Importing Information From Common App

Prerequisites

Before performing an import from Common App, see settings that may apply to your import scenario in Common App - Import Scenarios.

In Microsoft Azure (https://portal.azure.com/#home), the following folders must be available in the path Engage\inbound:

  • commonappfy-drop – To store the source file (.xlsx or csv) from which data will be imported.
  • commonappfy-processing – To store the file when the import is in progress.
  • commonappfy-processed – To store the file after the import is complete.
  • commonappfy-error – To store a file that includes information of records that fail to import. The extension of the file is inherited from the source file, and it’s named in the format <source file name>-Error.

When records are imported, their batch size is determined by the CommonAppFY Import Batch Size integration mapping record. By default, 100 records of each test can be imported in every import batch. The administrator can change this value in the Internal Option Value field in the above Integration Mapping record(s).

Importing Common App Records

The Sample - FileImport - CommonAppFY Microsoft Flow includes logic to import records from Common App into Anthology Reach.

  1. To import records, the source file must be placed in the commonappfy-drop folder.
  2. The import operation will start on the next run of the Sample - FileImport - CommonAppFY flow. By default, the flow is set to run daily at 12:00 hours UTC. The administrator can change these settings and also run the flow manually.
    • During an import operation, the source file will be moved automatically from the commonappfy-drop folder to the commonappfy-processing folder.
    • After the operation is complete, the source file will be moved to the commonappfy-processed folder.
      At each stage, the file will be automatically moved from the previous folder to the current folder.
  3. Records of the following entities will be created:
    • Contact
    • Address
    • Application
    • Application Registration
    • Area of Interest
    • Experience
    • Extra Curricular Participant
    • Previous Education
    • Test Score

    If the records are already available, they will be updated with new information.

Notes:

  • It’s not recommended to edit default logic in the flow Sample - FileImport - CommonAppFY. Instead:
    1. Copy the flow and edit logic in the copied flow.
    2. Save and publish the copied flow in your institution’s implementation.
    • That way, the original flow with its default functionality will be available if the copied flow needs to be discarded. Additionally, as concurrency in the default flow is set to 1, it's recommended to retain this value in the copied flow because performance of the operation may be compromised if it's changed.
  • The Campus Management Common App Data Model managed solution stores custom fields of the following entities:
    • Contact
    • Application Registration
    • Test Score
    • Extra Curricular Participant
    • Previous Education
    • Experience
    • Account
  • Institutions can configure additional mappings or change existing mappings in this solution to align with their business process. The Sample - FileImport - CommonAppFY Microsoft Flow includes logic to perform an import across both solutions - Campus Management and Campus Management Common App Data Model.
  • A record of the Integration Log entity is created for each file placed in the commonappfy-drop folder. It indicates the status of the integration in the Integration Status field with the values Success or Failed.
  • Scores in SAT tests held prior to 2016 can be imported from Common App, and Anthology Reach includes a mechanism to convert them to the updated SAT scoring framework implemented after 2016. These converted equivalent scores are displayed in the New SAT Equivalent Score field in OLD SAT records.
  • To import content from the <source file name>-Error file:
    1. Delete all content from the errorRowNumber, errorDetails and flowURL columns, including the column headers. These will be displayed at the end of the file.
    2. Save the file with a unique name and then place it in the commonappfy-drop folder.
      The import operation will start on the next run of the Sample - FileImport - CommonAppFY flow.