This article provides an overview of importing the Slate Contact Counselor file using SysAdmin’s pre-built source format.
Each year, SUNY System Administration surveys every high school in New York and New Jersey to request updated information about the counselors who will be working at those schools for the upcoming year. These updated files are available to you upon request, so that you can update your Organization Contacts in Slate.
Create a Details Tab
We have created a Details tab to appear on the Organization Contact records. This tab was created to ensure that biographical and contact information is saved as a snapshot all in one place. We also wanted to store additional information such as “Active to Date”, which lets us know when the information was last confirmed.
Create the Tab
If you do not already have this tab created, navigate to Database > Records and click on Tabs.
Click the Insert link. In the pop up window that appears, enter the following information:
Create the Fields
Navigate to Database > Records and click on Fields.
This is the full listing of fields that we have added to the Details tab. You may already have some of these created, but we would recommend that if you are missing any, that you create them prior to mapping the source format. When creating the fields, you can assign the field to your new tab as necessary:
You can see the Name to the left, and the ID to the right. If you would like assistance with setting up the tab and fields, please do not hesitate to reach out to us.
The ASC Counselor ID fields is set to be Unique for Merging, and we strongly recommend that you keep it as unique for merging for future updates. You do not need the Talisma Counselor ID; that is only for our use for historical information.
Please note that Relation uses our contact_relation prompts, which includes 6 value prompts: CBO Counselor, Counselor, Director, Not Listed, Scheduling Contact, and Staff. Customize the roles as you like, but these will be the only possible values that come over in files sent from System Admin.
The File Format
The file is sent in PSV format with a .txt extension, and the filename should be “Slate_Contact_Counselor”. Pipe Separate Values (PSV) filetype indicates a file where data fields are separated by the pipe character “|”.
Download the file:
Slate Contact Counselor
Briefcase the Source Format
Name: Organizations Contacts Update
For instructions regarding use of the Briefcase Import tool, please refer to this Slate Scholar article: Briefcase Import
Mapping the Source Format
Due to the nature of how information is stored and displayed in organization contact records, some of the information is mapped in two fields. This is to ensure that information will be stored on both the Organization Dashboard and the contact record. Remember that in order to map the fields on the source format, you will first need to upload a sample file.
A brief summary of steps for importing files with a source format can be found here: Process for Importing External Leads File. For more detailed information, please refer to this Slate Scholar article: Upload Dataset Introduction
The biographical information mapped includes the ASC Counselor ID, their name, and title.
Name is broken down into three mapped fields; Record: Name (Display Name), Fields: Details – First Name, and Fields: Details – Last Name. These are broken out as Display Name shows under the Profile tab as their first and last name combined. We have added the additional First and Last Name fields on the Details tab to allow for breaking it up. This can be helpful for merge fields in mailings to counselors so you do not need to use their full name when addressing them.
You will notice that the Title value from the file is mapped in two places; Relation and Title, both under the Details tab. These will need to be further mapped under Value Mappings, once you ensure you have the prompts created for contact_relation.
This is so that although the information will initially be the same, the relation can be updated to another option if necessary. For example, a staff member may also be the scheduling contact. Breaking these out will make it easier to indicate the contact’s additional roles.
Email and Phone Number are static mapped as Device Types Email Address and Primary Phone. Under Fields, you will notice that the information is mapped in two places to display on both the organization dashboard and organization contact record.
Active to Date
This field is stored on the Details tab on counselor records to note when their information was last updated. This helps to better predict whether or not the contact information for certain organizations is still reliably accurate.