Overview
Efficiently manage student documents with Element451's Index File Importing feature. This tool simplifies importing documents, like transcripts, from third-party providers such as Parchment. It allows you to match student details with corresponding documents, ensuring accuracy and saving time.
π Note: Before following the process outlined in this article, it's important to import any additional data fields, such as contact information or high school details, through a separate data import task (if needed). This article only covers the import of documents from the index file.
Creating an Import Using an Index File
Navigate to Data + Automations > Import + Export > Import + Export.
Click the plus button to create a new Import task.
When asked what you want to import, select documents.
βClick Next.
Give your import task a name, such as Index File.
Select the source Connector, most commonly this SFTP.
βSelect the SFTP settings based on your connection.
βConnection
Click Select Connector.
Select which FTP will be used to retrieve this index file.
Path
Click on the Index File Settings tab. If you don't immediately see the Index File Settings Tab, wait while the navigation update loads.
βSelect the mode for the columns containing the following information:
Once you identify a Person Matching column, you'll notice a red exclamation mark icon appear on that row. When hovering over the icon, it will state that the matching token is not defined.
Click on that red exclamation mark.
Select the Matching token from the dropdown list corresponding to the data in your selected column.
β
The mode for all of the other columns will be skip.
βClick on the Document Types tab.
βNow, you will map your document type to Element451 Document Type(s) by creating one or more Document Type Matching Rules. Documents not assigned a valid Element451 document type will be skipped during import.
β
To add a rule, click + Add Matching Rule to Import.
βComplete the settings for your rule:
βIndex File Document Type: The document type imported from the index file.
Element451 Document Type: The document type in Element451 you wish to use for this document.
Convert to PDF: Force conversion of the document to PDF.
Tags: Add tags you want to be added to the imported document.
Folder: Select the folder where you want the document to be placed.
Filters:
Date Filter (Before date, After date, Date is equal to, Since last run, or Relative)
Size Filter (Equal, Greater than, Less than / B, KB, MB, GB)
Token Filter: Based on the person matching token (Equal, Greater than, Less than)
Click on the Notifications tab.
βIf you want an import report emailed to you or another internal user, toggle Send a report via email settings and add an email address. You can add multiple email addresses by pressing the tab or enter/return button.
βClick the Preview tab.
Review the preview to ensure your import looks accurate.
Now, you can test, schedule, or run your import using the buttons in the top right corner.
βA new tab, Run History, will appear after the import task runs. Click this tab to review the run history of this import task.
β
β