Create Data Mapping Templates for Forms
Data mapping templates define how information submitted through a form is added to or updated in the database. For example, a Contact Information Update form can use a data mapping template to update a person's email address, phone number, or mailing address when the form is submitted.
Note
Data mapping templates are typically used for forms that collect information that must be stored in the database, such as contact updates, biographical information changes, or application data. Forms used only for informational purposes, RSVPs, or workflow-driven processes may not require a data mapping template.
Fields can also be designated to identify potential duplicate records. For example, you can configure the system to compare imported First and Last Names against existing records to help prevent duplicates. When the system identifies potential duplicates, you can compare information and then choose to create a new record or update the information for an existing record.
When you create a template, you specify which users can access the template during the import process and manage it from the import processing queue. Access is controlled by module access codes, ensuring that only authorized users can select and process the template and data associated with it.
You can create a data mapping template by copying and modifying an existing template or by creating a new template. Copying an existing template is often faster when a similar form already exists.
Access the Connect hub, Data Management module, Data Mapping Templates page.
Click Create Mapping Template. The Create Mapping Template window appears.
Enter a recognizable Name.
Press the Tab key to allow the system to generate a unique Code or enter one manually.
Enter a Description.
From the Type of Import drop-down, select People Import Template.
From the Import Forms drop-down, select Form.
From the Select Form drop-down, select the form you're creating a mapping template for. The Campus Portal Forms and J1 Web Forms you have permission to access are listed.
Note
For a J1 Web form to be available, it must be active (Manage Forms page).
For a Campus Portal form to be available, the Record in ERP setting must be Yes (Campus Portal, Forms, Manage forms, Tools, J1 Mapping Tool).
To allow form data to be saved directly and immediately into the database, select the Automated Processing checkbox.
Automated processing bypasses the processing queue saving data directly to the database unless duplicate data is detected. Duplicate records are routed to the processing queue for manual review.
Select the module access codes that should be allowed to process imports created with this template using the Modules Allowed Access field.
If you want to link a workflow to imported individuals once they are added to the system, select the Associate workflow with imported person checkbox. For example, a HR workflow could begin automatically after an update form is submitted.
Click Save and continue. The Identifying Information options appear. These options let you select fields for duplicate checking. For example, a template might use email address and last name to determine whether a submitted record already exists in the database.
Identifier data does not have to be imported or committed to the database, but must be included in all imports associated with the template.
Select the checkboxes of the identifiers you want to use and enter a Source Name in the corresponding field.
These item/field names are entered in the next step and tell the system where data goes in the database.
Click Save and continue. The Row Mapping options appear.
Click Add row. The Add Row window appears.
Row mappings connect form fields to database columns. Each row determines where information from the form will be stored in the database.
From the Table drop-down, select the database table you want to save data to and then click Select table. Available columns appear.
Enter a Name.
If this template allows automated processing, the How should existing data be handled during automated processing? drop-down is shown. This option determines how imported data will be handled when duplicate information is identified.
Keep existing
When imported data differs from existing information in the database, the system data will not be changed.
Move to queue for manual processing
Manual intervention will be required to import the data into the system. During review, the user will determine if the imported data will overwrite the information in the system or if the existing information will remain the same.
Replace existing data with imported data
When imported data differs from existing information in the database, the system data will be updated with the data in the import.
In the Form Field field, select the form item/question that will correlate with the database column.
To make a field required, select the Make Required checkbox.
To make a field available during import processing, select the Show in Import Processing checkbox.
If this checkbox is not selected, it will not appear when processing information.
Required items such as address code must show up in import processing and will be selected for you.
Click the Add button. The Add Row window closes.
Repeat steps 15–22 for as many tables and columns as needed.