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Index File Importing
Michael Stephenson avatar
Written by Michael Stephenson
Updated over a week ago

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.

πŸ“™ 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

  1. Navigate to Data + Automations > Import + Export > Import + Export.

  2. Click the plus button to create a new Import task.

  3. When asked what you want to import, select documents.
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  4. Click Next.

  5. Give your import task a name, such as Index File.

  6. Select the source Connector, most commonly this SFTP.
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  7. Select the SFTP settings based on your connection.
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    • Connection

      • Click Select Connector.

      • Select which FTP will be used to retrieve this index file.

    • Path

      • Click Select Path.

      • Locate and double-click the folder where the .csv index file is stored.

      • Under Source Settings, enable Use Index File.
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      • Select the index file.

      • Click the Import from Selected Index File button.

      • Click Save in the top right corner.

  8. Click on the Index File Settings tab. If you don't immediately see the Index File Settings Tab, wait while the navigation update loads.
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  9. Select the mode for the columns containing the following information:

    • File Name (the name of the file)

    • Document Type (the type of file)

    • Person Matching (identifier used to match with a student's record in Element451; you can select more than one if you wish)

  10. 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.
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    The mode for all of the other columns will be skip.
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  11. Click on the Document Types tab.
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  12. Now, 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.
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    To add a rule, click + Add Matching Rule to Import.
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  13. Complete the settings for your rule:
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    • Index 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)

  14. Click on the Notifications tab.
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  15. If 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.
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  16. Click the Preview tab.

  17. Review the preview to ensure your import looks accurate.

  18. Now, you can test, schedule, or run your import using the buttons in the top right corner.
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  19. A new tab, Run History, will appear after the import task runs. Click this tab to review the run history of this import task.
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