Slate Spotlight on Named Spaces Dataset

Hello. Hello, everybody. Good morning.

Welcome to our Slate Spotlight today, Unnamed spaces. We're going to give it a minute or two while folks church, join us this morning, so feel free to chime in the chat. Let us know where you are.

Calling in from what the weather is like? Any fun information, Any fun plans you have for Star Wars Day tomorrow on May the Fourth, Any fun information you want to share with the folks.

Excellent. Some good people here. We got Lloyd Math here. We got Donna. This is awesome. Katie calling you from a coffee shop. Hope you're getting something nice there. It's good. I have my coffee this morning already. So we are ready to go talking all things namespaces. Oregon all the way out in Oregon. Excellent.

Excellent. Excellent. Michigan. Yeah. Still cold. I you know we're here in New Haven, right? And I it's still chilly today. I don't know what it is. I thought that by the time we got to May, it would be nice, but here we are, still wearing my jacket into work in the mornings.

Yep, no snow. Yeah, we're still talking about snow. That's crazy.

Awesome. Maybe just another minute or so as people continue to dial into our webinar today.

Excellent. Excellent, Kara. Good to have you here.

Lloyd warm, warm is 35 degrees. That is not warm. That is not warm my friends. Ohh man Ohh good. Chris over. Finally feels like spring in Iowa. That's good. Maybe we need to take a trip out there. Quick little vacation.

Excellent. Cool. I think we have a decent number of folks here for today, so we'll go ahead and get started. A couple of housekeeping, housekeeping things to note for today's webinar, One that is being recorded. So we'll make this available on our website later on. So no worries about that. If you need closed captioning, there's a closed captioning button on the top right of your screen. Feel free just to click that box and the captioning will show up.

If you need full screen, there's also the expand arrows up there. Feel free to go ahead and click that. If there's any audio or video syncing issues that happen, just go ahead and give the a refresh to your browser and things should sync back up. As we get going today, I'm hoping that this is a very interactive style conversation as much as we can be with our chat. So please, as we go along, chime in the chat, ask your questions, suggest ideas. We have some other folks on our team. We have Steven and Genevieve from the advancement.

And keeping track of all that and sort of collating those questions so we can get to them throughout this presentation. But we'll start first with sort of a high level overview, what are we actually talking about today. We'll go right into a screen share right from the very beginning. So that way we can see how all the pieces are connected and really kind of get going. So what are we talking about today, Named spaces, We are going to be walking through an example of keeping track of a namespace, a place that.

Is on campus that is takes up physical location that is a naming opportunity associated with it. So we'll talk about how to connect those spaces that you may have around campus to the main donors to those spaces. We'll talk about how to handle subspaces, you know containers with inside of spaces and then even going down even further down the rabbit hole of sub sub sub spaces or individual naming opportunity on objects is how we like.

To think about it, so the example that we'll be walking through is the Hamilton Performing Arts Center. Inside of that there are subspaces like the the the light and sound booth and the black box theater and some of those other things. And then inside of that we'll talk about individual sort of very small naming opportunities, things like plaques on seats and benches and and those type of things. And really talking about how we're thinking about it from a conceptual perspective, but also looking in and seeing how we're actually putting the pieces together.

So that's where we're starting. The first thing we'll look at is just knowing that we've named a data set to how is this these pieces of information? We've called it namespaces. So just like you're making any custom data set in Slate, simply make a data set called namespaces and you can start to add your records to that. When we look at our examples, these are the examples that we're going to be talking about today. So our Hamilton Performing Arts Center is going to be our main space level walk through and it contains different subspaces.

So we're going to go start by taking a look at what do we have here for the Hamilton Performing Arts Center. So we see a couple of things right at the very beginning. We have the name, we have a key up here, but we also have subspaces. So the control booths and the black box theater are part of this overall space. So from a framework perspective those are also data set rows in this particular namespaces data set and they are linked to this overall or this primary space. We have a dashboard here where we're showing you know.

Is that you can have pictures of the space itself show up on the dashboard. These are actually coming through from materials. So we can have materials that are uploaded. You can make a material type called the photo for the namespace, but those can then be used to then display right on the dashboard. So that way somebody knows what the space actually looks like. I'm going to jump over the Timeline and Profile tab materials and go right over to the details tab. This shows a little bit more about how we're thinking about.

These spaces and thinking about this spaces in relationship to other things in the database. So a couple of questions that we're asking for something like the Hamilton Performing Arts Center, does it contain additional spaces? Yes or no? What that allows us to do is to then know if it's a subspace or if it is a primary space.

