What is covered in this article?
- Overview
- API Credentials
- Finding Your Base URL
- Creating a Synergetic API client
- Setting Permissions
- Synergetic Data Requirements From the School
- Synergetic Lookup Tables
- Prerequisites For Some Lookup Tables
- Existing Record Detection Inside Synergetic
- Data Mapping from Enquiry Tracker to Synergetic
Overview
As an integration partner with Synergetic, data from Enquiry Tracker can be selectively transferred to Synergetic once the API has been activated. This solution will avoid double handling of data, save you considerable time and allow you to choose specific students or applications to be transferred.
Getting Started
Contact your Enquiry Tracker Account Manager or fill out this form to get started with the implementation of Enquiry Tracker to Synergetic.
Once we have that information, you will need to provide the API credentials to access the Synergetic.
Note that you must have at least Synergetic 71.58 or later and access to SynWeb.
API Credentials
The relevant API credentials must be provided to Enquiry Tracker to connect successfully.
For Synergetic we need the following information:
- Client Name: EnquiryTracker
- URL
- GUID
- Shared Secret
Finding Your Base URL
Please follow the instructions in the Getting Started section of the Synergetic developer portal to locate your URL.
You can find your Core API URL by going to your IIS Admin Manager.
- Navigate to the 'CoreAPI' page under Sites
- Your Core API URL will be visible on the Actions panel at the right
- Be sure to expose the site with your Core API URL externally so we can access it without VPN using the standard HTTPS port 443
Creating a Synergetic API client
Follow the steps below to set up the Enquiry Tracker client name in Synergetic,
Steps for Setting Up the Client Name:
- Locate Interface Settings: Log in to SynWeb, go to the System menu, and select Interface Settings.
- Create New Client: Select "APIClients - API Clients" from the top-left dropdown, then click the + button in the top right to initiate a new API client.
- Configure Client: Enter a recognizable name (e.g., "EnquiryTracker"), set Client is Enabled to "Yes", and click Create.
- Define Permissions: Click the arrow next to the enabled switch to configure permissions for the API client, ensuring it has necessary access, and save the changes.
- Finalize Configuration: The system will generate a GUID and Shared Secret to be used in the EnrolHQ integration settings.
It is recommended to restrict permissions to only those necessary for the integration for security purposes.
Setting Permissions
Please ensure the Synergetic API client has the correct permissions to API endpoints for the each of the services listed in the table below.
Make sure to:
- Set Access to Yes
- Click the Save button
| Synergetic Endpoint | Permissions |
|---|---|
| /apiportal/v1/Token | All |
| /apiportal/v1/Community | GET/POST/PUT/PATCH |
| /apiportal/v1/Community/<ID>/address | PATCH |
| /apiportal/v1/FutureStudent | GET/POST/PUT |
| /apiportal/v1/lookuptables | GET |
| /apiportal/v1/medicalcondition | GET/POST/PUT |
| /apiportal/v1/medicaldetail | GET/POST/PUT |
| /apiportal/v1/medicalimmunisation | GET/POST/PUT |
| /apiportal/v1/student | GET |
| /apiportal/v1/studentcontact | GET/POST/PUT |
| /apiportal/v1/studentallergy | GET/POST/PUT |
| /apiportal/v1/timetable | GET |
| /apiportal/v1/FutureStudent/Document | POST |
Synergetic Data Requirements from the School
For integration to be seamless with Enquiry Tracker and Synergetic, your school will also need to be aware of the following requirements in Synergetic lookup tables.
Each table below will be automatically loaded into Enquiry Tracker using the API and mapped to each of the corresponding lists in Enquiry Tracker.
| Note: Some lookup tables require a code to be transferred, while others support the transfer of NULL. See more details below the table. |
Synergetic Lookup Tables
Look Up Tables |
Enquiry Tracker List |
|---|---|
| luBoarder | Maps to Student Type (Boarder/homestay etc.) |
| luCampus | Required for Campus list |
| luCountry | Maps to Country list |
| luDocumentClassification | Used when transferring files |
| luDocumentSourceCode | Used when transferring files |
| luEnquirySource | Maps to How did you hear about us |
| luFutureStatus | Student Status |
| luFutureApplicationCategory |
Confirm with school desired value to set from existing values, otherwise recommend adding a new line item to the table Code = 0000 and item name = Not Applicable |
| luGender | Maps to Gender |
| luLanguage | Maps to Language |
| luMedicalConditionType | Maps to Medical Conditions |
| luMedicalPrivateInsuranceFund | Maps to Private Health Insurance Provider |
| luNationality | The value entered in Enquiry Tracker will be used to look up the corresponding code in the Nationality table |
| LuOccupation | Maps to Occupation List |
| LuOccupationPosition | Maps to Occupational Group |
| luParish | The value entered in Enquiry Tracker will be used to look up the corresponding code in the Parish table |
| luQualificationLevel | Maps to both Non School Education Level and School Level Education lists |
| luRelationship | Maps to Contact Relationship |
| luReligion | Maps to Religion |
| luSchool | Maps to Current School |
| luState | Maps to State |
| luTitle | Maps to Salutation |
| luVisaSubClasses | The value entered in Enquiry Tracker will be used to look up the corresponding code in the Visa SubClass table |
| luYearLevel | Maps to Year Level |
Prerequisites For Some Lookup Tables
-
luFutureApplicationCategory is a mandatory field in Synergetic.
