe it might be a busy week.

So, there, I don't want this person to get flooded with 500 individual emails. That's fine, which you could do as well is say. Hey don't forget you've got tasks to create this would be a deliver message that is structured around the user, meaning it would go to users.

That have incomplete tasks associated with them right so a little bit of configurable joints here, joining to any tasks that aren't complete and I want the user email. The name and maybe the task project tasks name.

From there you go back to your the content of your email and you say OK, well, hey, you know first name or hey advisor, take a look at this query and it lists your incomplete tasks. I actually have this set up to continue running and go once a week so you can allow reoccuring delivery of the same message to the recipient and you can have it go kind of once every seven days. First day of the week something like that so it's less let's say intrusive.

Or less kind of clogging up their inbox every single time IK task gets created and simply a reminder to go look at the query, right? Go check something out and as you can see here your tasks this query was I just created have included in the email to link to the email. I've got some incomplete tasks here. You can make this user where I've simply just turned it off so we have something to show because if I were to save this up, none of the tasks are associated or assigned to me.

Uh, so you know we're we're just kind of.

Using this as an example and there are currently only two that exist in the system actually are right. So you've got the concept of kind of like how to how to notify or how to alert users that something needs to be done. Some type of interaction. Something needs to be done with a student OK.

From a higher level perspective, let's go back to Kendrick. You could say, alright, the tags are great. The tags are cool, but I also need some type of really, really high level visual alert and watch flags would be a common recommendation there. Watch flags, maybe something that require kind of the highest level of alert, and something that might not actually be only temporary. Again, we're tag A tag like absenteeism or homesick or academic probation probation.

That can be applied to a student, but then taken away if they are no longer home sick or if they no longer have an absenteeism problem and you know it can be kind of come and go just like similar with populations right if you wanted to use the same concept, and apply it towards populations. People can swim in and out of populations. But if you've got something that's going to stick to a record a kind of permanently permanently in perpetuity that you want somebody to see every single time or once they land on a person's record. Let's say it's some type of warning that says, Hey FY, I.

There's something that you need to know the watch flag was the example of.

Academic integrity violation or disciplinary action taken something like that. That's constantly attached. It provides that insight to the student what you know really what you're looking at and how you may contact a student or how you may be working with a student? What type of insight do you need to see when a student knocks on your door when a student calls you or requests the virtual advisement appointment. This kind of gives you the hierarchy of data points or infant pieces of information that are really, really important for you to sit.

Plus, you know, these alerts really get you the alerts, or tasks. Whatever we're going to call him. Some type of nudge to say. Hey, you have to do something right. Let's be proactive here take takes action do take some sort of step to intervene with Kendrick before they withdraw or before they go home or before they stop out or whatever whatever that action is that you're trying to prevent Additionally. Let's take a look real quick and something like an interaction report form or contact report form.

Very similar and you could set up this form to be available to let's say anybody on campus. Let's say they don't necessarily need to be a.

A slight user you know in advanced or intermediate or slate user at all. You just make this form available to everybody on campus to say if you have any type of interaction with a student. We want to know that we want to capture back to the student records. So we can have the most clear most granular picture of kind of all their interactions with any staff member on campus. So you give him this link and you say OK. I want to pre populate with this? I want to make sure that this is who we're talking about.

Had lunch with Kendrick.

In the dining Hall.

And sorry I can't type an you can type in a subject here and you've got some interaction codes or some contact report codes that you might create these are simple interactions. Bryce I'll tell you about the look up. It's a little. It's a little nifty one, but you could say yeah. This was at it was running wasn't even an ad hoc. I can tag the interaction date. I can say who I am, or you can have if you say this is available to not only users but anybody on campus. You could have like a free text field that just says type in your name.

That way it gets captured back to the person's record, and you've got those notes, there and it adds. The interaction of running right. So then you can query on that. You can report off of that and again. If you're simply on the persons record kind of fishing through the timeline. You can see that it gets attached back through time. This is like a brand new record so this is this is how the interaction was created here and then you can always access the actual form that was submitted for that interaction report form.