On the details tab, you're also able to add any other custom fields that you want that can help classify what that space is. So whether that's a description, the year it was established, those pieces of information that it's just helpful to know and have consolidated in one space. You'll see we also have this capital fund link here. This actually connects to your funds data set. We'll talk a little bit more about that in just a moment when we look at some of these other ways of associating donors and constituents.

To the space, but just knowing that here you're able to have as many custom fields as you want that help characterize what this space is. If we go back to the dashboard, we saw that there are subspaces associated with the space. So if we go and we click into something like the Blur back, the Burr Black Box theater and we go take a look at that record, it's going to have a very similar look, feel, vibe as our primary space, but just slightly, slightly different dashboard where we're actually saying this is a part.

Of that larger item, that larger namespace. So the black box leader, if we look at their details tab, we'll see that that primary space is now filled in and it links to that Hamilton Performing Arts Center. This related data set row field is what's doing the actual connection between the subspace and the primary space, and that's why we're able to see them right here on this embedded data set row query.

So I mentioned that we have this fund here that's linking out to a fund record that exists in the database. What that allows us to do is have on something like a constituents tab, the ability to actually pull a list and embed in right inside the record itself. Who are all the people who've made gifts or who've contributed to the space. We're breaking this out into major contributors and all contributors. This all contributors.

Section down here. This is relying on that fun field that we have, that capital fund field. So if people gave to a fund and that fund is connected to this namespace, they're going to show up here. This will happen automatically. It will sum up what their total contributions actually are. So this will capture everything from people giving 100 bucks, 25 bucks all the way up to the thousands, 10s of thousands, hundreds of thousands of dollars will show up here.

On top of that, we have this section here for major contributors. The thought behind this was this is handled in a slightly different way where it's maybe a bit more high touch. It's not as just automatic where we want to see everybody who's given to the fund that's associated with the space. But what this is, it's the sort of.

The the Uber names associated with the space it's the the major major donors who when you were on Alexander Hamilton's record you're able to very discreetly say I want to make this space connection between this donor and that means space because they've given at the $1,000,000 level or above or a gift officer is manually managing that relationship and to an important part of of that relationship to know that they are that major contributor and it's not just sort of all of your.

Contributors.

So that's what we're looking at when we see this major contributors section here. It's really that connection from that person record to that physical space at large.

But then there's also, I mentioned that the start that sort of third layer, right. So you have the main overall space, you have subspaces that are also inside of that same data set linked together by a related data set row field. But then there's those smaller things that are just naming opportunities but where there are individual objects. So the example we're running with here are something like seats, where somebody says I want level two, row B, seat #4, I want my little plaque and I want my name listed, right?

On that, this is where an entity approach might come in handy. Where on the data sets for your namespaces you're able to say here it's individual objects that we have with some fields that make it easier for you to then report back to the donor. Here's the location, here's the type, here's the description. If it is something that is not running in perpetuity, start dates and dates, expiration dates, indicator to know whether it's.

Funded or not, but you're able to keep real time updates on these individual items and here you're managing at the individual space level or the individual object level and linking back over to the person. O whereas major contributors, you're most likely managing that on that person's record because you're dealing with your opportunities and proposals and you're doing all your contact reports right there. This is the other way around, where at a certain point it becomes more straightforward to do the managing of.

With smaller naming objects on the space itself on the entity on this record and we're linking out to that person using an auto suggest.

Inside of this contributor field.

So that's what we're doing here. We'll see. We have things that are funded up top. So we're sorting by this and we continuing down and we have things that are just not funded for these seats. So you can have it for every single one. You can make different object types if you want. So if it is a bench, maybe you have a free text field that says what the location of it is, or if it's a room or a classroom or if it's the gate. But you know, again using conditional logic, so if it is something like a seat where you want more descriptive pieces of information.

You can conditionally display that to then capture what that is.

So and this level we're linking from the entities to the person, which then lets us also on the person's record know if they have any objects actually associated with them. And we're merging in information. So we have the individual objects, we have the major contributors back on this constituents tab. We have all contributions that are coming to the fund that is associated with this particular data set. So it's a provides a nice sort of central place to go to.

To be able to see all the information about the space, about who's connected to the space, the nature of that relationship, the nature of the relationship between the fund and the space. And then you get a bunch of the other sort of data set things along with it for free. Where you're able to use the materials and store pictures and documentation. You can have dashboards on it where you're showing the pictures and including other high level information. Or maybe you're doing calculations to see how much has been coming in to support this.

Articular space. So this is the the the overall framework the overall concept. I'm curious to now look and see what questions people have. O if we're looking over here at the the chat Donna, can you add a photo at the entity level of the plaque? Great question. No the I believe that the material will only be at the data set.

