CommonLine V4 Import

Process Tab

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

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

   • Response File
   • Disbursement Roster

2. Select the Choose File button. The default is the location you specified when you configured financial aid and the EDE path for the campus.

3. Use the dialog to select the file you want to import and select the Open button.

4. Select the Queue Import button. Anthology Student validates the file. For example, it checks the header of the file to make sure it is the right type of file and determines whether or not it has been imported. If the file cannot be imported, Anthology Student displays a message indicating the source of the error.

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

6. Anthology Student processes the batch. When the batch is processed, Anthology Student performs validations for the file. For example, it checks if:

   • A response or disbursement is missing from the imported file (For example, if the exported file contained a student or disbursement and there is no response for the student or disbursement, it displays those records and any other errors it detects on the History tab.)

   • The file has already been imported

   If it is a:

   • Disbursement Roster file, it cannot be re-imported. When errors are successfully resolved and you import the file with the corrections, Anthology Student creates a new disbursement batch for the disbursements that had errors corrected. When you have configured Anthology Student to enforce batch integrity, the new batch will be associated with the original batch.

   • Response file and the campus is configured to allow re-importing, it can be re-imported. If no batch ID is found in the Response file, Anthology Student cannot determine whether or not the file has already been imported. If the campus is configured to allow re-importing and you continue to import the file, Anthology Student assigns a batch ID. If there is more recent data, it will be overwritten with the data in the file.

   Anthology Student then compares the student records to the Common Loan IDs. For matches for:

   • Disbursement Roster files, Anthology Student creates a batch of disbursements that can be approved to pay and a list of the disbursements that were rejected.

   • Response files, Anthology Student makes any needed changes to the applications status. If there is data in the Response file that does not match the data in Anthology Student, it also updates Anthology Student with the data from the file.

   When the job is completed, Anthology Student displays the job results on the History tab.

   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 batch statuses, review batch results, and manage the batches that you created to import CommonLine files. For example, you can:

• Review the status of all the batches that were submitted to import Response and Disbursement Roster files

• Select batches so that you can review the list of students or disbursements

For example, if you import the Response file, you can review a list of students and their approval status. If they were not approved, you can review the reason why. You can also review the list to determine the values that Anthology Student had to update because the value in the file was different from the value in Anthology Student.

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.

   Batch Type Specifies the type of file imported. Select either Response File or Disbursement Roster. Response files contain lender responses to new applications submitted by exporting and sending the Application Send files to lenders. Disbursement Roster files list disbursements that have been made by the lender to students. The information is then used to update the records for the students at your institution. Disbursement Batch If you imported a Disbursement Roster file and there are approved disbursements, you can click this link to take you to the Approve Disbursements to Pay page so that you can approve the disbursements. Duration The amount of time it took to process the job or batch. Imported By The last and then first name of the staff member who imported or exported the file.

   Name The descriptive name of the item. Started The date and time when the first job within the batch started executing. 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 statuses are Succeeded. Completed indicates all jobs in the batch have been executed, some jobs may be in the Succeeded status, but at least one of the jobs is in Deleted status. 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.

   If you imported a:

   • Disbursement Roster file, the list only displays the disbursements that were rejected (You can review the list of approved disbursements by selecting the link in the Disbursement Batch column.)

   • Response file, the list displays all the students and their statuses

   The Job Result section is displayed below the grid.

Job Results: <Batch Name>

1. Review the details in the Job Results list. The columns depend on the type of file imported.

   Type of File	Columns Displayed
   Disbursement Roster	Amount The approved amount of the loan. Borrower Name The descriptive name of the item. CommonLine ID The ID assigned to the loan by CommonLine. Disb /NumDisbs The sequence number for the disbursement. For Pell grants, if there are disbursements from other enrollments, the numbering scheme picks up where the previous disbursements left off. Import Status The status of the import for the record. The values are Processed, Rejected, and Not Supported. For example, if the record type is incorrect, it displays Not Supported. If the status is Rejected, the reason it was rejected is displayed in the Reason column. Lender The name of the lender. Lenders are configured by your institution. 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 Type The type of loan. PL and GB indicates a Plus loan. SF indicates a subsidized loan. SU indicates an unsubsidized loan. CS indicates a combination of subsidized and unsubsidized loan. Reason If the record was not processed, the reason why. For example, if the disbursement was the fifth disbursement, it was not paid because the maximum number of disbursements allowed by CommonLine is 4.
   Response	Common Loan ID The ID assigned to the loan by CommonLine. Import Status The status of the import for the record. The values are Processed, Rejected, and Not Supported. For example, if the record type is incorrect, it displays Not Supported. If the status is Rejected, the reason it was rejected is displayed in the Reason column. Loan Amount The approved amount of the loan. Loan Type The type of loan. PL and GB indicates a Plus loan. SF indicates a subsidized loan. SU indicates an unsubsidized loan. CS indicates a combination of subsidized and unsubsidized loan. Reason If the record was not processed, the reason why. For example, if the disbursement was the fifth disbursement, it was not paid because the maximum number of disbursements allowed by CommonLine is 4. Student Name The last and first name of the student.

2. To view the Student Profile for a record, select the link on the student's 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 import options (i.e., selection criteria). You can also view detailed information on the last 5 runs of a scheduled import process and manually trigger the execution of an import process.

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

   Name The name or description of the schedule. Active Indicates whether the schedule is active. 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 import 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 processing result for job. If it was 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. 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 Import Options

   Campus The campus(es) for which the schedule is associated.

   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.

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.