Nice little trick here in Bryce could call so you've got your interactions details and these are actually structured around the interaction right. So, your system field would attach these things back and then you will want to allow duplicate interactions. But what we've done here is a little bit of magic with the enter student first name and we want the auto suggest skipped other and then you're going to suggest comma person name person forward slash name or P forward slash name.

That way when you start typing into that box right there. It's going to look across your database and autosuggest based off of the information that you that you have in your database. It will also match. That person, whatever you're typing in when it matches honor.

Secured or let's say it's Bryce or Ken Higgins. It's going to match with that person's slate buid as well. You do have a couple other options here too.

You know ensure that their typing in the right student. Let's say you have a lot of John Smiths and a lot of you know can Higgins is and you want to make sure they're doing the right one, so you could have other fields here. That kind of pre populated and you could have the submitter of the form kind of look at that information to make sure they have the right person. They've identified the right. Ken Higgins of the right John Smith so can you make it so the interaction created through the form submission does not default to 12:00 o'clock for that I'm great question Laura.

And that would be a most wonderful feedback post. I've certainly got a lot of questions about it and for those of you that might be like? What are you talking about when you create when you're filling out a form that actually adds an interaction as the result of the form submission. It actually doesn't timestamp. The interaction at timestamps. The submission of the form. But it defaults. The interaction to 12 midnight of that day. It's great question you're not the first person to ask it.

I would encourage and you know you can. You can override this. You know manually, but yeah, upload that right? Because let's say you're filling out a ton of these forms you don't want away too.

You don't want to wait excuse me. You don't want to have to manually edit every single one of those right. Yep, feedback request totally also a way to tie the form submitter if it's internal to the interaction user, yeah, cool again good. That's a good call. So, like if you're saying I'm filling out a new form registration in here internally and not via the link.

Maybe.

If internal to the interaction user, so the interaction user and the form submitter if they are. Maybe two different people. If you're doing that, maybe administrative code. That's a good call. So it doesn't look like it's it's you if I'm reading that correctly.

So you've got Steve got.

Projects and tasks you've got communication that can be associated with them. This automation, the the trick with the automation or the automatic interaction addition, vius form submission. A tag that's triggering of communication to go to user your make it trying to trim down or streamline. The process is that your users have to take to take some type of action 'cause ultimately the goal is to have them intervene or to have them take whatever the action is that they need to to get in touch with the individual student.

To again prevent melt or prevent you know, whatever whatever you're trying to prevent.

An already I'm talking too much and going overtime say user permission management. I want to zoom way out when we're talking about this.

Because it's often come up and now that we're doing. These this learning lab fundamentals of Student Success. It comes up really, really often and I'd say, This this use case is really for shared instance, but it's even coming up for folks who had first schools that have their own standalone. Student success databases coming up a lot and say how do we manage our users and particularly with the shared database?

Your user network is expanding right? For admissions. Again, to make the comparison to admissions, admissions is pretty straightforward. You've got, and I say this with the caveat that you might have more complex process. So let's say, generally speaking, it's the admissions office. You've got your directory, you've got your operations, you've got your admissions counselors who are kind of boots on the ground there, using the tools everyday. But as you creep out, kind of beyond the walls of the office of admissions, you've got varying.

User levels that you want and varying type of levels of interaction that you want with the system. The best advice that I can give is to back way way out, and I will say this to what often happens is there early on in the conversation. We always jump to the exception and I don't mean that as a bad way. But there's there's a tendency to say, well. There's an except you know, I can't categorise this one person who actually falls across three different departments and needs to see some of the stuff from admissions, but

also should see the Ferpa and HIPAA sensitive stuff, but maybe only sometimes. And really, I don't want them to access the timeline, think get form the moment, forget about those people worry about those people, kind of on the individual basis, back way out, and create three or four or five large buckets of users and segment them and say who are the Anne? I shouldn't have even put like kind of faculty and faculty and advisors next to these kind of types of access, but.

