Relationship records can be created two different ways; one way is through an import of a list of parent records you have and the other way is by creating a scheduled rule to extract the data from the family section on the student’s profile. We will be taking a look at both ways in this article.
Importing Relationship Records
This section of the article assumes you already have a basic knowledge of importing within your instance of Element451.
Once you have created your new import task and uploaded your file, you will begin mapping the first as you would for a student record (First Name, Last Name, Email, etc.). The difference here is you will need to identify the method of how you will be tying these new records to the students that are already in the system. The options you have are: Email Address (not recommended), Element ID, Social Security Number, Common App ID, School ID, Spark ID, Search ID, Salesforce ID, and Coalition ID. It will need to be something unique to the student and that is on the relationship file. When you have decided on the unique identifier that will be tying these records together, select map to field on that column. On the bottom of the window that pops up, you will see “Add Relationship” in the bottom left corner.
Select the “Add Relationship” button and a new screen will show up.
On the “Match By” drop down, you will select the field that you are matching these two records together (the field that you select “Map to Field” to get to this screen). Once selected, you will now tell this system what type of relationship this is (ie Parent to Child, Sibling to Sibling, etc.) on the “Relationship Type” dropdown. When you select the type of relationship, a new field will be exposed where you will tell the system how this relationship is being imported.
With this, you will be selecting what the relationship is to the person already in the system. Example from above: If you are importing parent records, the matched person (meaning the person who is already in Element451) is related as a child to the person being imported (the parent data). Once this is finalized, select the done button.
Once you have completed adding the relationship, complete your mapping and matching fields as normal, just be sure that the field you are matching on is strictly unique to the parent (such as email). On the “Groups & Users Type” tab, on the right hand side you will want to use the dropdown to select the default user type as “Family”.
Preview your fields as normal to make sure everything is transforming and importing correctly and then you are ready to run your import!
Creating Relationship Records via a Rule
This section of the article assumes you already have a basic knowledge of how Workflows and Rules operate.
The first step to starting this rule, is to be sure you have a segment of students who you want to be extracting family data from and creating these relationships. Typically these segments are going to be for future prospective students so you are not creating any unnecessary records in the system.
While creating your rule for this, you will want to select “Scheduled” when choosing between the two different types.
When your rule opens up, you will want to begin adding in all the different steps that are needed to create those relationship records by clicking on the blue plus button. When you select the button, you will select the “Create Profile” action and a new screen will appear.
You will follow this box in order. The first drop down is asking you to decide what type of relationship this is going to be (ie Parent to Child, Sibling to Sibling, Spouse (ex) to Spouse (ex), etc.). The next step is to select the role that is in the user’s record (ie Mother, Father, Guardian, etc.). Make sure that the Relationship and Role make sense together when creating this. The last step in this box is to add in the segment that you created for this specific role. This will pull all user records in and create any profiles that meet the role. After all is good, the add button will appear and you can select it. Example is below.
Once you select “Add” your step will be added to the rule. It is highly recommended to name each step so it is easily identifiable in case you ever need to go in and edit the rule. You will continue with these steps until you have a step for each role type. After all the role types that you would like are in the rule, turn the rule active by selecting the “Inactive” dropdown next to the name of the rule and selecting “Active”.
The last step is to set a schedule for when you would like this rule to run. We recommend running it outside of business hours so that it isn’t causing any slow down with the system while you are using it. The system dynamically will look for any family information on the students record and verify that it has an email and that the email isn’t already in use. If the email address is already in use, it will not change the profile type of that record.