Sync Setup

Click here for an overview of the setup process, requirements for sync, and what types of student & parent fields sync.

1. S&S confirms year OA-MB year mapping - # number of years and sequence matches across OA-MB.

2. Set up School account on Edutone

3. New Integrations are added to Import data from ManageBac and OpenApply into Sync

4. Conflict and duplicate resolution checks are run automatically to identify inconsistencies

5. School Admin is provided access to Sync Console and instructed on how to resolve duplicates

7.

8. Sync is now running for the school and the School Administrator can regularly check for any inconsistencies

 

Timeline

Steps 1-4 are Day 0-1 (Faria)

Steps 5-6 are Day 1-10 (Faria & School)

Steps 7-8 are Day 11 (Faria & School)

Step 1. S&S confirms OA & MB Years configuration

As a requirement for sync, the year level configuration must be the same on both OpenApply and ManageBac accounts in order to enable sync. Note: If the number of years enabled, the sequence of years, or the year labels do not match, the sync will not work.

OpenApply year levels are configured via OpenApply > Settings > Admissions > Programme

ManageBac year levels are configured via ManageBac > Settings > Menu > Programmes & Grades.

See an example of matching OA & MB years configuration.

First add school information to secondary list of Schools Requesting OA-MB Sync Gdoc, complete columns A-K.

Step 2. Data Team sets up new sync per school request

Login to https://sync.managebac.com (credentials are on 1pw)

Navigate to: Org Admin

Click: add organization

-------------------------------------

Organization name: <School Name>

Display name: <School Name>

Region: <School's Region>

Country: <School's Country>

Organization type: School

Credentials Management Settings: Choose “IdP Authentication”

-------------------------------------

Click Save

Set up OA-MB Data Sources on ET account

Set up Data Sources from OA & MB via Data Sync > Data Sources > select school from Organisation drop down > click + New for OA and MB

ManageBac Data Source

Name: ManageBac <school subdomain>

Service Base URL: https://api.managebac.com

API Key: Enable & copy-paste from ManageBac Settings > Integrations > Sync

OpenApply Data Source

Name: OpenApply <school subdomain>

Service Base URL: <school OA URL>

API Key: Enable & copy-paste from OpenApply Settings > ManageBac > Public API

*Be sure that Edutone is also enabled via OA Settings.

Set up login credentials for schools

Navigate to Users > click add users: single

Complete:

First Name: School contact first name (.e.g Dan)

Last Name: School contact last name (e.g. Egorov)

User Role: Admin

Username: subdomain@managebac.com (e.g. tisa@managebac.com)

Password: Create complex password

Email: Use school contact email (e.g. degorov@tisa.az)

Click Save

Be sure to add these Credentials to the Gdoc!

Navitagate back to Org Admin > Search for School > click Manage Administrators > click Assign and Close.

Step 3. Setting up OA>ET & MB>ET import integrations

1. Login to https://sync.managebac.com using credentials on 1pw.

2. Navigate to Menu > Admin Console > Data Sync > Integrations > select school from Organisation drop-down.

3. Click + New and select Import.

Select ManageBac as the source and click Create.

4. Click Add Task and select Student from the ManageBac and Passport Entity dropdowns.

Click Merging Rules and enable Auto-merge for Email Address, State id, Given Name, Family Name & Birth Date. Click Save.

5. Click Add Task and select Parent from the ManageBac Entity and Contact from the Passport Entity.

Click Merging Rules and enable Auto-merge for Email Address and click Save.

6. Click Grade. Configure Grades mapping to match that of OA and MB UI in Step 2.

Select the Integrations tab again, click + New and select Sync.

Select OpenApply as the source and click Create. Follow steps 4-6 above.

Step 4. Conflict and duplicate resolution checks are run to identify inconsistencies

Click on Import ManageBac import > click the drop down next to Run > select Run Full Sync.

Once ManageBac import is completed. Click the Import OpenApply import and run full sync.

Step 5. School Admin resolves duplicates on sync console

Provide school with credentials to their sync console. Credentials are found here and should include:

Country

School Name

Username

Password

Click here for tutorial on resolving conflicts

Step 6. Export to OA/MB

1. Login to https://sync.managebac.com using credentials on 1pw.

2. Navigate to Menu > Admin Console > Data Sync > Integrations > select school from Organisation drop-down.

3. Click + New and select Sync.

Select ManageBac as the source and click Create.

4. Click Add Task and select Student from the ManageBac and Passport Entity dropdowns. A field-mapping window will appear, do not make any changes and click Save.

5. Click Add Task and select Parent from the ManageBac Entity and Contact from the Passport Entity. A field-mapping window will appear, do not make any changes and click Save.

6. Click Enable Schedule to configure the frequency interval of data sync to run every hour. This determines how often the sync runs to update student & parent data across OpenApply and ManageBac accounts.

Select the Integrations tab again, click + New and select Sync.

Select OpenApply as the source and click Create. Follow steps 4-6 above.

Step 8. Run 2-way sync

Navigate back to Data Sync > Integrations , you should see the following four separate integrations. The two import integrations ensure that changes made from ManageBac & OpenApply continuously import into ET while the two sync integrations ensure that those changes flow from ET to ManageBac and OpenApply.

The import and sync integrations will run automatically every hour. You or the school can always run a manual integration by clicking the blue Run icon next to any integration.

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