Say, the fact that you know that top line their faculty minimal access users. Let's say. I don't we don't even need them necessarily interacting with a person's record inside of slate. We want them to have some type of tangential access to slate. But they don't need to be editing, too much in the persons record. They certainly don't need to be querying or sending out emails to 5000 students and faculty is oftentimes the people in that group that comes up.

They don't really want you know the feedback is they don't really want to learn it. They don't want to learn another system. We have a tough time getting them engaged with kind of system use anyway or filling out notes or anything, but we do want them to see something we want them to see data about a student or a list of students for whom they are responsible and a portal again. That's that kind of at least access bucket and you fill that bucket up with people if it's 150 people. That's great if it's 10 people. That's great think about all the users that might be kind of enveloped into slate.

Then you've got your kind of in between bucket. Let's say it's faculty admin. Let's say it's your student success admin. Let's say it's your Deans your associate teams where you say they should have something they should be able to look through slate. They need access to some of the tools. Some of the objects, but not everything right. We still don't want them, sending that email to 500 people.

And then you've got your advisors again Advisors. The analogy would be your admissions counselors. The boots on the ground that everyday users every day, intensive users of slate. They're going to be there. They're going to be looking at person records. They're going to be.

Creating queries they're going to be sending emails, creating events. So on, and so forth. So when you get to that kind of structure where you sorry I've got three very general.

Buckets I've got three big buckets of folks.

You can then combine roles population permissions, custom permissions and realms again. We're not even going to talk about. That kind of configurable joins permissioning 'cause that like I said that that was one conversation and that's really, really at the granular level. But for those of you who might be like, I we're not even there yet. We don't even want to think about that. Yet we just kind of want to think about how we can have a couple of different offices living in slate together. Appropriately, like so that everybody needs to see the right thing.

You're really going to take advantage of roles. You're really going to take advantage of population permissions and you're really. I would encourage that you take advantage of realms.

Realms allow you to apply.

Kind of locks or permissioning around particular object since late so if you have a query.

That you only want people in the advisement realm to be able to access the addition of a realm on the query level. So on the object in slate would be where you would actually apply that realm, and then you say alright, that means that this query is actually only accessible to any user that has that belongs to that realm.

Somebody with the advisement realm, so in this case. I think it's a couple of people here, but we've got our admissions counselor admissions counselors. We've got our success. Advisors and we have our faculty. We don't really need the faculty to have maybe have any rooms because they're going to be. You know portal access only and that's kind of how let's say that's how we structured the roles. We gotta faculty. We got really limited set of they can access forms they can.

Access query in access reader but they can't do much right? So that's kind of that basic basic basic fundamental users. We've got our success advisors and they need you know they need that pretty granular access, but they don't need the admissions stuff, they don't. I don't want them to see a lot of the admissions queries in the admissions structure. Any objects that are created.

So let's take a look at serene again an. She is part of, let's say she doesn't have a realm yet, so we're going to give her a realm of advising, oops, we're going to remove advising, going to save that up, and then we're going to impersonate her. Let's take a look, I'm I'm me now I'm the all admin and we've got access to all these queries here.

For impersonates serene.

Because there are queries that are associated.

The particular realms, they become not even visible. It's kind of like the realms or viewing slate through a specific worldview right. Even the objects are taken away that are a part of a specific realm. The sometimes the feedback that I get is oh man. We've had sleep for like you we've got 1000 queries. We've got all these communications and we've got 500 users, or whatever. We gotta 100. Users and that's Fair. You know that there is maintenance or there is initial an initial strategy that you have to think about to say.

We need to backtrack here and we need to go through the maintenance like a cycle prep thing where we need to look at all of our queries. We need to look at all of our communications and assign them to the appropriate realms. Bryce could have your faculty as a data set and give them related data set related record access Reporter with their students, as well, and maybe jumping ahead great call.

Bryson and in fact, yeah, you are seeing into the future.

