Using Ravenna ADMIT Import

The Ravenna ADMIT Import is a one-directional data pull from Ravenna ADMIT to the BigSIS Database. When using it, the BigSIS Database will pull all applicants marked as matriculating from Ravenna ADMIT into BigSIS Leads, including demographic data (name, program, year, gender, pronouns, etc.) and household information (address and parents/guardians with their contact info).

IMPORTANT: To use the Ravenna ADMIT Import, you must have already connected the BigSIS Database to Ravenna ADMIT using the Ravenna ADMIT BaseURL and Ravenna ADMIT Key. If you have not connected Ravenna ADMIT and BigSIS or are unsure if they are connected, please reach out to support@bigsis.com. 

Before Running the Import - BigSIS

There are a few things that need to be done in the BigSIS Database before you can run the Ravenna ADMIT Import. These include having an Academic Year and Lead Enrollment Configuration built for the incoming records to go into, and making sure that your data is clean. Note: Ravenna ADMIT uses the Admission Season while BigSIS uses the Academic Year to group Leads. In practice, this means when searching in Ravenna ADMIT your applicants will be in the 2022-2023 Admission Season while in BigSIS they will be in the 2023-2024 Academic Year.

1. Without an Academic Year in place, you will receive an error when you try to run the Ravenna ADMIT Import. To check if you already have the Academic Year in place on the Left-hand Menu > Students > Other > Academic Years.
   
   
   1. If you do have the correct Academic Year built, skip ahead to step 2.
      
      
   2. If you don't have the correct Academic Year built, follow this article to Set up a New Academic Year with The Academic Year Wizard.
      
      
2. Without a Lead Enrollment Configuration in place, you will receive an error when you try to run the Ravenna ADMIT Import. To check if you already have the Lead Enrollment Configuration in place on the Left-hand Menu > Admissions/Leads > Enrollment & Inquiries Setup > Lead Enrollment Configuration.
   
   
   1. If you do have the correct Lead Enrollment Configuration built, skip ahead to step 3.
      
      
   2. If you don't have the correct Lead Enrollment Configuration built, follow this article to Set Up the Lead Enrollment Configuration.
      
      
3. It is strongly suggested that you have clean data in BigSIS before adding new data, whether via the Ravenna ADMIT Import or other methods. Without having clean data in place, it will be hard to see if there is any cleanup you need to do after the import. There are a number of utilities that can be found in the Left-hand Menu > Other > People > People Utilities, but the main one to use is Find Duplicate People.

Before Running the Import - Ravenna ADMIT

1. It is strongly suggested that you have clean data in Ravenna ADMIT before bringing your applicants into BigSIS. Without it, there is the possibility of bringing in duplicates and running into issues while working with them in BigSIS. Ravenna ADMIT has its own set of data-cleaning tools, please consult Ravenna ADMIT documentation for how to use these if you do not already know how.
   
   
2. In order for your Ravenna ADMIT applicants must have the Matriculating checkbox marked on their Decision tab. If you do not have access to the Decision tab in Ravenna ADMIT, please work with your admissions team to get your applicants ready in Ravenna ADMIT. 

Running the Import

1. Go to System > Imports > Ravenna ADMIT Import
   
   
   
2. Select the Admission Season in Ravenna ADMIT to import. You must select Import New Records, Update Existing Records (Previously Imported), or both to proceed. You can also choose to Automatically Relate Parents in Household as Spouses or Import Application Form Data. Click Proceed when you have made your selections.
   

   

3. Step 1 of the import asks you to map the programs from Ravenna ADMIT to BigSIS. Once you've mapped all programs, select Preview Report. 
   
   
   
4. Step 2 shows a basic preview of the records to be imported. More than these fields will be imported. When you are ready, click Import.
   
   
   
5. Once the Import has been completed you will have a message like this one showing what records were imported and/or what, if any, had errors along with what the error was. Be sure to close this tab, not just select Back when you are done with the import.
   

After Running the Import

1. Once you've run the Ravenna ADMIT Import, you will want to run at least the Find Duplicate People utility to check for duplicate parents/guardians. You will also want to filter in the Leads table and make sure that you don't have duplicate lead records. If you do, this article walks you through How to Merge Lead Records.