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Migrating Data from WebAdMIT to Slate

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While the CAS API is the preferred method for delivering data and documents directly from the CAS application to Slate, there may be data you've input directly in WebAdMIT that you'd like to have in Slate. To migrate this data, you can use a supplemental export from WebAdMIT.

Setting up the Supplemental Export

If you've already successfully implemented the CAS API to Slate integration, you can set up a supplemental export from WebAdMIT by following the steps below. Note the steps listed here are for extracting data from WebAdMIT. Documents can be exported from WebAdMIT and delivered to the Slate SFTP, but will not automatically be attached to the Slate record via the templated All CAS by Liaison – Documents Source Format, which is configured for the CAS API.

Getting Started in Slate

To get started, follow these initial steps in Slate:

  1. Determine which folder on the Slate SFTP these files should be delivered. By default, the CAS API files are sent to incoming/liaison/. You may use the same folder or create a new folder.
  2. Ensure that the WebAdMIT IPs are whitelisted on the existing CAS/Liaison Service Account user in Slate or create a new service account for WebAdMIT. Here is the full list of IPs to add to your safelist:
    • 44.196.149.171
    • 18.211.99.194
    • 34.231.157.239
    • 52.71.217.11
    • 54.161.89.200
    • 54.205.199.53
  3. Determine which fields you want to export from WebAdMIT and ensure that fields are configured in Slate to store the data.WebAdMIT custom fields, local statuses, and decisions are commonly exported.

Setting Up in WebAdMIT

To set the supplemental exports up in WebAdMIT, follow these steps:

  1. Create a list in WebAdMIT identifying which applicants should be included in the export.
  2. Create an export in WebAdMIT identifying the data in the export. Make sure your export is set up as follows:
    • Set the file to Multi-row Designation file (.csv); if an applicant has applied to multiple designations at your institution, this setting will create a new row for each designation.
    • Include Applicant: CAS ID (cas_id) and Designation: Program Identifier (designation_program_lookup_id). These fields will be used to match on the CAS/Liaison Application ID in Slate.
  3.  Manually run the export to use for mapping the Source Format in Slate by clicking on the export name in the Export Manager list.

Setting Up in Slate

To set things up in Slate, follow these steps:

  1. Create a new Source Format with the following settings:
    • General
      • Format: CSV
      • Type: One-Time / Differential
      • Unsafe: Safe
      • Update Only: Update only
    • Format Definition
      • XML: <layout b="," h="1" t="&quot;" />
    • Import Automation
      • Import Path/Mask (if using the default SFTP folder): /liaison/FILE NAME.csv.
        (For example, if your export file name in WebAdMIT is WebAdMITDecisions then the Import Path/Mask will be: /liaison/WebAdMITDecisions.csv.)
  2. Upload the test file from WebAdMIT.
  3. Once processed, edit the mappings as needed. Ensure that you are mapping the CAS/Liaison Person ID as a Field Mapping and the CAS/Liaison Application ID as Field Fusion
    • cas_id: CAS/Liaison Person ID
    • Field Fusion: cas_id + designation_program_lookup_id = CAS/Liaison Application ID

Setting Up Automation

To set up the automation for your supplemental export, follow these steps:

  1. Create a Destination in WebAdMIT; the information for configuration is in the SFTP Access section on the Roles tab of the Service Account from step 2 of the initial set-up.
  2. Create a Schedule for the file to run. For the initial set-up, you may set the schedule to Repeat: Once and select a time.
  3. To test the automation, run a file on-demand through the schedule.
  4. Ensure that the file has been received on the SFTP and has attached to the correct Source Format. 

Preparing for Go-Live

To ensure you're ready to go live, follow these steps:

  1. Ensure the List, Export, and Destination are created in the production WebAdMIT environment.
  2. Create a Schedule for the file to run. You can create multiple schedules if you would like the file to run more than once a day.

Performing Annual Maintenance

Review the following information to aid in your annual maintenance process.

WebAdMIT Maintenance

To keep things running smoothly, you'll need to perform annual maintenance in WebAdMIT. That involves following these steps:

  1. Ensure that the Transfer Settings process is completed in WebAdMIT. The Transfer Settings process copies lists, exports, destinations, and schedules from one cycle to another. Schedules will be automatically disabled. 
  2. Review the related lists, exports, destinations, and schedules to make any adjustments needed for the new cycle. 
  3. To activate the export for the new cycle, enable the Schedule for the Export.

Slate Maintenance

You'll also need to perform annual maintenance in Slate. To do so, modify your mappings in Slate as needed. Typically, the same Source Format can be used with multiple cycles.

 

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