CommonLine V4 Export

Process Tab

Use the Process tab to specify the selection criteria for manually queued export jobs. For scheduled exports, use the Schedule tab to specify the export options.

1. In the CL Recipient field, select the recipient of the CommonLine file. Recipients are configured by your institution.

2. In the Source School ID field, select the Federal Family Education Loan (FFEL) ID configured for the institution.

3. In the Source Name field, specify the name configured for the institution.

4. In the Campus field, select one or more campuses associated with the CommonLine file export.

5. Select an Award Year or accept the session default.

6. In the File Type field, select from the following options:

   • Application Send File
   • Refund Transactions Send
   • Hold/Release Change Transaction

7. In the File Options field, select from the following options:

   • Create Batch (to create a new batch}
   • Regenerate Batch (to regenerate and update an existing batch)

   If you select Regenerate Batch, you must also select the Batch ID of the existing batch that you want to replace.

8. Select the Queue Export button.

9. On the Queue Batch dialog, review or change the name of the batch and select the Queue button.

10. A confirmation message is displayed. Select OK to continue.

11. This starts the job of processing the data and creating a batch asynchronously from the selection criteria.

    Anthology Student processes the batch and performs validations. For example, it verifies that there is a Social Security Number (SSN) for the borrower. If there are errors, you can review them on the History tab.

    When you regenerate an Application Send File, Anthology Student checks if it contains loans that have already been accepted and issues a message confirming that you want to regenerate the batch.

    When the batch completes, Anthology Student displays the results on the History tab so that you can review the results. For Hold/Release Change Transaction files, it also changes the status of the released disbursements to Batch to Send.

    Continue with the History tab.

History Tab

Batches

The History tab displays the results of manually queued jobs and scheduled jobs. You can use the History tab to:

• Review the status of all the batches that were submitted for processing

• Select batches so that you can review the list of students or disbursements (For example, if you import the CommonLine Response file, you can review a list of students, their approval status, and the reasons why a student was not approved by a CommonLine lender.) 

Batches on this tab are available for 28 days by default. Anthology Student removes them after 28 days. If you need to keep the information for a batch, use the Export () button on the toolbar.

1. Review the status and values for the batches in the list.

   Name The descriptive name of the item. File Type CommonLine export file types: Application Send files contain loan records that have a status of Ready to Send that your institution is certifying to the lender. Hold/Release Change Transaction files contain disbursements that are ready to be paid. Refund Transactions Send files contain information about amounts refunded to lenders. Exported By The last and then first name of the staff member who imported or exported the file. Created The date and time the batch was created.

   Started The date and time when the first job within the batch started executing. Duration The amount of time it took to process the job or batch. Status A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed and ALL job states are Succeeded. Completed indicates all jobs in the batch have been executed and some jobs may be in the Succeeded state, but at least one of the jobs is in a Deleted state. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled.

2. Select the refresh icon () in the footer of the grid to retrieve the current status of the background jobs.

3. If the job status is "Completed" and there is a "Details" link in the Results column indicating that the job did not succeed, you can select the Retry Batch button in the grid toolbar to resubmit the job.

   This option can be useful if an error occurred after the job was submitted (e.g., network issues, SQL cannot be reached).

4. If the job status is Succeeded, you can select Regenerate Batch in the grid toolbar to create a new batch and file out of an existing batch. A message will indicate the number of records that will be included in the batch file.

   The regenerated file will have a new Batch ID. A message will indicate the location of the regenerated batch file.

5. To remove a batch, select the Cancel Batch button in the grid toolbar.

6. For a job with a status of Succeeded, select the link in the Name column to review the records contained in the batch.

   The Job Result section is displayed below the grid.

Job Results: <Batch Name>

1. Review the details for the records in the list so that you can make any corrections in the list before sending the file. The fields will vary and depend on the type of file you exported.

   Award Year The financial aid award year. Batch ID The batch ID of the transmission file. Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. CommonLine Loan ID If a new loan is added or the contents of the CommonLine Loan ID is null, Anthology Student displays NOT CREATED. The CommonLine Loan ID will be created for each loan that is extracted during the routine that creates the Application Send file. This ID is 17 characters and cannot be edited here. File Name The name of the file. In some cases, it is the name you want to use, or previously specified, for the file. In some cases, it is the name specified by Anthology Student. Fund Source The source of this fund. If your institution is using fund source security, you must have permission to work with the fund source. Guarantor Guarantor that is guaranteeing the loan. Guarantors are specified when fund sources are configured by your institution. If a guarantor was configured for the lender, the guarantor configured for the lender is displayed by default. Gross Amount The gross amount of the disbursement before any fees. Job Created The date and time when the job was added to the background job queue. Job Started The date and time when the job was pulled from the queue and started executing. The Started time for a job will be the same time or later than the started time for the batch. Job Status Indicates whether or not the record for the student is included in the file. Passed indicates a student was included. Failed indicates they are not included. For example, if the student is missing a Social Security Number (SSN) or phone number, the record failed one or more validations and will be rejected by CommonLine Lender The name of the lender. Lenders are configured by your institution.