All that's to say you're going to have you're always going to have exceptions that is an inevitability. I encourage you though at the very, very front stage? When you get your sticky. Notes are kind of strategizing your stick in the buckets on the wall don't constantly think of the exception say who are my minimal use folks. There's going to be 10 of AM 15. You know you're going to fill that bucket. Then, who needs that kind of intermediate access. An then who needs the most kind of integrated or or in the weeds access.

The folks that are the exceptions are the folks that need to kind of live horizontally or live in multiple buckets. Those can be kind of let's say addressed on a one off basis right where you say OK well. I know that let's take a look at our users and yeah. Gene is an associate Dean gene deals with with advisement deals with currently enrolled students but also needs to see a lot of that.

A lot of that.

Admission stuff too.

So you guys are quick. I don't know if that already existed but Laura just posted the feedback request. There already so cool good job. I don't know if it was already there, or but anyway, so again not trying to oversimplify. It 'cause it's not it's complex. I get that. However, make the big buckets of users categorize them appropriately and then for the exceptions to the rule treat them as one off and you can evaluate them on a one off basis and sometimes I get into the conversation and this certainly is.

It's like a discussion it's like.

They say, well, they need to see this form, but not this form, and they really only need to see these tabs on a person's record and then really want them accessing the students timeline.

You may even ask, why you're allowing that person to be in slate at all or or let's push it into affirmative you know? Why are you? Does this person need to see that that all of the records and is there a reason why they shouldn't be seeing those particular forms. There are absolutely reason you're like. Yes, you're probably not in a Jack N. There are but just think about it and think about. That person's role and the access that they have on campus and kind of who they should be seeing or not, and could you make a case?

Specifically, for that person that says, Well, you know they're categorized in between. These two buckets and yeah. That person does have special access and could see all the things.

OK.

A new yeah, so it's 236.

Everybody cool so far, everybody having fun, I hope this is helpful so far.

Good questions, so far good comments. We've already got a feedback request out of this so this is I hope this is useful. It's always helpful for me. Let's talk related datasets. So let's talk. Everybody's used to students as the main data set right kind of the main record in slate. You've got your organizations and then your organization context. That also live as kind of pre delivered an for the advancement folks out there. You've got your funds. You've got your gifts. You've got your excuse me. You've got your funds you've got your companies and foundations.

These are datasets, individual data sets, a custom data set is not a prospect. That's not an inquiry, it's non applicant. It's not a current student, it has its own life. It has its own identity, it's own soul for thinking about another analogy, but it is an awful lot like a student record. It's got its own breath. It allows for data collection. It's got similar tab structure.

For querying and reporting so if you say we want or we need a separate data set of a group or a thing of a person or an object. Bryce brought it up. We don't want faculty to be like student records and sleep 'cause. They're not student records. Their faculty, but we still want them living in slate because we want them to have their own identity. We want to be able to email them. We want them to get information about classes that they're teaching and students in their class.

So for that you would create something like a custom data set the use case. I'm going to use here and this is getting down into the weeds like I said, This is the deep ascended pull for this hour. This conversation because what you want to do is be able to link those datasets together and say one is related to another, which is related to another in this case, we have a 3 way kind of marriage between student record custom courses and faculty so we've got our students were going to create.

A custom courses data set and we're going to create a custom faculty data set. You might ask be asking, like, well, there's courses. Can like what are you doing? Why aren't you using just the standard functionality in standard courses table? Totally cool. This is kind of a a good example. Use case of this and this came from a project from a specific school. They said no, we want the individual courses to kind of live captured in time in perpetuity. And we want to be able to track on that report off of that in the future and you'll see what I'm talking about once we.

Once we dive in each data set record has its own identity carries the information in perpetuity, and obviously there was some communication benefits. So we want these three things to be tide together so I want to be able to see what courses a student is enrolled in what courses a student is enrolled in. I want to see the faculty that is responsible for teaching that course and I want to see the courses that a particular faculty teach and what you could go all the way back. You can finish. This circle to say, and I also maybe want to see the faculty to student.

