The Enrollment Management Association (EMA) can generate data and documents for Standard Application Online (SAO) applications.

EMA has an automated process that sends application data and associated documents to the Slate SFTP server. The data and documents are then imported through an automated process using standard source formats in Slate.

Step 1: Creating an SAO ID field

Go to Database → Fields. If your institution already receives data from the Standard Application Online, you likely have an application-scoped field representing the SAO Application ID here. If you find this field, move on to step 2.

If you don’t have this field:

1. Select New Field.

2. Configure the following settings:

   • Status: Active

   • Scope Category: Records

   • Scope: Application

   • ID: sao_app_ID

   • Name: SAO Application ID

   • Folder: Keep fields organized by placing them in a folder. To create a new folder, select Other and enter a name.

   • Category: Select or create an optional field category.

   • Field Type: Free Text

   • Unique for Merging: Value contains a unique ID which identifies a single record for merging.

3. Select Save.

4. Select the link in the sidebar to force refresh the fields cache.

   

Step 2: Adding the Enrollment Management Association service account

To add the Enrollment Management Association service account to your database:

1. Go to Database → Slate Template Library.

2. Select refresh the Slate Template Library.  

3. Select OK.

4. Next to Enrollment Management Association Service Account, select Add.

5. Select Add to confirm.

To configure the Enrollment Management Association service account:

1. Go to Database → User Permissions.

2. Select Service Account, Enrollment Management Association.

3. Select Edit User.

4. Select Roles.

5. Verify that SFTP Access is selected.

6. Copy the username.

7. Select Save.

8. Share the username with Enrollment Management Association to grant them SFTP access.

The Enrollment Management Association service account uses an RSA Keypair for authentication, so no password is needed.

Step 3: Adding the SAO source formats

To add the Standard Application Online (SAO) source format:

1. Go to Database → Source Format Library.

2. Enter Standard Application Online in the search bar.

3. Select Add.

🔔 Do not change the source format’s name or format settings. Notes and internal name can be edited.

You cannot map fields until you receive or manually upload a file from EMA.

Once the Standard Application Online source format exists:

1. Select Edit.

2. Select the Import Automation tab.

3. Confirm the Import Path/Mask field is set to the following: ema/SAO/Rosters_*.csv

   

4. Select Save.

EMA generates PDF files associated with the applications delivered in the data files. These files are associated with Slate records using unique IDs that come in through the Standard Application Online (SAO) source format. You must configure these files as Slate materials using the SAO Document Import source format.

To add the SAO Document Import source format:

1. Go to Database → Source Format Library.

2. Enter SAO Document Import in the search bar.

3. Select Add.

Once the SAO Document Import source format exists:

1. Select Edit.

2. Select the Import Automation tab.

3. Confirm the Import Path/Mask field is set to the following: ema/sao/Attachments_*.zip

   

4. Select Save.

Step 4:  Remapping the SAO source formats

Standard Application Online

To map the application-scoped unique ID created in step 1:

1. Go to Database → Source Formats.

2. Select the Standard Application Online source format

3. Select Edit Mappings.

4. Map the ApplicationID source field to the SAO application ID created earlier or to the app ID.

5. Set the Destination to Application Fields / App: Other – Standard Application ID.
   

6. Select Save.

7. Review the additional field value mappings and add/update the mappings as necessary.

8. Review Field Fusions, Prompt Value Mappings and Static Mappings to update/add additional mappings.

📝 To create application records the Standard Application Online application source format is processed, you must map an App: Round.

SAO Document Import Materials file

Select Database on the top navigation bar and select Source Formats.

1. Select the SAO Document Import source format and select the Edit Mappings button.

2. The SAO Document Import source format contains 3 data points to map:

   • File Name

   • SAO ID (the app-scoped application ID)

   • Document Type

3. Map the SAO ID to the newly created SAO Application ID:

   

4. Select Prompt Value Mappings.

5. Map the Material Source Format to the Slate material type that should be used to store each of the SAO document types.

6. Select Material.

7. For each SAO document type, select the Slate material type as which you want to store the document type.

8. Select Save.

9. When you are ready to import the documents, select Edit from the main SAO Document import screen and set the Remap Active Flag to Active.

📝 Only document types that have been mapped to a valid Slate material type will be imported.

PDFs associated with unmapped document types will remain in the SFTP directory until they are mapped (and imported) or purged.

The material source format should only be activated AFTER the SAO Application data source format has been activated.

Step 5: Testing the Standard Application Online source format

To test importing application data:

1. Complete the remap configurations in your production environment.

2. Refresh your test environment.

3. Activate the source format’s remap settings in the test environment.

4. Confirm that the behavior of the import matches what you expect.

Repeat as necessary until you are satisfied with the configuration of the remap settings.

Step 6: Activating the source format

Once you’ve finished testing remap configurations, you can activate the source format in your production database:

1. Navigate to the Standard Application Online (SAO) source format and select Edit.

2. Set the Remap Active flag to Active.

3. Select Save.

Data for existing files uploaded on or after the Remap As Of Date that are Awaiting Import are imported using the remap settings you’ve configured.

Import Path/Mask

The standard process that runs to import the documents will pick them up from the /incoming/ema/ SFTP directory.

🔔 Leave the import path/mask setting as the default.