Note : Before you proceed with the following instructions, back up the database. If your organization integrates multiple Blackbaud products, refer to the Additional Requirements section of the backup article.

Using the Enroll Applications Wizard and the Mark for Re-Enrollment Wizard, you can copy attributes from the applicant view to the student view of a record and vice versa

Note:: You must define attributes in Configuration in Admissions Office, Registrar's Office, and Student Billing to copy the attributes.

To copy attributes from the applicant view to the student view of records using the Enroll Applications Wizard:

  1. Select the Attributes tab in the Enroll Applications Wizard
  2. In the first grid, you can select attributes to copy from the applicant view of the record to the student view of the record.
  3. In the Attribute Type column, select the attribute to add or update on the student view of the record.
    Note: Only attributes defined in Admissions Office Configuration, Registrar's Office Configuration, and Student Billing Configuration appear in the list.
  4. Mark the Overwrite Existing? checkbox to overwrite the existing value for the attribute on the student view if one exists.

    Notes:

    • If the attribute is defined as unique and you do not mark Overwrite Existing?, the attribute is not copied and generates an exception.
    • If the attribute already exists on the student side, but is not defined as unique and you mark Overwrite Existing?, a new instance of the attribute is copied but the original is not overwritten.
  5. In the Please provide values for the Registrars Office student required attributes and Please provide values for the Student Billing student required attributes grids, enter values for required student attributes. You can also add additional attributes to student records by selecting attributes in the Attribute Type column.

    Notes:

    • If you are copying a required attribute from the applicant side to the student side, the copied value is used instead.
    • If a required value is already on the student side of the record, and the attribute is defined as unique, the attribute is not copied and generates an exception.
    • If the attribute is not defined as unique, a new instance of the attribute is copied but the original is not overwritten.

To copy attributes from the student view to the applicant view of records using the Mark for Re-Enrollment Wizard:

Note: Only attributes defined in Admissions Office Configuration, Registrar's Office Configuration, and Student Billing Configuration appear in the list.

Notes:

  1. Select the Attributes tab in the Mark for Reenrollment Wizard
  2. In the first grid, select attributes to copy from the student view of the record to the applicant view of the record.
  3. Mark the Overwrite Existing? checkbox to overwrite the existing attribute value if the applicant side contains the attribute
    • If the attribute is defined as unique and you do not mark Overwrite Existing?, the attribute is not copied and generates an exception
    • If the attribute already exists on the applicant side, but is not defined as unique and you mark Overwrite Existing?, a new instance of the attribute is created and the original is not overwritten
  4. In the Please provide values for the Admissions Office applicant required attributes, enter values for required applicant attributes. You can also add additional attributes to applicant records by selecting attributes in the Attribute Type column.

    Notes:

    • If you are copying a required attribute from the student side of the record to the applicant side, the copied value is used
    • If a required value is already on the applicant side of the record, and the attribute is defined as unique, the attribute is not copied and generates an exception.
    • If the attribute is not defined as unique, but is not defined as unique and you mark Overwrite Existing?, a new instance of the attribute is copied but the original is not overwritten.

Alternative solution for versions prior to 7.70:

Export the attributes from the applicant view and import them to the student view

 

  1. On the Configuration page in Admissions Office, click Attributes
  2. Note the details of the attribute types defined for applicants
  3. Create an applicant export to use when importing the attributes to the student view
    • Create the file in XLS format
    • You must export either Applicant ID or Applicant Import ID because you must include one of these fields in the import
    • For each attribute, you must export the description. If applicable, also export the attribute date and comments.

      Note: You cannot export the attribute type. Keep track of the order in which you export the attributes so you can add the appropriate columns to the Excel spreadsheet.

  4. Open the spreadsheet and add a column for each attribute type
  5. Save the file in CSV format
  6. On the Configuration page in Registrar's Office, click Attributes
  7. As appropriate, define student attribute types to match the applicant attribute types noted in step 2
  8. On the Administration page, click Import records
  9. Create a new Student - Attributes import
  10. In the What do you want to do? frame, mark Import new records
  11. In the What file do you want to import? frame, browse to the saved CSV file, and select Student Import ID or Student ID in the Use field
  12. In the What is the format of this import file? frame, mark Delimited - Characters separate the fields
  13. Accept the defaults on the File Layout tab
  14. Select the Fields tab
  15. Map the required fields: Student ID (or Student Import ID), Attribute type, and Attribute description. Map other fields as appropriate.
  16. Click Save
  17. Click Import Now