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Comparing Field Mapping between Synergetic XML to REST API

Antony Campitelli
Updated

What is covered in this article? 

Overview

Since Enquiry Tracker supports data transfer to Synergetic using Online Application via XML Import and Synergetic REST API, this article has been written to explain the differences between the two.

Benefits of Each

Description Synergetic XML Synergetic REST API
Steps to transfer records from Enquiry Tracker to Synergetic

4 Steps Required

  • Select and Download
  • Retrieve the doenload
  • Upload to Synergetic
  • Process records

1 Step

  • Select and transfer
Fields that are not transferred but are in the other
  • Highest Secondary Year Level
  • Highest Qualification Level
  • Starting Year - but this is calculated in Synergetic
  • SMS Flag - NA
  • Contact Type - Not Required
  • Application ID - Not Required
  • Doctor Name & Number
  • Emergency Contact information
  • Application Fee - NA
Document Transfer Docs cannot be transferred vis XML, must be downloaded and uploaded into docman Transferred using the POST function 

Mapping Matrix

ET Field Area Field Type Synergetic Fields XML API Notes
Student First Name Student Required Given1 ✅ ✅
Student Middle Name Apply Only Student Optional Given2 ✅ ✅
Student Last Name Student Required Surname ✅ ✅
Student Preferred Name Student Optional Preferred ✅ ✅
Student Date of Birth Student Optional BirthDate ✅ ✅
Student Gender Student Optional SIS CODE Gender ✅ ✅
Student Religion Student Optional Configurable SIS CODE ReligionCode ✅ ✅ Uses values from LuReligion
Sibling Year level of entry Apply Only Student Optional Conditional SIS CODE YearLevel ✅ ✅ Uses code in luYearLevel
Has Additional Needs Student Optional Conditional SpecialNeedsFlag ✅ ✅ If additional Needs = yes, set to 1
Current School Student Optional SIS CODE PreviousSchool ✅ ✅ we set if the code from luSchool
matches
Campus Student Optional SIS CODE campus ✅ ✅ If a matching code from luCampus
then we set campus
Year Level of entry Student Optional SIS CODE Entry Year ✅ ✅ Uses value from LuYeaLevel in Synergetic
- The Campus-YearLevel combination must
exist in luYearLevel
Starting Year Student Optional EnrolDate ✅ ❌ Uses the year portion from EnrolDate
Not available in API
Student Type Student Optional Configurable SIS CODE Boarder ✅ ✅ Use code from luBoarder
Enrol Date Student EnrolDate ✅ ✅ Uses the enroll start date for school year, if not set in ET it will use the first day of the starting month for the student’s starting year
EnquiryDate Student Admin EnquiryDate ✅ ✅
Hear About Us Student Research Optional SIS CODE EnquirySource ✅ ✅ uses values from luEnquirySource
Salutation Contact Optional SIS CODE Title ✅ ✅ Uses value from luTitle
First Name Contact Required Given1 ✅ ✅ Also set Preferred name.
Option to specify to transfer as Titlecase or UPPERCASE
Last Name Contact Required Surname ✅ ✅ Option to specify to transfer as Titlecase or UPPERCASE
Gender Contact Optional SIS CODE Gender ✅ ✅ Note, if NULL, we use the relationship to student or Salutation to set gender to M or F
Spouse Contact Optional Configurable RelationshipToSpouse ✅ ✅ This is set if Spouse option has been set under EDIT SCHOOL and the second contact has been specified as the spouse
Email Contact Required Email
BillingEmailAddress		 ✅ ✅ Uses the primary contact’s email address
Mobile Phone Contact Optional MobilePhone ✅ ✅
SMSFLAG Contact SilentMobilePhoneFlag ✅ ❌ If FALSE, set SilentMobilePhoneFlag to 1, not available in the API
Home Phone Contact Optional Phone ✅ ✅
Work Phone Contact Optional OccupPhone ✅ ✅
Relationship to Student Contact Required SIS CODE RelationshipToStudent ✅ ✅ Use Code from luRelationship
Contact Type Contact Required SIS CODE ContactTypeCode ✅ ❌ Uses code from luContact, if primary, sc1, if secondary sc2 for XML. Not required in the API
Religion Apply Only Contact Optional SIS CODE ReligionCode ✅ ✅ Uses code from luReligion
Occupation Apply Only Contact Optional OccupCode
OccupDesc		 ✅ ✅ Uses Code and String from luOccupation
Occupational Group Apply Only Contact Optional SIS CODE OccupPositionCode ✅ ✅
Employer/Company Apply Only Contact Optional SIS CODE OccupCompany ✅ ✅
School Level Education Apply Only Contact Optional SIS CODE HighestSecondaryYearLevel ❌ ✅ This field is not included as an option in the xml file from Synergetic. API uses th e codes from LuQualification table
University/Further Education Apply Only Contact Optional SIS CODE HighestQualificationLevel ❌ ❌ This field is not supported
Country of Birth Apply Only Contact Optional SIS CODE CountryOfBirthCode ✅ ✅ Uses values from luCountry
Country Contact Address Optional SIS CODE CountryCode ✅ ✅ Uses values from luCountry

