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Custom Data Services: Gateway-to-Prep to Finalsite Enrollment

Josh
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Overview

For schools using Gateway to Prep, Finalsite Enrollment offers an import template that can be used to import Candidate Profile data into Finalsite Enrollment.

In this Article

Customer Responsibilities

The client will provide Finalsite Enrollment with the following items:

  • A completed copy of the field selection document indicating which fields you would like included on your import template.
  • A sample export of the Candidate Profile data for testing purposes.

The client will self-import the file upon creation of the import template by Finalsite Enrollment

Finalsite Enrollment Responsibilities

Preparation of the import template.

How-To: Prepare & Use the Gateway to Prep Import Template

The Gateway to Prep import process involves taking the CSV file provided by Gateway to Prep and processing it for import into the Finalsite Enrollment system. The Self-Service Import Tool under the Fields & Data menu option allows full update and create functionality.

To prepare the template, follow these instructions:

  1. Copy and paste the Candidate Profile data exported from GTP into the source_edit sheet of the GTP Import Template.

    Note: If there is data in this sheet from a previous import, do not delete the rows as this will break the formulas in the import sheet. Instead, you will want to highlight the rows and hit the ‘delete’ key on your keyboard or highlight the rows, right-click, and select the ‘clear rows’ option within Google Sheets.

  2. Click on the import sheet. You will now need to download this sheet as a CSV. To do this, go to File -> Download -> Comma-separated values. Once downloaded, it is best to not open and resave in Excel. This is because Excel automatically converts special characters within a CSV.

  3. Navigate to your Import Data Page in Finalsite Enrollment under Settings → Fields and Data → Data Import.

Import Options

In the Validate an Import window within Finalsite Enrollment, you will want to select the options listed below. For detailed instructions on how to use the Import Data Tool in Finalsite Enrollment,

  • Import Data - Click 'Choose File' to select the saved. CSV file from your computer that you want to import.
  • Import Mode - Choose 'Create' to create these new contacts in the system.
  • Import Description - Description of what you are importing. Being specific in your description is helpful so that you can easily locate a certain import later on.
  • Dry Run - Check this box to run your import as a dry run test to see if everything will be imported without errors. No data will be created or updated when you perform a dry run. You will need to rerun the import without this option selected to create or update the data.
  • Use Mapping Template - Leave Blank
  • Run With Duplicate Matching - Leave Blank
  • Validate Button - Click here to run the import validation. You will receive an email when the import either stops due to errors or is completed successfully. You can wait and refresh the page to see the status or come back to the page later. 

Please note: Depending on how many students are on the import file, the import could take up to an hour to complete in Finalsite Enrollment.

Duplicate Matching

Once the import is successfully imported, you will need to merge all duplicate households and contacts. Detailed instructions on how to do this can be found via the links below:

Duplicate Household Matching Instructions

Duplicate Contact Matching Instructions

Re-using the Template

Because each cell on the “Import” tab of the template contains a formula, you never want to delete data from this tab.

Google Sheets

To prepare the template to be re-used for the next import, simply go to the source_edit tab and highlight all columns with data (exclude the headers), and hit the delete key on your keyboard. Instead of hitting the delete key, another option is to right-click and select the ‘clear rows’ option.

Preparing an import in google sheets.

Excel

To prepare the template to be re-used for the next import, simply go to the source_edit tab and highlight all columns with data (exclude the headers) and go to Edit → Clear → Contents.

Preparing an Import in Excel.

If you have a different version of Excel, this may look different.

Now the template is ready to be used for your next group of students! Simply repeat the steps above for a new import.

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