Relationship so we're going to link these things these custom datasets via embedded data set Roseanne embedded data set queries and I'm going to share real quick and again. If this is like my don't know if we're going to be able to do this. That's fine don't worry about it and I'm going to skip an awful lot of kind of the minutiae right. The actual building out because that's too much time, but we've got our custom courses data set I went ahead and created them.

Each individual custom courses its own data set record. It has its own identity for the sake of naming convention. I gave it a fall. You know a term a year. The name of the course the number of the course of the section of the course 'cause. I want that course to be unique and only live in time for the fall 2021.

And I want to see some things about those about that particular course right so you build all these out. Same concept goes for faculty. I want to create faculty as person like records they aren't person records, but they're an awful lot like person records and I want to be able to.

Build that out, OK, so they've got their own identity, they've got their own.

Kind of breath and soul, right? Let's take a look.

At a particular student so here's where the link starts to happen. I want courses to live on a student tab on an entity on a student tab OK.

So I've got my entity built out and I've got my entity rose right here. But the trick with the entity widget is I'm going to make one of the fields connected to another related data set and by way of class schedule and then tying it to the courses custom courses record quid. It's going to tie it back to that ID and in fact, another kind of trick here, you can have that field be autosuggest based off of.

The information that you start to type so when we go back to add or import. Of course here we would then pop up the auto suggest of all of our related data. Set custom courses that we created.

And I want it to be this enrolled.

And no great Yep OK fine so that's going to add it as an entity wrote to this persons tab that is designed as course class schedule from here. This link then becomes hot or clickable. That's going to bounce me too. Because I created that embedded data set row right the related ro that's going to auto suggest. It's going to bounce me to the data set record if we look here, I created a custom.

Embedded data set row and embedded data set.

Query to list very similar to how you might have on an organization's record. A list of students who applied from that particular organization. It's the same concept, right?

And it's going to then list Conversely. It's going to be less the students that are enrolled or tide to that class, so we bounce right from student that we clicked on it's going to take us to this course and we can see OK great. We can see the course custom data set record on the person's record, and we can see the person's record on the custom course.

From this course specific record we can see that.

There, I've added a couple of fields custom fields that are scope for the data set and I've done a very similar thing with the faculty specific field here? So on this course is detail form the faculty field.

Is linked?

Just like the courses information was linked to that entity field. I've got it linked here to lookout for the faculty. So it's going to go find when I start typing into that field specifically. It's going to go kind of look out at the faculty across faculty so I've already got somebody for this fall, 2021, accounting 101. Ten constants, Woodford is the faculty, but it becomes this embedded data set row, which again is clickable or hot.

Write an related so it becomes this embedded Rd to say Constance is now forever attached to this specific course and you can go to constants, so now we're going three things out. We're related here kind of from left to right. Kendrick is taking the course right.

We say, I need more information on that this specific course that in which Kendrick is enrolled here it is great no problem.

You can see the Kendrick is tide back via this custom embedded query and I could click back to Kendricks record if it wasn't already open, but I also say I need to know who the faculty is an that faculty person needs to have their own identity and their own kind of soul in record in slate and here's constants, the example. Conversely, you can see this kind of two way conversation here. This is also listing all of the courses to which constants.

Is attached so if we were to look here at the spring accounting 2020 as well? We would see her constants in the?

In the faculty field.

Now you can start getting more creative.

With.

Kind of datasets scoped object so if you say, and this was the use case for the ticket. They say we want to be able to communicate with faculty. We want to be able to send them mass communications. We want to send them in a weekly newsletter. We want to send them information about their courses. We want to send them information about the course is an about the students that are enrolled in those courses and all of that information via this related data set relationship for this related data set structure is available in Queryable.

Right and can be inserted into a message or a query that they could link to.

