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Connect Post Installation Instructions

Connect will synchronise your management information system (MIS) enrolment data with your library system. 

To access your Intake table in the library system:

  • Log into your library system.
  • Open Management
  • Select 'Database' from the top menu and click 'Intake'.

 

Post Installation

Connect (Groupcall Xporter) MIS to library enrolment synchronisation service.

The Connect service that automatically synchronises your MIS enrolment data with the library system has now been installed.  This service includes:

  • New students will be transferred to the library system when they have been setup within your MIS.
  • Optionally new staff members can be transferred to the library system.
  • Students with changes in tutor groups, etc, within your MIS will be updated in the library system.
  • Leavers from the MIS will be moved to the library system borrowers recycle bin.

The service will, wherever possible, automatically find a match between the “incoming” MIS record and the library system borrower record and when a match has been identified the borrower record will be updated.

When an automatic match cannot be established, the incoming MIS record will be placed in 'Intake' ready for processing manually.  New borrowers will not match an existing borrower record and therefore all new borrowers will initially be placed within 'Intake'.

 

Existing Borrower

Borrower matching an essential part to the student import process because this avoids duplicating borrower records when the records are transferred to the Borrowers table.

Normally, these records are present after a Connect has imported borrower data from your MIS. Only existing students (borrowers that are already enrolled) need to be matched to avoid duplication.  If there are students that cannot be matched then it is likely that they are new to the library, in which case it is not required to match them as an existing borrower.

 

Transferring borrower

Once any existing borrowers have been matched to their existing records, only new borrowers should remain in the intake table. The next step is to transfer them to the borrowers table.

 

Optional data selection

It is possible to configure the Connect service to include optional student, parent or staff data.  The utility to make these changes is available on the machine where the Connect service is installed so it may be necessary to involve your local IT technician if changes to the service are required.  The utility can be found on the desktop of the Groupcall Xporter machine and is called 'MLS Importer Settings'.  The data that can be included/excluded from the library synchronisation service are:

  • Forename – preferred or legal
  • Surname – preferred or legal
  • Postal address
  • Phone numbers
  • Photographs
  • Email address
  • Guardian contact data
  • Staff + staff year group

Please note that the optional data imports applies to both the student and staff imports. For example, under optional data you have the box to select import ‘Postal Address’, this will import the postal address for both students and staff when the include staff tick box is selected and a numerical year group is present.