SpanTran: The Evaluation Company

Slate can be configured to automatically receive and import academic credentials from SpanTran: The Evaluation Company. This article describes how to:

  • Configure Slate to import the data where the documents match existing records in Slate or, if desired, create new records.
  • Configure SpanTran to export data and send to Slate.

Slate Configurations

Source Format

The SpanTran Source Format in Slate will extract the contents of the ZIP file sent by SpanTran, assigning the materials in the file to the appropriate records and material types using the index file. 

1. Click Database on the Slate navigation bar and select Source Format Library in the Import section.

 

2. Locate the SpanTran line (with DIP in the Format column) and click the Add link.

SpanTran_add.png

3. In the upper-right corner of the page, click the Source Formats link. The Source Formats page appears.

Source Format

 

4. Locate and select the SpanTran line. The SpanTran source format page appears.

SpanTran

 

5. Click Edit.

Edit

 

6. To prevent the source format from creating new records if a matching record cannot be found, change the Update Only value to "Update only."

Note: This setting will prevent new records from being created by the import if an existing record does not exist. However, the documents will still be created, and they will be available for manual processing within Batch Acquire.

7. Click Save.

Update Only

The /incoming/SpanTran/ directory is created the first time the SFTP sweep runs after the Source Format has been added to the database, which generally occurs approximately every 15 minutes. The directory can also be manually created if desired. This directory must exist before SpanTran is able to connect, so keep this in mind when moving on to the following steps.

User Account

The SpanTran user account is a service account that you will use in the SpanTran Configuration Steps below to provide SpanTran with access to drop off files to your /incoming/SpanTran/ SFTP directory.

1. Click Database on the Slate navigation bar and select Slate Template Library in the Configurations section.

 

2. Locate and select the Users heading. Locate the SpanTran Service Account line and click the Add link.

 

 

3. Click Database on the Slate navigation bar and select User Permissions in the Users & Access section. The Active Users page appears.

4. Select Service Account, SpanTran. The service account summary page appears.

SpanTran User

5. Click Edit User. The SpanTran Service Account popup appears.

 

6. Select the Roles tab.

 

7. Copy the Username line value, starting at SpanTran@. This is part of the server address that you will provide to SpanTran.

SFTP Access

10. Click Cancel.

 

Important!

Do not change any other settings for the user account. These settings are required for SpanTran to successfully connect to Slate.

SpanTran Configurations

To complete setup, log into the SpanTran portal (https://spantran.force.com/login?inst=6T&startURL=%2Fs%2F) and navigate to your profile by clicking on your name in the top right corner and selecting My Profile.

On the profile page, select Setup in the Slate Integration section to the right of the page. Enter your Spantran SFTP Username from the previous section and click Save to complete setup.

If you do not have access to the Spantran Portal please contact your dedicated account representative, or email intake@spantran.com.

Congratulations, you have successfully completed integrating your Slate instance with SpanTran: The Evaluation Company! You will now receive completed evaluation reports and academic transcripts directly to your Slate instance as soon as they are completed.

If you experience any issues, or have any questions, please do not hesitate to reach out to your account representative, or email intake@spantran.com.

Final Slate Configuration

Once you have received at least one file from SpanTran, you will be able to confirm and customize the remap settings and activate the import for automatic processing.

Remap Settings

The remap settings of the Source Format tells Slate how to process the data for the uploaded files. As with other standard Source Formats, standard fields have been pre-mapped, but you are able to make adjustments to these standard mappings.

  1. Select Database on the top navigation bar and select Source Formats.
  2. Select the SpanTran Source Format.
  3. Select the Remap button.

Remap

4. Confirm and customize any destination field settings as desired, with the following exceptions.

Do not change these mappings:

  • The Material Filename destination is what allows Slate to determine which document in the zip file is related to the particular row in the index file, so this destination should not be changed.
  • The Material Code destination is what tells Slate which material type the document should be assigned to.
 

5. Go to the Prompt Value Mappings page and provide the value mappings for any unmapped values, including those for the Material Code destination.

 

Remap Activation

Once you have finished customizing the Remap settings, turn on the import using the following steps:

  1. Select Database on the top navigation bar and select Source Formats.
  2. Select the SpanTran Source Format.
  3. Select Edit
  4. Set the Remap Active flag to Active.
  5. Select Save.

Remap Active


Frequently Asked Questions

How often are documents delivered?

SpanTran delivers the zip files to Slate hourly, and Slate sweeps the SFTP directory for new files approximately every 15 minutes. The maximum number of documents in each zip file is 1,000. 

Why are we seeing documents go to Batch Acquire?

Documents will be sent to Batch Acquire for the following reasons:

  • The SpanTran Source Format is configured to not create new records (via the Update Only setting), and an existing matching record could not be found in Slate.
  • Not enough data was included in the index file to match onto an existing record or create a new record.
  • The document's filename was not included in the index file.
  • The index file did not contain a document type or the document type sent in the index file was not mapped to a material type in Slate.
  • The document type was mapped to a school-scoped Slate material, but the index file did not include a school.

I forgot to map a document type, and now there are several documents in Batch Acquire. Is there a way to assign these documents in batch? 

Yes! After you map the document type that was not mapped before, you can run a Retroactive Refresh. Any material in Batch Acquire from the selected sources will be eligible for the refresh. If the Slate material type that you selected is school-scoped, you will need to select the school destinations for the refresh in addition to the Material Filename and Material Code destinations. Otherwise, only the material destinations need to be selected.


Support Resources

For assistance and support on any of the steps in Slate, please submit a Service Desk request with the category Data Import.   

For SpanTran assistance contact your dedicated account representative, or email intake@spantran.com.

 

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