- Confirm with school desired value to set from existing values, otherwise recommend adding a new line item to the table
- Code = 0000 and item name = Not Applicable
-
luParish is also a mandatory field and we recommend having an entry added to this list where"
Code = 0000 and item name = No Match
-
luSchool, while this can be left blank in Enquiry Tracker, we recommend adding a list items to your LuSchjool list in theevent we do not match.
Code = 0000 and item name = No Match
-
luQualificationLevel in Synergetic contains all options for education. Please make sure all values for School level and non-school level are included:
For qualification level, please make sure the values below for School level are included and active. Note Synergetic does not currntly support the Highest Non-School level eduction at this point in time
| Code | Description |
|---|---|
| 0 | Not stated/Unknown |
| 1 | Year 9 or equivalent or below |
| 2 | Year 10 or equivalent |
| 3 | Year 11 or equivalent |
| 4 | Year 12 or equivalent |
- luDocument Classification - Enquiry Tracker will send the value "External" please ensure the ActiveFlag and EnabledForClientAPI is checked for this item in the lookup table. If it does not exist, it will need to be added.
-
luDocumentSourceCode - please ensure that the ActiveFlag and EnabledForClientAPI is checked for the lookup that documents will be synced to, e.g. we suggest having a lookup with:
Code = "ENQ"
Description = “Enquiry Tracker"
ActiveFlag = True
EnabledForClientAPI = True -
LuDocumentType, please make sure all of the supported file types in Enquiry Tracker are added to Synergetic LuDocumentType table. If not, those file types will not be transferred.
See the complete list of file types supported by Enquiry Tracker the table below. Make sure the ActiveFlag is enabled and MaxFileSizeKB set to at least 10000KB (~10MB) instead of blank.
| Code | Description |
|---|---|
| 3GP | Video format |
| AVI | Video format |
| BMP | Image format |
| DOC | Word Document |
| DOCX | Word Document |
| FLV | Video format |
| GIF | Image format |
| HEIC | Image format |
| HEIF | Image Format |
| JPEG | Image format |
| JPG | Image format |
| MKV | Video format |
| MOV | Video format |
| MP4 | Video format |
| MPEG | Video format |
| ODT | Document format |
| OGG | Audio and Video format |
| Portable Document Format | |
| PNG | Image format |
| WEBM | Video format |
Existing Record Detection Inside Synergetic
Whenever a transfer is initiated from Enquiry Tracker, we will first check to see if the current student has been transferred and, if so, we will update that student record with relevant information. If the record has not been transferred, we will still search Synergetic for any existing students using the first name, last name and DOB. If we find a match in the Synergetic Future Student table, we will record the existing Future Student ID in ET and update the same record without creating a duplicate, otherwise the record will be added to Synergetic.
Once the student has been updated or added, we will then process the caregivers by searching for in the Synergetic Community table first before creating these. This is important in the event you are transferring a younger sibling and the caregivers records will already exist. Enquiry Tracker will search by using Carer first name, Carer last name first and then check the Carer mobile or Carer email address for a match. If we find a match, we will attach the existing caregivers to the student.
Emergency Contacts
Emergency contacts are not supported in the Future Students section of Synergetic, however, Enquiry Tracker does provide an option for a School to transfer the Emergency Contact in Enquiry Tracker over to Synergetic noting that it will not appear in the Future Students section but will be created as a record in the Community table and will appear as a related contact, SE1, once the student has been transferred over to a Current Student.
Data Mapping from Enquiry Tracker to Synergetic
Since Enquiry Tracker supports data transfer to Synergetic using Online Application via XML Import and Synergetic REST API we have create this article to compare the differences between the two.
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