Learn how to import applications into Enroll using an ad hoc sync service connection.
What's included in this article?
- Considerations
- Requirements and Required Fields
- Order of Operations
- Configure the Ad Hoc Connection
- Field Mapping
Considerations
- Applications can be imported, but Registrations cannot be imported.
- Students not yet imported into Enroll are required to have an ID, either a district ID or other random ID assigned by your admin team. This ID must be provided to your CXM contact prior to completing the application import.
- Important Note: Your admin team is responsible for communicating the assigned ID to families. Enroll is not available for sending out the assigned ID as Guardian Accounts will not yet exist in the system. Once IDs are messaged to families, they will be able to use the ID to look up their student and attach them to their Guardian account in Enroll.
- Guardian accounts cannot be imported and guardian<>student associations cannot be created via an import.
Requirements and Required Fields
Before importing applications, the following elements must exist in Enroll:
- Programs must exist in Enroll before applications are imported
- Programs must have an assigned application form
- Students must exist in Enroll before the applications are imported
The following fields must be included in your CSV file when importing applications into Enroll:
| Name | REQUIRED Table.Field | Formats and Defaults |
|---|---|---|
| Student ID or District ID | students.id - or - students.student_district_id | |
| First Name | students.fname | |
| Last Name | students.lname | |
| Date of Birth | students.dob | YYYY-MM-DD |
| Program ID or Program Name | applications.program_id - or - applications.program_name |
Additional fields to consider adding to your application import CSV file:
| Name | OPTIONAL Table.Field | Formats and Defaults |
|---|---|---|
| Submitted Timestamp | applications.submitted_timestamp | YYYY-MM-DD HH:MM:SS, or default is date of import |
| Withdrawn Status | applications.withdrawn |
0 = no, 1 = yes, or default is 0 Note: withdrawn =1 in the import file does not remove an application from an active lottery list. Applications must be withdrawn manually in Enroll if you want to remove from a lottery list. |
| Submitted Status | applications.submitted | 0 = Not Submitted, 1 = Submitted, or default is 0 |
| Eligibility Status | applications.status | -1 = In Processing, 0 = Ineligible, 1 = Eligible, or default is -1 |
| Application ID | applications.id | |
| Student Gender | students.gender | |
| Grade Applying To | applications.grade | |
| Eligibility Timestamp | applications.status_timestamp | YYYY-MM-DD HH:MM:SS |
| Rank Provided by Family | applications.choice_rank |
CSV File Example
- Note: Your column headers cannot contain special characters or spaces, only underscores are permitted
Order of Operations
When importing applications, we recommend that you follow this sequence:
- Import students so that applications can be created and attached to the correct student
- Import application data to create the application
- Import any data that is saved to the student_annual table
Configure the Ad Hoc Connection
Application Imports are available via an ad hoc connection in Sync Service. Consult this help article to learn how to set up an ad hoc connection.
1. On the connection card, click "Configure Mapping" and select "Import Application Mapping" in the left sidebar.
2. Click “Choose File” and locate your CSV file that contains the application data to be imported.
3. Enter the name of the Student ID field used in the CSV file to be imported
4. Enter the Student First Name field name used in the CSV file
5. Enter the Student Last Name field name used in the CSV file
6. In the “Application Examples” area, enter up to five Student IDs with associated Program IDs to preview how your data will be imported into Enroll
7. Click Save.
Field Mapping
On the Field Mapping tab, open the Application Fields section to view the fields from your CSV file available to be mapped.
1. Use the dropdown menu to select the application field to be imported from the CSV file to the SchoolMint Enroll field. At a minimum, you are required to map to the following application fields in Enroll:
- Student ID and
- Program ID
- fname
- lname
- students.DOB in YYYY-MM-DD format (use the “Date” transformation when mapping if the source date is in a different forma)
- program_id or program_name
2. Check “Overwrite” in the column on the right side of the fields if you want null (blank) information in your CSV to overwrite what is already in Enroll. Otherwise, leaving the Overwrite box unchecked will not permit null values to overwrite existing data.
3. Click Save.
4. Click the "Send Record" button to import the application data for the student example that is visible in the column "< Mapped Value >".
5. Use the SchoolMintSync logo to return to the home page where the Ad Hoc connection card is located.
6. Click the three-dot menu in upper righthand corner of the Ad hoc connection card.
7. Select the “Import Applications” options to import all applications in your CSV file.
8. Also available under the three-dot menu on the ad hoc connection card, use the "Sync Logs: Import Application" option to review the results of your import.
Applications Stuck in Pending Status
If applications remain in a Pending status in your import for more than 10 minutes, you may need to use the Complete Pending Application Sync tool to move them forward. To do this:
On your Sync Service Dashboard, open the kabob menu on the connection card currently syncing applications.
Select Complete Pending Application Sync.
Return to your Import Logs to confirm that the applications have resumed processing.
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