Ad Hoc CSV Sync Setup and Importing Students

Learn how to create an Ad Hoc Connection and Import Students in Sync Service

What's included in this article?

• Setting up the Ad Hoc CSV Connection
• Assign your Ad Hoc Connection to a School(s)
• Import and Export Types Available for CSV Connection
• Configuring your Ad Hoc Connection
• Download SchoolMint Field Codes
• Student Import Field Mapping
• Sending a Test Record
• Completing an Ad Hoc Sync

Setting up the Ad Hoc CSV Connection

1. From within Enroll, navigate to Settings > Sync Service and click on the "Sync Service Login" button

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2. Click the "Add Sync Connection" button
3. Add a Name for this connection
4. Select Connection Type: Ad Hoc CSV
5. Click "Connect"

Important Notes: 

• The same Ad Hoc Connection can be reused for a variety of imports/exports. You do not need a unique connection for each type of CSV file being imported/exported. However, you may want to consider a separate Ad Hoc connection for imports/exports that you will use on a recurring basis and keep another connection for truly one-time importing and exporting.
• The field mapping for a connection does not save from one import/export to the next unless the file name is identical to the file name used when the mapping was created.

Assign your Ad Hoc Connection to a School(s)

Select the sync connection to be assigned to the school on the Primary settings tab for a School (found under Settings > Schools/Programs > Edit).

You also have the option to assign the same connection to several schools at once using the Bulk Action > Set Sync Connection option.

Import and Export Types Available via Ad Hoc Connection

Once inside the Connection card, the left sidebar displays the types of data that can be imported or exported via the ad hoc connection.

Ad Hoc Imports

• Admin Users
• Applications
• Cutoff Numbers
• Programs
• Schools
• Students
• Seat Tracker Mapping

Ad hoc Exports

• Students

Configuring Your Ad Hoc Connection

Clicking on an import/export type in the left sidebar surfaces configuration items to be completed.

Importing Students

• Use the Upload CSV file button to select the CSV file that contains your data
• Populate required fields: the field names must match exactly how the column headers are named in your CSV file. Confirm that special characters are not included in your file's column headers. (It may help to copy/paste directly from the file)
• Student Examples: entering the Student Unique ID for up to five sample students allows you to view how the data will be displayed during the Field Mapping step
• SAVE!

Download SchoolMint Field Codes

The "SchoolMint Field Codes" button in the upper right corner of the page is available as a resource when creating Match Codes and transformations.

Sample Field Codes: custom fields from your forms, states, countries, languages, etc.:

Student Import Field Mapping

The Field Mapping tab is where you will select which fields from your CSV file correspond to the related field in Enroll. Transformations are available to format the data from your file to store it in Enroll in your desired state.

Use the down arrow next to each category of data to expand the section to view all fields available for mapping:

• Student Information
• Guardian Information
• Emergency Contacts Information
• Custom Mapping

"From Ad Hoc CSV Field" column: Within a section use the dropdown menu in the left column to select the field from your CSV file that matches the corresponding Enroll field.

At a minimum, you must map the following fields when importing students:

• students.student_district_id
• students.fname
• students.lname
• students.DOB - (Must be in YYYY-MM-DD format. Use the “Date”  transformation when mapping if the source date is in a different format)
• students.sis_school_year (If this field is not in your CSV file, Use the “Enroll School Year” or “Value Input” Transformations to input the current year).
• students_annual.sis_entrydate (If this field is not in your CSV file, Use the  “Today” Transformation to input the current year)

Pro Tip: To confirm field names in Enroll, use the "Form Field Download" button found under Settings > Forms to generate a file with all of your form fields and how answer option values are stored.

Mapping Type column: Select if the data in the file will be mapped (included in the import/export) and how it should be mapped:

• Direct: data will be sent to Enroll exactly as it is formatted in the CSV file
• Transformation: data needs to be re-formatted in a specific way
• Match Codes: The values being imported are part of a set and each value in the file should be displayed as its corresponding/matched value
• Do Not Map: the field is not included in the import/export

Mapped Value column: This column previews how the data will be imported/exported based on the Mapping Type selected. This column is useful for checking your work on how you want the data formatted.

Overwrite column: If this is enabled (checked) for a field, the import will insert a null value in Enroll, replacing the existing field value in Enroll with a blank for each student in the CSV file. This is a useful option when correcting or removing erroneous data in a specific field for many students.

SAVE!

Sending a Test Record

Use the “Send Record” button to test one student record before processing all students in your CSV file. The test record is the one being displayed in the “Mapped Value” column.

Preview the data to be imported. If it looks accurate, click “OK, Continue”.

• If you receive an error: "Organization does not accept Imports at this time" confirm in Enroll (Settings > General) that you have enabled importing of data for this school year

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Completing an Ad Hoc Sync

Once your CSV connection is configured and field mapping complete, navigate back to your Sync Service Dashboard by clicking on the "SchoolMint Sync" logo.

To trigger the sync operation for all students in your CSV file:

1. Return to the Ad Hoc Connection card
2. Click the 3-dot menu in the upper right corner
3. Select the action that matches your CSV file
4. A green message block will display “Sync Operation Successful” confirming that the sync operation was triggered successfully and is running in the background. A red message block will appear if another sync is currently running or if your connection details or mapping is blocking the sync and needs to be reviewed.
5. Check your Sync Logs in the top navigation bar to confirm sync status/completion or to filter for sync issues.