We want to make a We want to interact with our student with our students with our faculty and we want them to come to stuff we want to create events for them. We want to create faculty symposiums want to track their engagement. Just like we would track and be able to communicate with our student records again. I'm using faculty as the example. But kind of take out faculty and then insert whatever grouping of people on campus might best suit your use case. I'm using faculties as the example 'cause it's a decent one.

But through this.

Dataset scoped event.

You can then allow.

Um.

Faculty, a data set record these faculty members to sign up, and register for the event and attend the event. So it is by way of relating the datasets and the the data set records via embedded data set rose, which is what the example of this is so this is an embedded data set row bits and the field is actually look going out and looking for the auto suggest of those folks and.

And embedded data set row query.

Meaning you're embedding a query on the dashboard of a record that is actually relating and showing how another population or another set of records is related to that record, or interacting with that specific record.

OK, so everybody is cool right. Everybody still with me. So is there documentation following something like this so do it good question. There's documentation on how to create custom datasets. There is documentation on how to create embedded data set rose and there is documentation about how to set up embedded data set row queries. You just kind of have to read them all as in a chunk. You know, kind of all together and I can. I'm happy to kind of follow up and even in the forum I could post.

Something like that, or send a pertinent links or you know pertinent documentation to our conversation.

Can you set your auto suggest to use any sort of filtering as you go? I don't imagine you want courses from previous years, sure there's it.

Bryce good question couple ways to attack it right and it might be. You know it might be a point of training. You want to avoid kind of using the benefit of using auto suggested you don't have to have a list of 10,000 prompts right. You know where you can inactivate prompts or inactivate them based on years and stuff like that. But sure there are a couple of ways around it where it would be hidden from auto suggest particular records. There require a little bit of maintenance so you have to kind of go back in and.

And make sure that the records that you didn't want auto suggested yeah. Oh, and no well. Yeah, OK. Thank you alright alright. Thanks well interesting right OK? How is the field set to make the faculty a hot link?

So.

Same way Lincoln entity on the student record right sorry. Noelle is beating me, she's doing my job better than me. As usual for the faculty on the courses data set record custom connects to the faculty data set record grid with an auto suggest of the faculty name shocking. Noelle is correct, so let's go let's see course details.

So the actual setting here.

Going to get limited number of fields that are available. Once you create this form because it's a data set scoped form.

And you're only going to get fields that are associated with that for more related right. Then it's going to auto you know, then you're going to this actually sets. It automatically this you don't even have to do this. It's going to set that automatically with the Guidan. This suggests comma. You don't have to do anything with that OK, so it's 10 of really good questions. So far and we got about 10 minutes til for maybe other questions or if you want to kind of real back.

And take take advantage of questioning something else that we talked about again. We talked about projects and tasks. I think they're highly highly appropriate for use in the student success world.

You're you're you're automating processes you're nudging or alerting or pushing a user to do something to take some type of action. And if we're talking bout what student success is all about, it is really kind of interacting with students at a very high touch level to make sure that they're getting the attention that they need. Kind of when they need it right. And I know there are varying levels of.

Kind of strategy they said, Well, you know, we're kind of hands off. Once once the students here. We don't really coddle them or hold their hand. All that much, and I get that there's absolutely an argument for but the flip side right if you're trying to increase retention or if you're trying to intervene to do something like that, you can take advantage of that.

And then we talked about user permissions again, sorry if that was. If you've already kind of gone down that road and you said, yeah, we already thought about that then that's fine. I just wanted to back it up because I know we had that really intensive conversation previously about kind of configurable joins, custom permissions. So yeah. So and then we talked about related datasets, which is again a beautiful concept. Takes a little bit to workout to do is point. You know, there's kind of three separate sets of documentation that you have to read.

But once the structure is set up it can be highly highly valuable Laura said. Can you create a homepage. Widget that is user aware that could show any assigned task? Yes, sure I believe I tried to do that just now.

Yeah, I didn't I this is an example.

You know show I would have to filter this down to maybe attach it to the user to say you know have it be current user so that it's more user aware. But Yes, you could and then you could kind of mess around with the.