Record level and not at the individual entity level. It does raise up a good point about sort of where you're drawing the lines as to.

What is the actual thing? What is the object? What is the space? At what level of detail are you looking to characterize it? So in the case of this, we made the decision that it may not be as important to know that there's a picture of the actual plaque on the seat. If that is something that's important to you and your process, that might be a use case where maybe every individual seat is its own. Maybe seating is its own data set, and maybe it's a child data set.

Underneath main spaces and it's related to that overall space. That would then allow you to have the opportunity to have materials to then store images associated with the individual items. Because at that point every data set record would then be the seat as opposed to an entity row being associated with the seat. That's a good question.

You had another question. Now can you add a, can you add more than one fund that donors contributed to this subspace? You're talking about something like this where it's multiple funds associated with the space?

Yeah, yeah, yeah you can. It would just require a slightly different configuration. This is a 1 to one relationship that we have between sort of this record and the the fund. You might also think about it from the inverse where maybe on the individual fund record, if there is many funds associated or sorry many spaces associated with that fund of having something like an entity on the fund record itself that has the related data set row field that then is keeping track of. Here are all the spaces.

Associated with that fund. So that's another option where you can then start to have this one to many type of relationship between fund and spaces.

The question come in, how are the amount fields defined, receive money only or plan giving, Yep, care. It's a great question. I think what we're doing here on these amounts is we're looking at just what has been received. I think we're also looking in this particular use case of soft credits as well. So that way it's about recognition in addition to sort of just the hard money that's coming in. Ultimately you can decide how you want to or what.

Permission you're looking to count up. If you want to count up sort of the the plans or the the pledges, you can do that as well. They can be included in this total contribution. You can break it out if you wanted to. So you may be having an embedded query that is just the planned gifts that are associated with the space, or just the pledges or just the receive gifts, but you can control what you want for that.

The space is named in honor of someone other than the donor. Can you note that? Yep. Yeah, you you definitely could do that, Barbara. That is just a question again of how you want to classify that relationship between the person and the namespace itself. So maybe that is something where on the entity that's associating the person to the space, maybe there's another field here that says, you know, it's.

The occasion, right. It's it for the the person themselves. Is it in honor of somebody or is it is it not, is there is is there something different. The other thought that we have on sort of in honor of somebody other than the donor is this might actually be something that you can just know by association where you actually have sort of the the donor who the space is actually named for be connected as as sort of the major contributor area. But on any individual gift we're going to know.

The people who gave in honor of that person through the normal gift occasions, the normal tribute giving that are there. So if somebody in this case, you know this Britton person, if they gave in honor of Alexander Hamilton, maybe it's additional gift scope field that is capturing the related data set row field that says it's in honor of Alexander Hamilton, but it's specifically for the Hamilton Performing Arts Center.

Uh, can you record the cost of a space, like a room within a building? Yeah, you you absolutely can. So for something like, you know, if there's a cost, there's a Performing Arts Center, there's a cost associated with that. That can be something as simple as a custom field that says what that is or if it is something like a namespace. So you know, the the black box theater that's within the Performing Arts Center, again, that could be a custom field that can store that information in there as well.

Great. See other questions that are coming in here. Did you?

Uh, there's a donor to a subspace. It seems that the donor would appear on the constituents tab of the subspace itself. Will they also then appear on the primary space under the constituent tab? Good question, Thomas. So you're talking about if somebody gave to the black box theater, can we also have them show up, say, on the Hamilton Performing Arts Center? Is that the the gist of your question?

Yeah, yeah you you can. So what this is doing, this is simply referencing the folks that have given to this particular fund that's associated with this record. But because of configurable joins, you're able to make that next couple of steps away to say, I want this query to include people who gave not only to this particular records fund, but also to any of the funds associated with the subspaces associated with this.

Record, so a handful of joins to then add to this query. But you can also sort of sum up people who've given to all the spaces within the main space as well.

And did you Sarah, can you show how you displayed the pictures on the dashboard from the materials? Sure, it's a slightly.

Slightly detailed thing that we're doing here. I would recommend you know after this you can provision this environment with this exact example as part of an advancement showcase clean slate from your production environment. But what we're doing here is we are saying let's load up a picture as a material. So simply we made a material type we called that material typed name spaces photo I dropped in a little memo that said here's the view from the stage but now we have this.

We have this material on the record itself.

In our dashboard query, we're going to take a look at our dashboard query.

It's our named spaces.

This is our dashboard query. What we're doing is we're doing a couple of different things. We have information about the location, the primary space, the names, the Guids, those types of things. So if it is a subspace, we'll display that on the dashboard. But what we're doing for those images is we're doing a sub query export that's a dictionary where we're joining from that data set record out to the materials associated with that record. What that allows us to do is grab the GUID for the material.

