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, introduced in 2024.1, currently supports only admissions-related tables. Additional data imports will be possible as more tables become available in future releases.
Data mapping templates are used when importing data into the system through file uploads or FormFlow forms. They specify where the data is stored in the Jenzabar One database, define required fields, and enable duplicate checks based on selected fields. When creating a template, you designate which roles have access to it. These permissions control not only who can select the template during the import process, but also who can view the data imported with that template. Without the proper access, users won’t be able to see the associated data.
The Data Mapping Template page lets you create and manage these templates. During the create template process, 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:
Are associated with files when they are uploaded for importing data. At this time only XLS, XLSX, and CSV files can be uploaded.
Files must include all the columns defined in the selected template, with column names matching 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:
Are associated with FormFlow forms when they are submitted via the Campus Portal and routed into J1 Web. Only FormFlow forms submitted via the Campus Portal are supported.
The forms themselves are managed from the Campus Portal. For them to be available in J1 Web 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.
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.
Data imports and templates are currently only available for the following import types:
General Ledger batches
Accounts Receivable invoices
People
Registration prospective transfer courses
Accounts Receivable receipts
Additional tables, columns, and template 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/deactivate.
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 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 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.
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 copy a template to create a new one.
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 remain the same.
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.