Origin Sources

Whether you are wanting to easily determine how a record was created, when the prospective student first initiated contact with your institution, or even when the prospective student visited campus for the first time, Origin Sources allow you to determine if and when specific conversion events occurred. 

Origin Sources are calculated overnight for records that were updated the previous day.  If any configuration changes are made to your Origin Sources, then the calculation will run for any records that were updated within the previous 365 days during the overnight process. For each Origin Group that you create, a record will be assigned both a first source and a last (most recent) source during the calculation.

Important!

The Origin Source calculation does not run in test environments, so be sure to configure your Origin Sources in your production environment.

Think about what types of conversion events will be helpful to calculate for your processes.  Do you want to determine if someone attended any on-campus events? Do you want to determine how a prospective student interacted with your institution for the first time?  This will dictate how you configure your Origin Groups and Origin Sources.

While it is possible to create more than one Origin Group, begin with just one so that you can get a feel for the data and perfect your process.  The most commonly created Origin Group is First Source

How to Access Origin Sources
  • Origins are displayed in a section on the Dashboard tab of the student record, so you are able to see at a glance the first source and the date of its occurrence for each of the record's Origin Groups.
  • There are a number of Origin filters available in the Slate Template Library.  Whether you are looking for records who have any source defined in the Origin Group, or if you are looking for records with a specific first or last source within the Origin Group, you are able to use filters to find records that meet this criteria.
  • Origin Source export groups, which include specific details about the first and last sources associated with each Origin Group, are also available in the Slate Template Library.  You are able to include this information in data feeds to your own systems and external vendors.  You are also able to use these data points as merge fields.  
  • The Origin Source data can be utilized within the Report Builder and Predict.  You may wish to use these tools to determine the yield of your search lists, determine how many stealth applicants you had, or even whether the inclusion within an Origin Group can help predict enrollment.
Items Eligible for Origin Source Calculation
Type Options Sources Considered Origin Date Items Considered with "All"
Event Template Person-scoped event templates Event registration for an event associated with the specified Event Template Registration date Registration for any person-scoped event
Event Folder Event folders that contain person-scoped events Event registration for an event within the specified folder Registration date N/A
Event Attended Template Person-scoped event templates Event registration with Attended status for an event associated with the specified Event Template Event date Any person-scoped event registration with the Attended status
Event Attended Folder Event folders that contain person-scoped events Event registration with Attended status for an event within the specified folder Event date N/A
Interview Template Person-scoped interview templates Interview registration for an interview associated with the specified Interview Template Registration date Registration for any person-scoped interview
Interview Folder Interview folders that contain person-scoped interviews Interview registration for an interview within the specified folder Registration date N/A
Interview Attended Template Person-scoped interview templates Interview registration with Attended status for an interview associated with the specified Interview Template Interview date Any person-scoped interview registration with the Attended status
Interview Attended Folder Interview folders that contain person-scoped interviews Interview registration with Attended status for an interview within the specified folder Interview date N/A
Form Person-scoped forms Form registration for the specified form Registration date Registration for any person-scoped form
Form Folder Form folders that contain person-scoped forms Form registration for a form within the specified folder Registration date N/A
Source Format Source Formats Inclusion in a source file associated with the specified Source Format Upload date of source Inclusion in a source file associated with any Source Format
Source Folder Source folders (excluding source formats) Inclusion in a source file within the specified folder Upload date of source N/A
Test Test types Existence of a test score with the specified type, regardless of status Test creation date Existence of any test score
Application Creation N/A Creation of an application Application creation date N/A
Interaction Interaction codes Existence of the specified interaction code or a child code of the specified interaction code Interaction date Existence of any interaction (including the SOURCE interaction)
Material Custom materials Existence of the specified material on the person record Material creation date Existence of any material associated with the person record

Note: An Event is eligible for Origin Source calculations even if it, or the event template, is archived.

It is important to note that the Origin Source calculation will select the most specific item when there is a tie.  A tie can occur if the same item meets the criteria for more than one Origin Source.  An example of this is if an Origin Source for a parent interaction code Contact was configured, and an Origin Source for the child interaction code Phone was also configured.  If the record has the Phone interaction, then both Origin Sources will apply.  Since the Phone interaction is the specific code selected, this Origin Source, rather than the parent Contact Origin Source will be assigned to the record.  This behavior can be leveraged if most of your interactions associated with a particular parent code use the same export codes - simply create a single Origin Source for these, and then, if necessary, create additional Origin Sources for just the specific child codes that differ.

Another example of this behavior is the SOURCE interaction code.  Since so many items create a SOURCE interaction for a record, including application creation, source imports, and form, event, or interview registrations, this interaction could result in a tie when calculating the Origin Source. If this interaction code is configured as an Origin Source (or if the All Interactions option is configured), precedence is given first to Origin Sources that are more specific, such as an Event Template Origin Source or a Source Format Origin Source. 

Example 1:  

The SOURCE interaction code and Campus Visit event template are both configured as Origin Sources.  The record has an event registration associated with the Campus Visit template.  While the SOURCE interaction code and event registration both have the same timestamp, the campus visit registration is the more specific item, so the record will be assigned the Campus Visit event template Origin Source.

Example 2:

The SOURCE interaction code and Campus Visit event template are both configured as the only two Origin Sources.  The record has an event registration associated with the Group Information Session event template.  The SOURCE interaction

Leveraging the Source Types

Type

When to use

Form Folder vs Form

Use the Form Folder source type as a shortcut if all or most of the forms that are organized within a single folder will have the same Origin Source configurations.  If necessary, use the Form source type to override one or some of the forms within a folder if there are a few forms that need different configurations.