The stuff that you want displayed across the top there in terms of the columns that you had wanted displayed in.

Yeah, in the widget there. Yeah, so technically. Yes, it's possible. This is kind of a crude version that I just built out quickly, just like an hour ago.

Can you have a task that is not associated with the project right good question Bryce?

So.

You have the ability to let's just go to Kendrick Ray.

You you can create one, but it's not necessarily going to be assigned to any particular.

Project I would encourage I'm sure you've gotta use case. I would like task because tasks can get pretty big pretty quickly. I'm meaning like the volume or scale. You will just going to start creating tasks and that's totally cool, but again that kind of pre organization and having them all tide to a specific project. You know if it's outreach. Even if the even if the project is super super general right are genericized you know just just having outreach or intervention.

For these kind of categorizations of segmentation, you can absolutely do that. But yes, technically you can create a task without it being a part of an associated to a project. For that you have to query because it wouldn't come with the inherent project.

Structure here like if you were to click on it doesn't come with that kind of prebuilt because it's not really associated with anything, it would be listed kind of in La La land out there, not associated with the project, but you could attack you could access that information via query price.

Rick to sharing a query to a role user override. Override any realm limitations, i.e. What happens if a user who has the realm shares with somebody who does not have the realm?

The realm.

Would dictate?

What they can see or what they couldn't see because the round the query itself, in this case in the case you brought up.

Is forever tide to the realm?

So it wouldn't be.

It would not you know you can share this with somebody even any you can even see here. I've shared the query, meaning like technically is shared with everybody. But as a result of the role realm, the realm. Trump's everything to say, well, even though it's shared with the quote Unquote Everybody. The realm is going to dictate who actually season is able to interact with the query.

Can you create a task based off of a form submission good? Question let's try to do it?

Project task.

Yeah, OK, yeah, Bryce I think you're right test.

Alright let's try this and we want this tag intervention to go and.

Oh OK, so one thing that I could think about I didn't. I should have done this in.

Configurable joints let me play around with it.

It can be created but there aren't a lot of fields allowed it's like linking back to the form. That created is an easier right so configurable joints would allow you to get all the way back to a form response or specific form. It might be dependent on like is the form submitted or isn't is it not right. So if a form submission exists. Then a task is created I might be able to mess around with that a little bit. Probably not comfortable in 4 minutes. But yeah, lower. I could I could mess around that and Bryce sounds like prices, maybe tried to.

But I could mess around with it a little bit.

Alright so we got 3 minutes any other last minute questions no problem. Laura I hope you guys found this valuable. I like kind of talking and interacting with you guys, I've got the new showcase here that will be available to you guys soon and it will be there's going to be a ton.

More just basic use cases that are built out so that you can cherry pick what you want. You can provision it to your clean slate environment and literally briefcase out the objects that are important to you.

Thinking more of a form scoped task like doesn't exist to a slight object marketing tech requests was funny.

Right yeah that's a good call.

We could mess around with it. Let me try. But if you have questions as always, I love to hear from you guys if you want to have a a further conversation about student success and your institution 'cause. I know that there are a lot of you that aren't doing student successor or you say we're only using it for communication or deliver that's absolutely fine as well. I'm happy to have those conversations to talk about some of the benefits and like do a little bit more show until or if you have. Other stakeholders on campus to talk about it, I will. I think I'm going to continue this.

This trend and kind of make a habit out of it and maybe like a monthly community call, it's going to be very similar to this. I'll throw it up on the form and say, Hey, here are the topics that I'm thinking about. You guys can say yeah or Nay and then will operate in the same way and will take a look at a couple of examples. I might even invite a couple of you to be Co hosts of this web and our platform so that you can share some use cases as well, similar to what we did over the summer that first go around with the with Noelle who's hosting it.

So I'm going to run. I appreciate your time. I hope you found this is valuable as I did. It was wonderful interacting with you guys and thanks for the questions as always and stay in touch will be in touch with you for sure. I hope you all have a great day and a great week and will talk to you soon. Bye guys.