Grab the memo and then this thing I'm calling is a stream. So what this is, is just a little formula piece. I'm putting the word stream in brackets and then once I have that information and then going over to my dashboard and we'll click add from the source perspective. But we're saying for any images that exist in that dictionary, we want to have a link to the items grid and the source is going to actually be this stream.

As part of this view URL.

So that's the little magic there that does it. We're collecting another part of sleep that lets us show those images. But adding that in, we'll let us, from the perspective of the if we go back over here from the dashboard, be able to not only see it here, but also upon click, be able to see it in a larger, more full size.

Another one from Kara. How are folks handling outdoor name spaces? One main outdoor namespace record with a million subspaces for all the trees, benches, etcetera, other things that people are are doing. It looks like you have one sort of response back to you carry in the chat about.

Who offer college spaces from Raymond over at Walford that all the other spaces including outdoor space rolls up in. So that is a good idea good thought. Other ways to approach it is to is to actually just look at your campus right and sort of group things by what makes sense. If there's an outdoor space of a quad is there the ability to name it something or to define it by if you're in a city, city blocks.

Right. Katie in the chat too of buildings at its closest to most spaces typically will have a name to it. You know the university are the Commons the whatever else it actually is. And so I think that you probably don't want to have something for all spaces if there are many naming opportunities within it, but actually sort of segment them out. Yep. Matta Grid, right. That type of thing works well. This is also where sort of your your planning department you're grounds folks.

They probably have some version that they're referring to these spaces as and so there probably is some sort of name to it that you can adopt.

These are all great questions.

Great questions. Any any more questions, things that people are interested in seeing. Also just reiterate that this example is live, it is working, it is in the advancement showcase, clean slate environment. So you can see how to do, how we did these images. You could see how we're doing the queries and how we're referencing the record here, how we're making these entities and initially explaining funded, not funded, those type of things.

Yeah, grid system does work well for for bricks. A lot of lot of bricks in small amount of spaces. So that's exciting.

Other thoughts? Questions. Things that people want to see have us dive into a little bit more.

Has anyone tried using Google Maps to display locations on a map?

Well, that's a great thought. Late. I don't think I've seen anybody that has done that yet. I think it is something that is certainly possible, Yep. Or any sort of gas type of system where you're able to do that from our perspective should be relatively straightforward to do, right, if you, you know the coordinates or you get the lat, long or you're able to store that on the record.

Displaying it visually with sort of a maps API type of thing seems like a very cool idea. Very something that could be implemented and relatively easily.

The other thing that you know, if you wanted to sort of notate the actual address location information, so something like a building is probably easier than something like, you know a brick right, where you have to go so many decimal points into the lat long to know the exact location of that. But because this exists as a data set, you're able to have address information. So you can actually put in what is the street address for the Hamilton Performing Arts Center. That of course will show up over here on the right hand side.

The map along with the address information right there O another very important piece of information that can be stored in a very standard way because we're storing this information as data set records.

Awesome.

Other questions folks want to know about this, you know from a again, from a conceptual framework perspective.

We have our overarching space. What's the main space that we're talking about? That's a data set record. We have what are the subspaces or the spaces that are contained within the overall space? That itself is also a data set record in the same data set and it's connected via a related data set row field that we're storing here on our subspaces. So if we look at the black box, see there the details, we're linking the subspace to the main space through that related data set row field.

Form those connections and then down to the individual objects we're looking at those from an entity perspective that then link out to individual constituents or donors for those individual naming objects opportunities with inside a space. So sort of start big, get more narrow and then kind of a certain point it doesn't make sense to be its own data set record. It makes sense to live as something like an entity.

Excellent. Justin has any feedback requests coming for lat and long to be added on addresses? They are so we will actually we will code the addresses for for yeah we will code latitude and longitude for addresses. So it is there.

Is there Thomas, Is there a way to link forms and events to these spaces? Yeah so in events you're able to connect out to data set records so that related records auto suggest that are on events that can connect out to the named space. You're also able to when you do the auto suggest on the location for an event, that will also pull from your data set records as well. So you can absolutely connect your events to the space itself.

Great.

Excellent. And Lloyd, I extract Latin loan experts and configurable joints. I believe like that it is there in configurable joints. I'll have to double check, but I think that you're able to get the along just directly on the address.

Quick peek right now since we're running a little bit ahead on time.

So we get our addresses here.

To do.

What's the price of material?

To join maybe 2.

I'll take a look and see. I seem to remember seeing it somewhere. I'll follow up with the community forums about that.

