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SFTP Export of Student Registration Data

Emily Carlson
  • Updated

Learn how to export student registrations via SFTP connection in sync service.

What's included in this article?

 

Configure Student Export

Consult this help article to learn how to create a SFTP Connection in sync service.

  1. Within sync service, click into your SFTP connection card and select the "Export Student Mapping" option
  2. Under Registration Examples, enter up to five Student IDs to preview on the Field Mapping tab
  3. Save!

 

Export Field Mapping

The Field Mapping tab is where you will select which fields from Enroll correspond to the related field in your SIS. Transformations are available to format the Enroll data so it meets the formatting requirements of your SIS.

  1. On the Field Mapping tab, click the "New File" button to create the export file for mapping
  2.  In the “File Settings” row, complete the fields:
    • File Name
    • File Extension: CSV
    • Field Separator: Select the file delimiter (Comma is standard) to be placed between the field names
    • Text Identifier: Choose whether to separate the fields by single or double quotes
  3.  Use the “+ Add Field” button at the bottom of the page to add fields to your CSV export file
  4. In the first column: "From SchoolMint Enroll Field", select the Enroll field to be included in your export file
  5. In the "Mapping Type" column, select how the data should be mapped: 
    • Direct: data will be exported exactly as it is stored in Enroll
    • Match Codes: the values being exported are part of a set and each value in the file should be displayed as its corresponding/matched value
    • Transformation: data needs to be re-formatted in a specific way
    • Do Not Map: the field is not included in the export
  6. In the "To SFTP Field", enter the column header name or SIS field name you want displayed in your export file
  7. Review the "Mapped Value" column: This column previews how the data will be exported based on the Mapping Type selected. This is a useful column to check your work on how you want the data formatted.
  8. Overwrite: This option is only available for imports to send a null (blank) value to a field in Enroll.
  9. Click “+ Add Field” to add more fields to your export file
  10. SAVE!

 

Sync Data Before Exporting

Before data in Enroll can be exported, the registration data must be synced from Enroll. Syncing can be done from an individual student's registration page or in bulk from the main Registrations page.

Things to know:

  • Only registrations with the status “Registration Approved” will be exported. Registrations with a status of "In Processing" will have the "Sync to SIS" button grayed out until the registration is approved.
  • Only synced registrations will be exported. If you change registration data in Enroll but do not sync that data with Sync Service, there will not be any data to export.
  • Student registrations can be synced from both the student registration page and the Registration Dashboard in bulk.
  • If no data was synced since the last time you exported, no export file will be generated.
    • Example 1: If you attempt to export data for the first time without syncing data from Enroll, no export file will be generated.
    • Example 2: If you sync data at 10 am and export a file at 2 pm, the data synced at 10 am will be in the export file. If you do not sync later in the day and run another export at 9 pm (either manual or scheduled), there will be no export file generated because there was no data synced since the last time you exported at 2 pm.
    • Example 3: If you sync data at 10 am, make additional changes in Enroll after 10 am, but do not run another sync; when you run an export at 2 pm, only the synced data from the 10 am sync will be in the export file. The changes made in Enroll after 10 am that were not synced will not be in the export file.
  • If multiple changes are made to a student’s registration fields several times during the day, and you sync the same student multiple times during the day, the data in the Enroll field(s) during the final sync will be reflected in the export file.
  • The time required to generate the export depends on the file size (number of students and columns) being synced.
  • When a file is exported to the SFTP, the previous file on the SFTP server will be overwritten and no longer contain the previous data.
    • Example 1:
      • A file was exported to the SFTP server last night at the scheduled export time of 9 pm.
      • New students are synced today.
      • A new export file containing only data from today is saved on the SFTP server at 9 pm tonight, overwriting the one from yesterday.
    • Example 2:
      • Student registrations are synced at 10 am.
      • A manual export was run at 1 pm.
      • Another sync was performed at 2 pm.
      • A new export file is created tonight at the scheduled export time of 9 pm. The 9 pm export file contains only the students synced at 2 pm and overwrites the file created at 1 pm. 

 

Sending a Test Record

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

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

 

Exporting to your SFTP: Manually or Scheduled Daily

To export the data manually from Sync Service:

  1. Log in to sync service
  2. Click the 3-dot menu on the SFTP connection card
  3. Select “Export Students”. The export file will be saved on the SFTP server.

To schedule a daily export of data from Sync Service:

  1. In Enroll, navigate to Settings > Sync Service
  2. Use the slider to enable “Schedule Export: Registrations” to export the file nightly
  3. Set the time of day for the export
  4. Click Save
  5. Synced data will be saved in an export file on the SFTP server at the scheduled time

Scheduling Exports from Multiple School Years Simultaneously

If exporting data from multiple school years at the same time, the system will place the file for each year in its own folder on the SFTP server. This structure of one folder per year is in place for both CSV and SFTP exports.

Exported files will contain the students corresponding to the start year of the export.

The file path where each year’s folder is located is:

  • SISData > exports >2024
  • SISData > exports > 2025

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