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Ad Hoc Export of Student Registration Data

Emily Carlson
  • Updated

Learn how to export student registrations via an Ad Hoc connection in sync service.

What's included in this article?

 

Configure Export Connection

  1. Within sync service, click into your Ad Hoc 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!

 

Download SchoolMint Field Codes

The "SchoolMint Field Codes" button in the upper righthand 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.:

 

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. 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 or tab) 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, select the Enroll field to be included in your CSV 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 "For Ad Hoc CSV 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.

 

Sending a Test Record

  1. Use the “Send Record” button to export one student record for testing purposes. The student record displayed in the “Mapped Value” column will be exported.
  2. Preview the data to be exported. If it looks accurate, click “OK, Continue”.
  3. After confirming that your single student record export was successful, click the SchoolMintSync logo to return to the Sync Service Dashboard to export all approved student registrations.
  4. Locate the connection card for your Ad Hoc connection and click the 3-dot menu in the righthand corner
  5. Select the export type (Generate or Download Students CSV) to trigger the operation to begin.
  6. 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 need to be reviewed.
  7. In the top navigation bar, use the Sync Logs dropdown and select the sync type that you are running.
  8. The status and count of records are displayed for your review and further filtering by Sync Status (Pending, In Progress, Failed, Partial Sync, Succeeded). Refresh the page to see real-time updates as your sync is running.
  9. If a record fails to sync, filter by Failed sync status and click the Failed status icon for each student to review the details that caused the issue. A “Download CSV” button is available to review record details in bulk in a separate file.

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