CloudBadging Tip: How to Define & Create a Dataset

CloudBadging ID Card Software

What is a Dataset?
The terms “Dataset” and “Database” are terms that are used interchangeably within CloudBadging ID Badge Management Software. A Dataset is a group of related data elements (e.g., First Name, Last Name, ID Number, etc.) organized and stored as records within the CloudBadging application. Each record that’s stored in CloudBadging will contain the necessary data to print personalized badges.

The first thing you’ll need to determine when configuring CloudBadging is how many Datasets you’ll need. The answer depends upon your Security requirements as well as how you would like to organize your Data. For example, a school may want to have a Dataset that contains Student Records and another Dataset that contains Faculty & Staff Records. Creating multiple Datasets will allow the user to separate the student information from the staff information for convenient data retrieval.

Say that your security requirements provide certain users with authorization to view only student data and provide other users with authorization to view only Faculty & Staff data (possibly with a subset of users that will have the authorization to access to both Datasets). You will need to create multiple Datasets and assign the appropriate user permissions, based on their job requirements.

Continuing this example, you might find that you would like a way to further sort the student data by grade or by teacher. In that case, you could create multiple Datasets for each grade and teacher combination and populate them with the appropriate data. More likely what you would want to do in this scenario would be to add data elements for grade level and teacher to your student Dataset.  That way, you won’t have as many Datasets to manage and toggle between when you need to find and print records. You’ll also enjoy easier data sorting.

What data should I store in my Dataset?
This question is best answered after you define the type of content that will appear on your ID badges and the data that will be used to manage your records within CloudBadging software.

To start that process, you’ll need to categorize the data on the badge into two buckets: Static Information and Dynamic Information.

Example of Static Cardholder Information
Examples of Dynamic Cardholder Information

Static information
This data won’t change from one ID badge to another. It most often includes the organization’s name and contact information, school logos and/or mascots, labels, and other standard messaging (e.g., “If found, please call 555-5555 to return this card.”). Static information will not need to be captured in your Dataset. Here are examples of static information, outlined in yellow: Dynamic information

Data that is specific to the person for whom the ID badge is being made. Dynamic information may or may not need to be printed on the card. Here are examples of dynamic information, outlined in yellow.Dynamic information can further be broken down into two separate, purpose-driven sub-categories referred to as Print Information and Record Management Information.

  • Print Information – This is any dynamic information that is required to appear on the badge (e.g., 1st Name, Last Name, Employee #, Student #).
  • Record Management Information – This is any dynamic information that will be used to manage and sort records within a Dataset. This data may or may not need to appear on the ID badge (e.g., department, employee type, grade, cost center).

Regardless of whether your dynamic information is print information or record management information, you will need to capture this data as a field within your Dataset.

For more helpful CloudBadging tips, call our Customer Success Managers at (800) 996-3581. They’ll provide you with personalized service every step of the way!

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