This guide relates to our legacy Import + Export Module.
While available until March 31, 2024, we encourage you to experience the benefits of our upgraded Import + Export Module. It's designed to streamline your workflow with enhanced capabilities.
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Fields to Map in the Import Task
When importing applications, you can map as many fields as you want, but there are a few required fields to make sure these applications display correctly on the student profile and in the Decisions module.
At minimum, we recommend mapping the following:
Milestones
Application Start Date (user-milestones-application-start-date)
Application Submit Date (user-milestones-application-submit-date)
Application Start Term (user-milestones-application-start-term)
Application Submit Term (user-milestones-application-submit-term)
Application Start Major (user-milestones-application-start-major)
Application Submit Major (user-milestones-application-submit-major)
Application Major (user-applications-major)
Application Term (user-applications-term)
Application Submitted Time (user-applications-submitted-time)
Application Status (user-applications-status)
Status can be "submitted", "started", "completed"
Note: You will notice that you may have one column for major in your file, but need to map it into several milestone and application fields. This is where calculated columns will come in handy, especially DS_MAP. More information here.
Note: Most files you import won't have a column for the status field, but you can add a calculated column for it. If all students coming in have submitted the application, you can simply put "submitted" (with the double quotes) into the formula screen. More information on calculated columns can be found here.
There are other fields we commonly see come in with applications as well:
Application Campus (user-applications-campus)
Application Degree (user-applications-degree)
Application Student Type (user-applications-student-type)
Scoping Fields
When mapping the fields mentioned above, red gears will appear next to them. If you click into them this is where we map the application fields to a specific application in Element. For example, if you are importing graduate applications, you would select your graduate application you created in Element.
I addition to selecting an application, you will need to set up the transformations. More information on mapping fields on import can be found here.
Move the Imported Applications to Decisions
If these applications have a submitted status and you want to see them in the Decisions module there will be a few extra steps that need to be take prior to running the import task.
First, you will want to create a label and add it to your import so everyone from the import gets a label added to their profile. It can be named something like "Imported App to Decisions" or get specific and say "Common App Application". When creating the label, you will want to copy the taxonomy code for it, add a calculated column to your import and put the taxonomy in the formula field between double quotes, similar to the Application Status set up.
Next, create a segment that looks for profiles with that newly created label and save it.
Last, create a rule where the step uses the "Register Application in Decisions" action and select the application name. Your trigger will be "Joined Segment" with the newly created segment. Set it active and you are good to run your application import!