Organize your forms into logical folders.  Not only will this allow you to effectively use the Form Folder source type, it also makes the Form Builder easier to navigate.  For example, if you have different inquiry forms for different student types or campuses, consider keeping them in a single Inquiry Forms folder.

Event Folder/Interview Folder vs. Event Template/Interview Template

 

Use the Event Template and Interview Template source types to capture registration for specific templates, regardless of the folder.

Events and interviews associated with different templates are often organized into a single folder when they are similar.  For example, if all of your travel events (e.g., High School Visits and College Fairs) are grouped into a single folder, you may wish to include this travel folder as a single Origin Source.

You are also able to assign events and interviews to a folder regardless of the template, which means that the Event Folder and Interview Folder source types allow you to include events in a specific folder while not including events or interviews associated with the same template that are saved in a different folder.

Strategize your event and interview folders.  Not only are folders used to group events and interviews together when they are viewed administratively, these are also used to determine the specific event and interview instances to display on Event Landing Pages and within Related Events.

Attended Template/Folder vs Template/Folder

Use the Event Attended TemplateEvent Attended Folder, Interview Attended Template, and Interview Attended Folder source types to capture attendance for events or interviews.

Other than only considering registrations that have a status of Attended, these source types use the date of the event or interview, rather than the registration date, within the Origin Source calculation.

Since registration is one step of an event/interview, and attendance typically happens at a later time, these two types of Origin Sources can be used together.  Since registration typically occurs before the date of the event/interview, if the same folders or templates are selected for both types, the attendance would never be a first source, but it could be a last source.

For example, if someone submits a registration form on January 1 for a campus visit that occurs on February 16, the form registration on January 1 might become the last source for this particular Origin Group.  On February 16, the registrant attended the campus visit.  Now, the February 16 visit would become the last source for the Origin Group.

The Attended types can also be used within a separate Origin Group to determine who stepped foot on campus and when the first and last visits occurred.

Source Format vs. Source Folder

 

All recurring imports should be configured as a source format, even if the recurrence is infrequent.  Not only will this allow you to effectively use the Source Format source type, it also streamlines the import process because your mappings will be saved, obviating the need to repeat the remap process for each import.  It also will allow you to run a Retroactive Refresh if any mappings need to be updated. 

Since the Source Folder source type excludes any sources associated with a source format, this source type should be used sparingly, and only with sources that are truly a one-time import.

Test vs Source Format

 

Score Data File source formats can be configured as Origin Sources if you want to specifically capture only verified test scores as an Origin Source.  

The Test source type checks for the existence of the test score, regardless of the status.

Application Creation

 

The Application Creation source type is often used to find stealth applicants.

 

Interaction

If the majority of the interaction codes associated with a parent code will have the same Origin Source configurations, select the parent code as the source. If you need to override one or a few of the interactions, just add those child interactions separately, since the calculation will use the most specific origin source in the case of a tie.  This will save you the steps of adding multiple Origin Sources with the same information.

Likewise, if an Origin Source is created for All Interactions, then any interaction code will meet this criteria.  If the parent interaction code Contact has two child codes: Phone and Email, then the most specific Origin Source will win the tie, as demonstrated here:

Example 1:

All Interactions and Contact are both configured as Origin Sources.  The record has the Phone interaction code. Since Contact is the parent code, the record will be assigned the Contact Origin Source.

Example 2:

All InteractionsContact, and Phone are all configured as Origin Sources. The record has the Phone interaction code. Since Phone is the specific interaction code on the record, the Phone Origin Source will be assigned.

Example 3:

All Interactions, Contact, and Phone are all configured as Origin Sources. The record has the Email interaction code. Since Contact is the parent code, the record will be assigned the Contact Origin Source.

Because of this behavior, the All Interactions source type can be used to include any interaction code, but you are able to control specific interaction codes or parent codes with more granularity, if necessary.

Organize your interactions using parent codes.  This will allow you to use the parent code to configure Origin Sources as a shortcut, and it will also make your list of interaction codes much more manageable, whether you are adding an interaction on the Timeline tab of a student record, using Interaction Management, or importing interactions. 

Material

Use the Material source type to configure an Origin Source for custom material types. Select All Materials if you want to capture any Folio material as an Origin Source, and all or most of your material types will have the same configurations. Add Origin Sources for specific material types to override the configurations for those materials.
Create an Origin Group

Use Origin Groups in Database to create a new Origin Group.  The Origin Group must be created before configuring Origin Sources.

  1. Click Database in the top navigation bar and select Origin Group.
  2. Click Insert.
  3. Simply give the Origin Group a descriptive name.  The rest of the configurations will be accomplished in Origin Sources.
Create an Origin Source
  1. Click Database in the top navigation bar and select Origin Sources.
  2. Click Insert.
  3. Enter the following Origin Source configurations in the popup window:
    • Status - You can inactivate Origin Sources to remove them from the calculation.
    • Summary - Give your Origin Source a descriptive name.
    • Origin Group - Select the Origin Group for this Origin Source.
    • Source Type - Select the Source Type - see above for details about the options.
    • Source - Select the specific item for the Origin Source - see above for more details.
    • Source Folder -  Select the specific folder for the Origin Source - see above for more details.
    • Category - The category allows you to configure groupings among your Origin Sources.  These groupings can be used for filtering, and they can also be exported.
    • Export Value - Configure up to 5 export values for an Origin Source.  Export values can be used in exports to external systems, including your SIS.
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