Note AddressType is set where P = Postal, H = Home
Address Contact Address Optional Address1 ✅ ✅ Option to specify whether to use Abbreviated or full address type i.e. St or Street
Suburb Contact Address Optional Suburb ✅ ✅ Option to specify to transfer as Titlecase or UPPERCASE
State Contact Address Optional SIS CODE State ✅ ✅ Uses values from luState
Postcode Contact Address Optional Postcode ✅ ✅
Application ID Apply Only ApplicationID ✅ ❌ Set using the ET Student ID. Not relevant for API
Application Date Apply Only Application Date ✅ ✅
Application Status Apply Only Status ✅ ✅ Uses values from lufutureStatus with a default of C (completed)
Student Lives With Apply Only Student Optional SIS CODE LivesWithFlag ✅ ✅ Boolean in Synergetic. Set to 1 or 0 depending on whom the student lives with in the Student Residence list
Country of birth Apply Only Student Optional SIS CODE CountryOfBirthCode ✅ ✅ Uses values from luCountry
Country of nationality Apply Only Student Optional SIS CODE NationalityCode ❌ ❌
Visa sub class Apply Only Student Optional Conditional VisaType ✅ ✅ Will look string or number enter into Enquiry Tracker agains LuVisaSubClass and if match pass the code
Visa number Apply Only Student Optional Conditional VisaNumber ✅ ✅
Visa date of issue Apply Only Student Optional Conditional VisaIssuedDate ✅ ✅
Visa Expiry Date Apply Only Student Optional Conditional VisaExpiryDate ✅ ✅
Passport Number Apply Only Student Optional Conditional PassportNo ✅ ✅
Indigenous Status Apply Only Student Optional SIS CODE IndigenousFlag
TSIFlag		 ✅ ✅ If Both Aboriginal and Torres Strait Islander Orig or Aboriginal, set IndigenousFlag to 1.
If Both Aboriginal and Torres Strait Islander Origin or TSI then set to TSIFlag 1
Main language spoken at home Apply Only Student Optional SIS CODE HomeLanguageCode ✅ ✅ Uses code from luLanguages
Classroom Funding Apply Only Student Optional Conditional FundingApplicationFlag ✅ ✅ Boolean field in Synergetic that is set if funding application is submitted for future student
Church/Parish Apply Only Student Optional ParishCode ✅ ✅ Will compare string entered to values in LuParish, if a match happens then pass the code else pass Unknown (0000)
Baptism Flag Apply Only Student Optional BaptismFlag ✅ ✅
BaptismDate Apply Only Student Optional BaptismDate ✅ ✅
ReconciliationFlag Apply Only Student Optional ReconciliationFlag ✅ ✅
ReconciliationDate Apply Only Student Optional ReconciliationDate ✅ ✅
EucharistFlag Apply Only Student Optional CommunionFlag ✅ ✅
EucharistDate Apply Only Student Optional CommunionDate ✅ ✅
ConfirmationFlag Apply Only Student Optional ConfirmationFlag ✅ ✅
ConfirmationDate Apply Only Student Optional ConfirmationDate ✅ ✅
Medical Conditions Apply Only Student Optional SIS CODE MedicalAlert
MedicalAlertFlag		 ✅ ❌ Comma delimited list of condition based on values from App Lists> Medical Conditions.
If any Medical conditions are set MedicalAlertFlag = 1
Immunisation Apply Only Student Optional SIS CODE ImmunisedFlag ✅ ✅ If any Immunisations have been selected set, this flag = 1
Doctor's Name Apply Only Student Optional DoctorName ✅ ❌ Not currently available in API
Doctor's Phone Number Apply Only Student Optional DoctorPhone ✅ ❌
Emergency First Name Apply Only Contact Optional EmergencyName ✅ ✅* Have the option to specify if Emergency Contact is listed under contacts as EC1 or in Emergency Contact section.
Concatenates Emergency First and Last Name fields
Emergency Last Name Apply Only Contact Optional EmergencyName ✅ ✅* Concatenates Emergency First and Last Name fields
Emergency Relationship to Student Apply Only Contact Optional SIS CODE EmergencyRelat ✅ ✅* Use Code from luRelationship
Emergency Mobile Phone Apply Only Contact Optional EmergencyPhone ✅ ✅* See note for API
Emergency Work Phone Apply Only Contact Optional EmergencyPhoneAlt ✅ ✅* See note for API
Emergency Address Apply Only Contact Optional EmergencyAddress ✅ ❌ Concatenates the data from the address fields
Emergency City Apply Only Contact Optional EmergencyAddress ✅ ❌
Emergency State Apply Only Contact Optional EmergencyAddress ✅ ❌ Uses values from luState
Emergency Postcode Apply Only Contact Optional EmergencyAddress ✅ ❌
Birth Certificate Apply Only Documents Optional BirthCertificateFlag ✅ ✅
Student Status Student Required SIS CODE Status ✅ Use the values from Lookup Table luFutureStatus
Permission Student OPtional Photo permission

❌

❌

 No available field in XML or API to set
Application Fee Apply Only Payment ApplicationAmount ✅ ❌ Can set an option if ApplicationAmount will be set in the XML file, not available in the API

* NOTE: 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.  

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