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Imports

Enrollment Manager offers the Standard Import process which allows you to import data from any data source, including campus systems. This article provides overview information about the standard import process and links to documents describing the process in more detail. This information is designed for full suite users of Enrollment Manager. 
 
In addition to the standard process, Enrollment Manager's import utility also gives you the capability to easily import data from standard third-party data providers such as College Board SAT scores, ACT scores, and Common Application. Detailed documentation for these processes is available in the topic Third-Party Imports.

Standard Import Process

The Standard Import is used as the default method for moving any type of student-related information into Enrollment Manager. This import includes hundreds of fields that can be used to create/update Persons, Opportunities, Interests, Scores, Financial Aid data, Relationships, Person Organization records, Activities, and more. This import can be used to create automated integration with other systems as well. Since this import uses a standard comma-delimited format (CSV), it also works well for data you may receive from other sources in a delimited format.

Before using the Standard Import process, read the documentation attached to this article for detailed information on preparing your data file in the prescribed format. Once a data file is prepared, you may feed data into the standard import process by using the Import Upload Utility to upload a formatted CSV file, or by using a Web Service.

Also included in the document links at the end of this article is an Excel spreadsheet showing a sample layout for the Standard Person Opportunity Import and an overview of the integration processes for Enrollment Manager.

Processing Import Files 

All imports go into queues for processing, based upon the size of the file. Small to large import files are placed in the appropriate queue in date/time order of receipt. The largest files are distributed across multiple queues reserved for huge files, so that one organization with a large import file does not delay processing for another organization with a large file.

Pausing, Cancelling or Resuming an Import

Once an import is underway, users with appropriate permissions will see options to Pause or Cancel the import. The behavior for each is described below:
Pause: By clicking Pause, the import that is underway will stop processing immediately. Once paused, you will see the Resume button available to continue the process. The messages already queued for import will remain in the queue while Paused. Any records already processed will remain processed. This state should only be temporary. You should always either Resume or Cancel an import rather than leave it in the Paused state as records will remain in the queue and potentially block other activity. 
Cancel: By clicking Cancel, the import that is underway will stop processing immediately. In addition, any records not already processed will be removed from the queue permanently. Any records already processed will remain processed. 
Resume: By clicking Resume, the Paused import will continue processing records in the queue.

Note: When resuming an import, any message that is in progress (with up to 100 records) will be reprocessed. For Standard Import, the existing matching behavior will manage the process so no duplicates are created. For those using the Bulk Import process, however, pausing and resuming an import will likely result in duplicate records that will be merged at the end of the import. 

File Import Resubmit Process

The File resubmit process allows users to resubmit individual failed records or all the failed records for an entire import via the interface. This option will only be visible on the Import Exception form when the error is a child or core record failure. This option will only be visible on the File Import form if the import made it past upload and conversion. When using the resubmit on the File Import form, only related child and core record failures will be resubmitted.

When the Resubmit button is clicked on either the File Import form or the Import Exception form a JavaScript web resource makes an Ajax call to the ‘ResubmitImports.aspx’ page in the ISV folder on the webserver to perform the resubmit. The following parameters are appended to the URL:

  • recID – Guid of the record from which the resubmit button was clicked
  • recType – Type of record (File Import or Import exception)
  • Org – Organization name
  • Time – current timestamp (ensures the url is always unique to avoid use of cached page)
If resubmit is called from an Import exception record:
  • SQL connection for that org is looked up in the Global Operations database 
  • The xml for the record with the error is retrieved using the record GUID 
  • The xml is saved as a new import file and placed back in the import folder for reprocessing 
If resubmit is called from a File Import record:
  • SQL connection for that org is looked up in the Global Operations database 
  • All import exceptions for core and child record failures are retrieved 
  • A new import file is created by looping through each error and adding the record xml to the file 
  • The file is saved as a new import file and placed back in the import folder for reprocessing
Import Summary Email
With the 2013 version of the Standard Import, the notification email about potential duplicates will no longer be sent to someone at your institution. Instead, you are now able to see an import's exceptions through the new Import Exceptions tab for each import. You can also set up the Duplicate Detection process to find and address duplicate records.
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SampleCSVLayout.csv
(5223k)
Keith Beindorf,
May 22, 2015, 10:23 AM
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Keith Beindorf,
May 22, 2015, 10:05 AM
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