Configure Student Export Mapping with Aeries API

Learn how to configure an automated sync of student registration data using the Aeries API.

What's Included in this Article?

• See this Help Article for steps to create your Aeries connection in Sync Service
• Permissions
• Configure Export
• Field Mapping
• Exporting Student Address Information to Aeries
• Send a Test Record
• Assign the Connection to a School(s)

Important Note: Exporting student data is only available for organizations who are using Enroll's Registration module.

Permissions

Admins with "Sync Service Full Access" permission have the ability to configure the API connection and mapping for imports and exports.

In addition, only admins with access to "Edit Registrations" + "View Registrations" will be able to perform the sync export.

Configure Export

Navigate to Settings > Sync Service > Sync Service Login. On your Aeries API connection card, click "Configure Mapping".

In the left sidebar, click Export Student Mapping to display the Configure and Field Mapping screen options.

On the Configure tab, input values for the Registration Examples and Student Examples. Having examples of real student data will assist when mapping fields and transforming data.

• Registration Example = Registration Form ID
  • The Registration Form ID is located within an individual student's registration. The ID is the last set of numbers at the end of the URL. Copy and paste the numbers into the Registration Example field on the Configure tab.
• Student Example = Student's SIS ID or SchoolMint ID
  • The Student's ID (SIS ID or SchoolMint ID) is located within an individual student's registration under the name for you to copy and paste into the Student Example field on the Configure tab.

On the Configure tab, click Save and navigate to the Field Mapping tab.

Field Mapping

Expand each section to review the fields available to be included in your sync. Fields are grouped into sections based on Aeries data records/tables.

Moving left to right across the columns, map the the Enroll field to the Aeries field for the data you want to send to your SIS. Descriptions of each column are below.

• From SchoolMint Enroll Field: Use the dropdown menu to scroll field names or begin typing the field name and select the SchoolMint field where this data is stored in Enroll.
• Mapping Type: Choose how you want the data to be handled coming out of Enroll. Each field is required to have a mapping type selected. Mapping Type options:

Do Not Map: Use this option for fields you do not want included in your export.

Direct: Data will be sent to your SIS exactly as it is captured in your form.

Match Codes: Send a specific code for each answer rather than how the data was collected in the form (ex: Female > F)

Transformation: Reformat the data collected in the form field so it will be sent to your SIS in a specific, required format. Consult this help article for sample Transformations.

• To Aeries Field: This field will populate automatically from the Aeries API.
• Mapped Value: This column will display the data for your Student Examples (that you input on the Configure tab) to assist when confirming how data will be sent to Aeries.
• Overwrite (checkbox): This option is only available to be used when importing to have the system ignore "null" values in an import file. Ignore this column during your export field mapping.

Note: Consult this article for details on mapping Contact data from SchoolMint to Aeries via API.

Exporting Student Address Information to Aeries

In the Student Addresses section of Field Mapping, if you are mapping student address fields, Aeries requires that two additional fields be included in the mapping:

• CorrectionOrChange
• EffectiveStartDate

Both of the required fields will need a Transformation applied.

Select Transformation as the Mapping Type, then click Configure.

• CorrectionOrChange:
  • Within the Transform & Send Data pop-up, select "Value Input" from the dropdown menu
  • For the value to be sent to Aeries, input Change (as seen below, with capital "C")

• EffectiveStartDate:
  • Within the Transform & Send Data pop-up, select "Date" from the dropdown menu
  • Source Data = select Today or another date field in Enroll (e.g. submitted timestamp)
  • Source Data Format  = YYYY-MM-DD
  • Destination Date Format  = YYYY-MM-DD

Be sure to SAVE your Field Mapping before leaving the screen!

Send a Test Record

Use the “Send Record” button to test exporting one student record. 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”.

Note: If you do not include the fields, CorrectionOrChange and EffectiveStartDate, included in your field mapping, the following error message will be displayed.

Assign the Connection to a School(s)

Navigate to Settings > Schools/Programs > Manage Schools > Edit a School > Primary tab to select the API sync connection to be assigned to the school.

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