Titanium Schedule Client Import Guide

Transcription

1 Titanium Schedule Client Import Guide February 23, 2012 Titanium Software, Inc. P.O. Box Houston, TX (281) The Client Import is an optional feature in Titanium that will import client information from a university student information system such as Banner into the client information screen and a single data form you specify. The first section will most likely need to be configured by your IT Department as they will have the connection, Student ID, and Client Name field information from which Titanium will draw the data. Note: you must use the Student ID field in Titanium for the Client Import add-on to properly function. General Client Import Configuration This configuration step is done by a user with access to the System Configuration screen in Titanium. Open the Client Import tab of the System Configuration screen. If you need additional help understanding any of the items on this screen, move your mouse cursor over the item for popup help. Put a check in the Activate Client Import checkbox and enter your Client Import activation code in the yellow highlighted fields above. Your activation code can be found in the you received when you ordered Client Import. 1

2 ODBC Connection string Each segment below (red, blue, and yellow) should be separated by a semicolon. DRIVER designates which driver the ODBC connection should use to connect to your Student Information System. If you do not know which driver should be used here, see Appendix A: Creating an ODBC connection. SERVER is used to designate the name of your Student Information System database server. This can be done via UNC structure or IP. Specifying a port number at the end should be separated by a comma. DATABASE is the name of the Student Information System database from which the client information will be pulled. Query This is the field which contains the language as appropriate to your ODBC data source to select source fields from the table containing client data. If your client names are separated into more than one field, this would also be the place to join those together into one field name. SELECT * represents the language to select all fields Fname + + LName in my Student Information System the student s first and last names are separated into two fields which I have joined together with a space separating them. Note: The names of your fields will probably differ. ClientName is what I have chosen to designate the now joined first and last names. FROM CLIENT designates from which table or view I am pulling this information. The Test button will ensure that your Query is syntactically correct and indicate how many client records were found in your Student Information System database. The Query button will give you a full DATA STRUCTURE of available fields to be imported from the Student Information System, including the joined student name if you joined them in the previous step. DATA STRUCTURE SsNo, String, 15 LName, String, 100 FName, String, 100 MName, String, 100 Phone1, String, 16 Phone2, String, 16 ClientName, String, 201 2

3 Student ID & Client name Use the Student ID field drop down to designate which field from the Student Information System is used for the student s ID. Use the Client name field drop down to designate the client name field. If joined from separate fields in earlier steps, use that field (from prior examples, ClientName). When to import, When to create, When to check When adding a new client o Whenever you select Open and Client from the top menu of Titanium Schedule, enter a first and last name and exit the field, the Client Import process will first check to see if this person already exists in Titanium Schedule. If not, they are considered a new client and their designated data will be imported from the Student Information System at this time. Designating data will be covered later under [Client Import Field Mapping Table ]. New client and when schedule first appointment of the semester o All of the above, plus: o Each semester (as designated on the Reports tab), the first appointment per client will also import their designated data. When adding a new client o Whenever you select Open and Client from the top menu of Titanium Schedule, enter a first and last name and exit the field, the Client Import process will first check to see if this person already exists in Titanium Schedule. If not, they are considered a new client and a new data form will be added to this client at this time. 3

4 Data Form & Default note type The Data Form field allows you to designate which data form the incoming data from the Student Information System will be stored in Titanium Schedule. This is usually either the Client Information (SDS) or a Client Demographics data form of your creation. The Default note type for a new Data Form is used to designate which type of note the Data Form selected will be attached to under the client file in Titanium Schedule. If you want your CLERICAL designated users to be able to see the imported data, this note type must be of category General Use note (see {Notes & Data Forms}, [Note Type list] in System Configuration). Note: designating this as a General Use Note makes the imported data non-confidential. When to check enrollment status This field designates at which points the current enrollment status of a client should be verified with the Student Information System. Enrollment field designates which field, from the Student Information System, holds the status of the client in question. Convenience buttons These checkboxes will add buttons that allow the Client Import process to be manually implemented. Placing a check in this box provides this button on the Client Information screen when in [Edit] mode: which allows you to manually import data at any time regardless of any other automation settings on the Client Import tab of System Configuration. Using this button will overwrite data that is currently in Titanium. Placing a check in this box provides this button on the Open > Clients screen which allows you to preview the information that the Student Information System has on this client prior to importing it into Titanium Schedule. 4

5 Client Import Field Mapping Table In this screen you will designate which fields in Titanium Schedule should be loaded from the external data source (e.g. Banner) and what should be loaded into those fields from the external data source. Remember: you can only pull into the Client Information screen and the data form chosen (on page 4 of these instructions). To start designating which fields to import select [New] Screen designates which area you will be pulling the data into in Titanium Schedule. This will either be Client Contact Information or the data form you designated on page 4. Fields in the Client Information screen are hard-coded and you cannot add more fields to that screen. Field designates which field in the Screen area that you will be importing data into. Field designates the name of the field where you re pulling the data from. Repeat this process by pressing the [New] button for each field you desire to import. 5

6 Map Values There is a new Map Values column with a button. This button should only be enabled while in Edit mode and ONLY if the field in question is a Dropdown List or Multiple Choice destination field (like the Ethnicity question on the Client Demographics Data Form). This button brings up the following screen: All possible values that can come from the import field are shown (in this case, the incoming field is Sex while the field in Titanium is Gender ), and then the configurting user must pick an appropriate Titanium value for each source value. So in the example above, the F code would be translated to Titanium s Female code during the import process. Advanced mapping: The New Mapping screen allows any destination field to be mapped to any source field. This means that in addition to exact mappings (likeinteger to Integer), mappings like String to CheckBox (where Y = checked and something like n = unchecked) or String to DateBox (where Titanium will attempt to parse the string as a date) are also supported. Please note that when Client Import is processing, these mappings which require conversion may cause conversion errors to occur. An example of a conversion error would be if a Q showed up instead of an N or Y what should Titanium do with such a value when importing it into a Yes/No data form field? In such cases the value would be set to null- (e.g. no response) and a Conversion Error screen would be shown to the user. This screen should give enough of a detailed explanation to help resolve the issue. The resolution may be to modify the Client Import configuration mappings or Query, or the resolution might be to modify the external data source to fix a typo. It all depends on the values involved and the specific conversion error reported; you will have to determine the appropriate course of action. 6