Data Mapping Templates
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Note
This feature was introduced in 2024.1 and doesn't support all the tables in the system yet. Additional tables and data imports will be available in future releases.
Data mapping templates are used to bring data into the system through file uploads or FormFlow forms. They specify where data is stored, define required fields, and enable duplicate checking.
When you create a template, you specify which roles can access it. These permissions control who can select the template during import and who can view the data imported with it. Users without access to the template cannot see its imported data.
The Data Mapping Template page lets you create and manage these templates. When you create a template, you can:
Select the type of import. For example, admissions contacts or accounts receivable receipts.
Specify if the template is to be used with files or forms.
File templates:
At this time only XLS, XLSX, and CSV files can be uploaded.
Files must include all columns defined in the selected template, and column names must match exactly.
Sample import files can be uploaded to help users select the incoming data fields they want to map to the system fields.
Form templates:
Associated with FormFlow forms when they are submitted via the Campus Portal. Only FormFlow Forms are supported.
Note
Forms are managed via the Campus Portal. To be available for associating with data mapping templates, the form's Record in ERP setting must be Yes (Campus Portal, FormFlow - Forms, Manage forms, Tools, J1 Mapping Tool).
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.
Choose fields 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.
If your file has new or updated information, you can upload it again and evaluate which updates need to be made in the system.
Note
Identifier fields must be included in the import file but do not have to be committed to the database.
Unique Identifiers: Fields the system can rely on for accurate record matching and updates (if any).
Supporting Identifiers: Additional fields used to find potential matches when a unique identifier is unavailable.
Select the database tables and columns where the imported data should be placed. You can also mark specific columns as required. If a required column is missing information, the record will not be imported.
You can copy templates to reuse them between forms and other import types. For example, admissions applications submitted via a Campus Portal form or emailed as a file attachment.
The following tables are available (availability varies by J1 version and licensed modules). Additional tables will be available in future releases.
Address Master Information
Alternate Contact Method
Alternate Contact Method User Defined Information
Alternate Identifier Information
Alternate Names for an Individual
Attribute Information
Attribute User Defined Information
Biograph Master Information
Biograph Master User Defined Information
Biographical Ethnicity/Race Information
Document Information
Emergency Contact Information
Military Service Information
Military Service User Defined Information
Name Address Master User Defined Information
Name Master Information
Name Master User Defined Information
Org Tracking Information – School with which User has been Associated
Party Address Details
Party Alternate Contact Details
Party Biograph
Party Ethnicity/Race Info
Party Name Details
Party Phone Details
Person Identity Information
Phone Information
Phone User Defined Information
Relationship Information
Source Information
Tribal Information
User’s Test Score Information
Data imports and templates are currently only available for the following import types:
Accounts Receivable invoices
Accounts Receivable receipts
General Ledger batches
People
Registration prospective transfer courses
Additional import options will be available in future releases.
Because data imports can include confidential information, you can limit who has access to the templates associated with them. When you create and edit data mapping templates, you select the modules you want to be able to access them. Anyone in a role with access to a selected module can use and process files and forms associated with the template. This also means only those individuals can see the data being imported.
To access the Data Mapping Templates page and features, users must belong to a Data Management role with the Can manage data mapping templates permission enabled.
If filter options aren’t appearing, click the No filters applied link. You can find templates in several ways:
Searching by specific word using the Keyword filter.
Using a filter or combination of filters (e.g., keyword, importing from, type of import, etc.).
Using the column headings to sort by ascending or descending order.
When a template is deactivated, it cannot be used to import data.
Access the Data Management, Data Mapping Templates page.
Find the template you want activate ordeactivate.
From the Active column, click Yes or No.
You can create a data mapping template in two ways: by copying and modifying an existing template or by building a new one from scratch. The steps below outline how to create a new template.
Access the Data Management, Data Mapping Templates page.
Click the Create Mapping Template button. 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 from the following options:
Batch Import Template for General Ledger
Invoice Import Template for Accounts Receivable
People Import Template
Prospective Transfer Course Import Template for Registration
Receipt Import Template for Accounts Receivable
If you are working on a Finance module related template, select the Source Code to be associated with imported data. These codes typically identify the type of data and where it originated.
From the Import From drop-down, select File or Form.
The file option lets users associate the template with .xls, .xlsx, and .csv files being used to import data into the system.
The form option lets users associate the template with a FormFlow form. Forms are managed and submitted from the Campus Portal.