   Loan Amount The approved amount of the loan. Loan Begin Date The start date of the loan. The default is the start date of the academic year. For Direct loans, it must be after the start date for the academic year. Loan End Date The end date of the loan. The default is the end date of the academic year. For other loans, the date must be before the graduation date. For Direct loans, it must be before the end date of the academic year. Loan Period Days The number of days in the loan period. Net Amount The net amount of the disbursement. Anthology Student calculates the amount using the gross amount, bank fees, and the number of payments specified for the loan. Reason If the record failed one or more validations, select the View link to display a dialog that lists the reasons why a record failed validations. For example, a record can fail validations if the borrower has no phone number. Recipient The recipient of the CommonLine file. Recipients are configured by your institution. Refund Amount The amount that is being refunded for the fund source. If the fund source was configured to round all disbursements to whole dollars, the amount must be in whole dollars. Student Name The last and first name of the student. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it. Type

2. To view the Student Profile for a record, select the link on the student name. The Student Profile page for the selected record is displayed in a new browser tab if you have permission to view student data.

Schedule Tab

Use this tab to create, edit, activate, deactivate, delete schedules, and specify export options (i.e., selection criteria). You can also view detailed information on the last 5 runs of a scheduled export process and manually trigger the execution of an export process.

1. Review the grid listing the previously created schedules for the CommonLine file export.

   Name The name or description of the schedule. Active Indicates whether the schedule is active or not. Frequency Indicates the frequency with which the schedule is run. Selecting from Daily, Specific Date, or Monthly will update the frequency details to be defined.

   Next Run Indicates the date and time when the schedule is expected to run again. Last Run Indicates the date and time when the schedule was last run.

2. To remove a schedule, select the schedule and select Delete.

3. To activate an inactive schedule, select the schedule and select Activate.

4. To prevent an active schedule from running, select the schedule and select Deactivate.

5. To trigger a scheduled export process to run immediately, select an active schedule and select Run Now.

6. To view details of a previously scheduled job, select the expand icon () in the left column. The following details are displayed:

   Status The status of the job. Enqueued indicates the job is in the queue waiting to be executed. Scheduled indicates the job is scheduled to run at a future time. Processing indicates the job is running. Succeeded indicates the job was completed with no errors. Deleted indicates the job was completed with errors. Result Indicates the result of the processing for the student or item in the job. If they were successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed.

   Job Triggered The start time of the background job. Completed The date when the item was completed.

7. To edit a schedule, select the link in the Name column. The Edit Schedule - <Name> form is displayed below the grid.

8. To create a schedule, select the New button in the grid toolbar. The New Schedule form is displayed below the grid.

9. Specify or edit the following Schedule properties:

   Name The name or description of the schedule. Active Indicates whether the schedule is active or not. Frequency Indicates the frequency with which the schedule is run. Selecting from Daily, Specific Date, or Monthly will update the frequency details to be defined. Days The days of the week. Specific Date Month/Day/Year or Year-Month-Day Monthly The schedule is run every month.

   Recurrence Select the recurrence pattern of the schedule, either "Occurs every" (Hour) or "Occurs once at" (H:MM:TT). Start Date The date that an item starts or the first day it can be used. Not applicable if Specific Date is set as the Frequency. End Date The date when an item ends or the last day it can be used. Time Zone A region that observes a uniform standard time for legal, commercial, and social purposes. Notify Staff Optionally, select staff members to be notified when the schedule is executed.

   CommonLine V4 Export Options

   CL Recipient The recipient of the CommonLine file. Recipients are configured by your institution. Source School ID The Federal Family Education Loan (FFEL) ID configured for the institution. Campus The campus(es) for which the schedule is associated.

   Award Year The financial aid award year. File Type CommonLine export file types: Application Send files contain loan records that have a status of Ready to Send that your institution is certifying to the lender. Hold/Release Change Transaction files contain disbursements that are ready to be paid. Refund Transactions Send files contain information about amounts refunded to lenders. Created By The last and first name of the staff member or process that added or created the item.

10. If you want to save and: 

    • Continue making changes, select the Save button

    • Continue to add another item to the list, select the Save & New button

    • Close, select the Save & Close button

11. To close the New Schedule or Edit Schedule form, select Cancel.