Great.

OK good good point in the chat if anyone here is coming to Summit there is an advancement happy hour since this is an advancement focused conversation on that Wednesday night so feel free to there's a link in the chat OK provided where you can go and sign up to do that. Also on that Wednesday there's a couple of pre conference sessions that I hope folks will come to One is on sort of a the data journey associated with your your your sleep.

Environments. So from admissions, student success to advancement and then there will be two back-to-back affinity groups specifically for our advancement community where we're getting everyone in a room. We can talk about all the things that are in your mind, connect with other folks, but should be good. So definitely check it out on Wednesday in Nashville and about 29 days and I don't know one hour or less than one hour maybe or 28 days and 23 hours somewhere around that, but we hope to see you in Nashville.

All right.

To one more question coming in from Adrian, right before we go, how named donors tab is Wired and the mid show list of contributors. Yep, so we did cover that a little bit Adrian. But when we're looking at sort of the contributors, how this is all connected up, this all contributors is connected based on people who've given to the fund associated with the named space record, the major constituents.

Are connected actually from the constituent record themselves. So here on the details tab where it's an entity that, oops sorry, the Involvement tab, where it's an entity that connects out to the data set record. So that's how we're ultimately connecting them, are those related data set row fields and their linkages between both the person, the namespace and Fund.

Tommy, can you show me one more time how the end user can type in a name of the namespace when they were looking at all the plaques associated with the space and concho how the end user and entity record if they have a plaque associated with them. You're talking Donna about the this over here, how we're doing the auto suggest for the the name here?

And then showing that on the person's record.

Cool.

Yeah, so the way that that works is on your entity widget. This is a form that is we're using to build our widget. So here's where we're able to do the auto suggest to search for people records. What we're doing is on the entity widget form itself that lives over here in the forms section. So if I go here and we go to.

Name.

It says.

The opportunities that we have here.

On the form, what we're able to do is for that contributor, what we're doing is we're saying I want to connect it out to my entity and I'm going to look for that person squid. So we're doing now an autosuggest for that person's name. We're storing the ID and that makes the connection between the entity rope and that person. It looks like you're you're clarifying, you're asking from the other side of things as well. It's the same concept but instead of going from entity to the person or going from person to the data set and so.

Same sort of thing again the end user side of it, if we are on Alexander Hamilton's record and you're saying I want to associate them to a new space. So maybe it's now the control booth or now the black box theater when you start typing in here, auto suggest is coming again from the settings we have on our form. So if we go to physical space association entity over at our form.

Physical space association. This is our entity widget. This is what we actually are making when you see that OU.

We click these are the two fields that we have. So this first one for that physical space where we're doing is we're saying we want to map it to that physical space name that ID and where auto suggesting for this particular data set we're saying when you type in the name, search this data set and look for that name. So this is possible because of a field that we have called physical space name that is set up as a related data set row field. So in your fields section.

Like oh here I'll search for related.

Or name spaces. I think it's what we actually called it.

Physical Where are we?

Who?

Probably just not seeing this right here. This guy right here, right. Related data set, row field. So this is we're saying we're making that connection from that entity out to that data set that exists.

A lot of pieces involved with making these connections, especially when we're talking about sort of related data set row fields and the connections between them and entities and the records themselves.

Great. Yeah. And Adrian, thanks you for the question and for Sarah for getting back. But yeah, the related data set query, that's where we're able to show this list. So those are made, they're in a system sub tab which lets you then reference it as a related data set query field on the field. You then choose that query. That's how it gets associated and able to be displayed on that tab. There's documentation out there that.

Exists for showing how to get these queries to show up on tabs as well as on the dashboard.

Great. I think we may have gotten to all the questions. We'll do one final call for questions on this.

And again, I imagine that most folks will will continue to customize this to suit your process based on how many spaces you have, the degree of granularity that you want to capture around all the salient details in terms of materials, spaces, subspaces, individual object naming, opportunity mapping down to the latitude and longitude, the individual points. So I I would suggest using this as sort of a framework, as a concept and then continuing to adapt and build.

Of that.

With that, I'll go ahead and say thank you everybody for joining in the conversation today. Great questions. I, I'm so glad you were all able to be here. Continue to check out all the events on sleet stage that are happening between now and Summit and we'll definitely see you in Nashville in just a handful of days. Come in that Wednesday, come to some of these different affinity groups that we are having. Come to the happy hour for advancement. I'll be there as well. I need to sign up on your form, Katie.

But it'll all be good, so enjoy the rest of your day. May the Fourth be with you for tomorrow and we'll see you all very soon. Take care everybody. Bye.