SAO Integration

Overview

Our current integration with SAO is a two-part integration. When a student submits the initial SSATB application and pays the fee online, the integration imports the contact with an applicant status, and also creates a small database application file in Finalsite Enrollment, which is a stripped-down version of our normal application.

This allows admins to use the system to email the student or their parents, as well as print letters and labels for them. Each student is imported into the system with an applicant status.

The following information is imported with the student: 

• Student Name

• Gender

• Gender Self Identify

• Grade Applying

• Year Applying

• Father Name, Home Phone, Work Phone, Cell Phone, and Email

• Mother Name, Home Phone, Work Phone, Cell Phone, and Email

• Primary Address

• Parent 3 Name, Home Phone, Work Phone, Cell Phone, and Email (if applicable)

• Parent 4 Name, Home Phone, Work Phone, Cell Phone, and Email (if applicable)

• Household 2 address (if applicable)

If your school is not using Expanded Gender Options in Finalsite Enrollment, and the applicant selects 'Self-Identify' or 'Prefer not to Respond' in the Gender field within their SAO app, the data will not come over to Finalsite Enrollment.

Click to jump to:

• Mapping Additional Student Fields

• Recommended Field Mappings

• Processing & Managing Files

• Viewing the Application Source for Students

• Sending Communications to SAO Applicants
  
  

How-To: Map Additional Student Fields from SSATB

It is possible to map additional fields from the SSATB application to feed into specified Finalsite Enrollment fields.

IMPORTANT: Before you set up the field mapping, please confirm that your field values in SAO match those in Finalsite Enrollment.

To set up your field mapping, navigate to Settings - Fields & Data - SAO Integration. Near the bottom of this page, you'll see an option for SSAT Field Mapping.

Click on the Edit Field Mapping button to open the SSATB Field Mapping window.

In the SSATB Field Mapping window, you will see a list of student fields from the SSATB application that can be mapped to associated fields in Finalsite Enrollment. Simply use the drop-down menus provided to find the appropriate associated Finalsite Enrollment field by either scrolling through the list or typing the name of the field.

See the section below for recommended field mappings.

Once you've mapped your desired fields, click the green Submit button to save your changes.

After the fields have been mapped, information will be automatically pulled from each applicant's SSATB application into their existing Finalsite Enrollment record at the scheduled daily automatic update time. In the case where information already exists in Finalsite Enrollment for a mapped field, that data will be preserved and not overwritten by data from SSATB.

Recommended Field Mappings

We recommend mapping the SAO fields in the table below to Finalsite Enrollment fields.

Pro Tip: You can review an entire list of SAO field mappings and their values  in this spreadsheet.

If you find that your site does not have a field listed above, contact our Support Team to get it added. If you find that you are currently using a different field that houses the same information, verify that the field type of the field in your system matches the field type listed above. You also want to verify that the values match if the field type is 'SingleSelectField'.

The remaining fields may need to be created within your Finalsite Enrollment site and must be mapped to specific types of fields:

*In SAO, the InterestResidentialStatus field specifies whether the student is interested in Boarding Schools, Day Schools, or Both. In other words, it represents what they are interested in, and not specifically the type of program to which they are applying.

**By contrast, the ApplyStatus field specifies whether the student is applying for the boarding or day program.

How-To: Process & Manage Files from SAO Integration

All of the remaining data is pulled into one PDF on the checklist called the 'SSATB Application PDF'. This PDF is attached to a checklist item and can be downloaded or viewed like any uploaded item.

Mapping can be set up so that certain components from the SSATB application flow into different checklist items in Finalsite Enrollment.

• For example, you can have the recommendation forms from a student's SSATB application flow into and complete their teacher recommendation checklist items in Finalsite Enrollment.

This allows for more individualized tracking of an applicant's progress on the checklist. To set up component mapping, navigate to Settings - Fields & Data - SAO Integration.

Near the bottom of this page, you'll see an option for SSAT Component Mapping. Click on the Edit Component Mapping button to open the SSATB Component Mapping window.

In the SSATB Component Mapping window, you will see a list of application components from the SSATB application that can be mapped to associated checklist items in Finalsite Enrollment. Simply use the drop-down menus provided to find the appropriate associated Finalsite Enrollment checklist item by scrolling through the list.

IMPORTANT: Make sure you have selected the correct school year (term) from the picker at the top of the window to see the most up-to-date checklist items. Once you've mapped your desired components, click the green Submit button to save your changes.

As the student submits additional documents (such as essays, test scores, etc.), the PDF will update, pulling information from the SSATB system into the PDF as additional pages.

The system checks for new documents every night at 4:30 am Central Time.

How-To: View the Application Source for Students

If you would like to see if an application came through the SAO integration or directly through your Finalsite Enrollment application, you can use the field Application Sources. Applications that come through the SAO integration will have the application source of 'SSATB'.

From Search & Reports

To search on the application source directly, select the 'Contact Record Data (everything else)' criteria in search and find the Application Sources field.

From there, you can specify which type(s) of applications you want to pull in the search.

You can also pull in the Application Sources field as a column on any search. Click on the 'Change Display / Columns' button and you can find this field under 'Contact' - 'Application' - 'Application Sources.'

Click here to learn more about searches in Finalsite Enrollment.

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From the Contact Record

You can also view a student's application source from their contact record by adding this merge field to the contact widget:

{{contact.application_sources}}

The contact widget is located in 'Settings' - 'Portal' - 'Admin Portal Content'.

How-To: Set Up Communications for SAO Applicants

If you accept applicants through multiple sources, you can set up an automated communication plan to email your SSATB Applicants once they get into the Finalsite Enrollment system using the criteria below:

• Trigger: Applicant

• Additional Criteria: Application Sources - contains - SSATB

• Perform Action: Send Email

• At this time: Immediately (or another timeframe as desired)

• Send to: All parents (or other contacts as desired)

You can also use this same setup to set a reminder for someone on your internal team, instead of sending an email. Simply change the value in the 'Perform Action' box to 'Create Reminder'.

Additional Resources

• Office Hours & Past Session Recordings

• SSAT Test Score Integration