For File imports, select the Provide Source File checkbox and then click the Choose file button to upload a sample .xls, .xlsx, or .csv file if you are providing a source file that can be used as a template.
For Form imports, select the FormFlow form you want associated with the template from the Select Form drop-down.
Note
For a form to be available, the form's Record in ERP setting must be Yes (Campus Portal, FormFlow - Forms, Manage forms, Tools, J1 Mapping Tool).
To allow form data to be imported directly and immediately into the system, select the Automated Processing checkbox.
Automated processing bypasses the processing queue importing data directly into the system unless it is flagged as duplicate data. Duplicate data is sent to the import processing queue for manual review before being added to the system.
In the Modules Allowed Access field, start typing and select the modules that should have access to the template for importing data and processing associated data.
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.
Click Save and continue. The Identifying Information options appear. These options let you select fields for duplicate checking. For example, you can specify last name and email address as identifiers to compare against existing records, helping prevent duplicate entries.
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 source names are entered in the next step and tell the system where imported data goes in the database.
Click Save and continue. The Row Mapping options appear.
Click the Add row button. The Add Row window appears.
From the Table drop-down, select the database table you want to save data to and click the Select table button. 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 Source File Column field, select the source column to tell the system where the imported data will be stored in the database.
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.
Click the Add button.
Repeat steps 17 - 24 for as many tables and columns you want to save the data to.
Copying a template is useful when you want similar mappings but a different source file, form, or description.
Access the Data Management, Data Mapping Templates page.
Find the template you want to copy.
From the Actions drop-down menu, select Copy. The Copy Mapping Template window appears.
Enter a Name.
Press the Tab key to allow the system to generate a unique code or enter one manually.
If needed, update the Description.
The Type of Import and Importing From fields are fixed and cannot be updated.
If you are working on a Finance module related template, update the Source Code to be associated with imported data as needed. These codes identify the type of data and where it originated.
From the Import From drop-down, select File or Form.
The file option lets users associate the template with .xls, .xlsx, and .csv files being used to import data into the system.
The form option lets users associate the template with a FormFlow form. Forms are managed and submitted from the Campus Portal.
For File imports, select the Provide Source File checkbox and then click the Choose file button to upload a sample .xls, .xlsx, or .csv file if you are providing a source file that can be used as a template.
For Form imports, select the FormFlow form you want associated with the template from the Select Form drop-down.
Note
For a form to be available, the form's Record in ERP setting must be Yes (Campus Portal, FormFlow - Forms, Manage forms, Tools, J1 Mapping Tool).
To allow form data to be imported directly and immediately into the system, select the Automated Processing checkbox.
Automated processing bypasses the processing queue importing data directly into the system unless it is flagged as duplicate data. Duplicate data is sent to the import processing queue for manual review before being added to the system.
In the Modules Allowed Access field, start typing and select the modules that should have access to the template for importing data and processing associated data.
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.
Click Save and continue. The Identifying Information options appear. These options let you select fields for duplicate checking. For example, you can specify last name and email address as identifiers to compare against existing records, helping prevent duplicate entries.
Identifier data does not have to be imported or committed to the database, but the designated fields 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 source names are entered in the next step and tell the system where imported data goes in the database.
Click Save and continue. The Rows options appear.
Click the Add row button. The Add Row window appears.
From the Table drop-down, select the database table you want to save data to and click the Select table button. Available columns appear.
Enter a Name.
Enter the same Source Names you entered during the previous step to tell the system where the imported data will be stored in the database.
To make a field required, select the Make Required checkbox.
Click the Add button.
Repeat steps 18 - 22 for as many tables and columns you want to save the data to.
Yes, you can set up the template to write to multiple tables and columns.
Yes, you can require values that aren't required in the system.
No, data mapping templates are only available in J1 Web.
To use the J1 Web data management tools, you need to create data mapping templates in J1 Web and then associate your form with the template. You can continue using the J1 mapping tool, but your forms will still be processed in the Desktop's Process Internet Submissions window.
Yes, you can map to user-defined tables and columns. The user-defined tables and columns you have permission to access appear as options when setting up the mapping.
The module access codes grant access to the template and the data being imported with that template. Without the proper access, users won’t be able to see the associated data.
Module access codes are enabled for different roles in the system. Users assigned to roles with select module access codes enabled can access information associated with those codes. For example, communications, workflows, and data.
No. To import FormFlow forms, you need to map the data in J1 Web and not FormFlow.
You will first create a data mapping template for your form, ensure the form is available in J1 Web, and then import the forms manually or set up a scheduled import to automatically import them.