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The SIS Batch File process is an asynchronous LearningStudio system that processes course and user creation and enrollment data from your system of record, such as a Student Information System (SIS). Using this process allows you to make many changes to LearningStudio at once. You can submit as many data files as desired (for example, users and enrollments could be updated via this process every hour, every day, once a week, every Monday and Friday, etc). The system will complete the request within 24 hours.

Batch Enrollments API Data Flow

Batch Data File Formats/Types

You can submit your data using either of two formats:

  • Delimited file (for example, a *.csv file)
  • XML data file

See Batch Delimited Files and Batch XML Files for details about the respective file formats.

Important: Your batch data file must be formatted exactly as defined in these specifications and contain appropriate information because you will be directly updating the LearningStudio data.

Configuration

Before you can use the Batch Files system, you must contact your Strategic Customer Operations (SCO) team to request and be given login information (username and password) and access to the Administrative Pages UI and/or the SFTP site. See Batch File Setup. SCO will provide you with the following information:

ItemDescription
Username and password Required to be able to log into the SFTP server. This will be unique to your institution.
SFTP site license key and registration number The SIS Batch File system requires an SFTP site to provide and receive data to external systems, such as your SIS. If you are already using SFTP, you can use your existing solution. If you are not already using an SFTP site, information will be provided by your SCO team to get you set up.
SFTP location and folder We will configure an SFTP location and folder for you to use for batch files. As you add files to this location, the system will automatically retrieve for processing.

File Naming Convention

The preferred file naming convention for either type of batch data file is the following:

ClientString_DD_MM_YYYY.ext

Where:

  • ClientString - The unique label identifying your institution
  • YYYY_MM_DD - The date stamp of the file
  • ext - The data format of the file
    • txt - Designates data file is delimited.
    • xml - Designates data file is XML format.

For example, Strata University's client string may be strata, so their batch file would have a name of "strata_2012_01_09.txt", if submitting a delimited file for January 9, 2012. Please check with your SCO team if you are unsure of your client string.

Note: Data files submitted using either the SFTP or the Administrative Pages UI are both saved in the same folder location. Notify your SCO Consultant if you plan to use both submission methods and/or if you plan to use both file formats.
Note: After approximately 60 days, a data file may be deleted from the upload site during maintenance.
Note: If multiple files are sent on the same day with the exact same file name, each subsequent file will have an incremented vale appended to the file name and the files will be processed in the order received.

For example, if file "strata_2012_01_09.txt" is submitted in the morning and another file named "strata_2012_01_09.txt" is submitted in the afternoon, the second file would have its name changed to "strata_2012_01_09(2).txt". If the changes within each file conflict (for example, updating the same user's information), the changes will be applied in the order received with the latest change overwriting the previous changes.
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Always Learning
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