How do I configure Slate to integrate with CollegeVine's AI Processing?

Why do I need to configure Slate to export files?

The CollegeVine SFTP provides a secure way to share documents with PII and other sensitive material (e.g., student transcripts and/or applications)
The initial export allows CollegeVine to train and test the tool to ensure it best meets your needs
Using a separate SFTP from the one used for your AI Recruiter helps direct the relevant data to the correct AI tool

For your first export, remember to…

Share 100 transcripts for first year domestic freshmen that have already been recalculated
These transcripts should be as representative as possible (e.g., if the majority of your transcripts come from one area, the majority of the sample should come from that same area)
Include both PDF transcripts and the CSV key within the ZIP file
- Name the CSV key index.csv and include two columns:
  - application_id (contains full application ID)
  - filename (contains full file name of the PDF transcript)

How to connect to the SFTP and export files

Create an OpenSSH formatted public/private key pair:
1. This is used to authenticate and secure the connection from Slate to CollegeVine.
2. To generate the key pair, follow these instructions:

For Windows

1. Download PuTTyGen or ensure you have the most up-to-date version.

Go to this website and click the installation option best suited for your machine.
The 64-bit x86 or 32-bit x86 options are most common. For Windows devices, to determine if your system is 32- or 64-bit, go to Start > Settings > System >About. Under Device specifications, you can see the System type (64- or 32-bit.)

2. Download PuTTyGen or ensure you have the most up-to-date version.

Go to this website and click the installation option best suited for your machine.
The 64-bit x86 or 32-bit x86 options are most common. For Windows devices, to determine if your system is 32- or 64-bit, go to Start > Settings > System >About. Under Device specifications, you can see the System type (64- or 32-bit.)

Go to your downloads folder (or the downloads button in your browser) and open the installer you just downloaded.
Click ‘Next’ on the next two screens

Click ‘Install PuTTY files’ and then ‘Install”

3. After installation is complete, open up the PuTTYgen app (note: don’t open the PuTTY app). You can open up Windows Search or your Taskbar to search for your new PuTTYgen app.

4. An empty PuTTY Key Generator window (screenshot below) will open up. Ensure your parameters are set to the following, which should already be the default settings:

Type of key to generate: RSA
Number of bits in a generated key: 2048

5. Click ‘Generate’ and then move your mouse around the screen below the green bar.

6. When finished, you will see something similar to the screenshot below:

7. Copy the Public Key listed in the top box. Start highlighting at the “ssh-rsa” line and copy all the way to the end of the key.

In the example above, we ultimately copied the whole public key:
- ssh-rsa AAAAB3NzaC1yc2EAAAADAQABAAABAQCn5OR2hChklveWZxfuBlJ7qv18h7kpPOAwrEQDM9Ie0diQoqnDmx9FfOSYUZErMxqnsVg7dLKRFZgmbf1zTuPZMdFdUC1xe4GJR7u2Yr3EUIlqpNJ88ANN7y3qsZTeWaRjOTx/5Usi2ljDstOfJm/azq695FfAWCmDUiqIKUwOQ1SWZzmjtM3CxTPisIU9ybUYhR+5Q5XNZ/ZdiXSbTTsaaqTqV4FnaprCnZ66Uxpx6lcnmQmrwXHbv/OabHP3FxvNkXHV9xPmLii3ablKRVxFjYrPmv+cParyjtKOoVxtfRoV24ZwmBmZZT5h+iUUBQ7rVj0djFiZG7v0exUkZhc7 rsa-key-20241213
- This public key is just an example, don’t use this public key because it won’t work for you!

8. We recommend that you save the public key file to your computer for future reference by clicking “Save public key” on the PuTTY Key Generator screen:

9. Now it’s time to save the PRIVATE key portion of your key pair.

First, ensure you have NOT entered anything into the “Key passphrase” or “Confirm” boxes — these must be empty.
Then go to Conversions > Export OpenSSH Key.

10. When prompted with the PuTTYgen warning “Are you sure you want to save this key without a passphrase to protect it?” click Yes.

11. After you enter a file name and pick a location to save the file, click “Save”. Then navigate to the file (via your desktop or your file browser) and open it to view the contents. When prompted, you can open the file with Notepad.

12. When you open the file, you should see your private key. Highlight the whole key to copy it.

For Mac

Overview: This guide explains how to create an OpenSSH-formatted public/private key pair in PEM type locally.

Navigate to the path you want to save the keys on your local machine on Terminal, ex. saving to Documents folder:
```
cd 
cd Documents
```
Paste in the command below, replacing <filename> with what you want the file to be named:
```
ssh-keygen -t rsa -b 4096 -m PEM -f <filename> -N ""
```
The keys are saved to your path as Document files, which will open with TextEdit by default. The public key file is named <filename>.pub and the private key named is <filename>. You can access them by clicking on the individual files.

Then:

Provide CollegeVine:
a. The entire content of the OpenSSH formatted public key. The key should begin with rsa-key....
b. IP addresses for Slate, based on the region where your instance runs.
1. Slate IP list
Wait for CollegeVine to set up your account.
After CollegeVine has set up your account, in Slate, visit Database > User Permissions to create a new user for the integration.
On User Permissions, click New User, then:
1. Make it a Service Account (Remote) user.
2. Set the User id field to the CollegeVine SFTP username value provided by CollegeVine.
3. Paste the OpenSSH formatted private key into the SSH Private Key field. This must begin with --BEGIN RSA....
4. Activate the new user.
Navigate to Queries and define (or find) the query for the data you'd like to export into CollegeVine.
If no queries have been created for this export yet, click on New Query .
1. Name = Put in a name for this query export.
2. User = Select the user that was created on Step 6.
3. Type = Configurable Joins
4. Category = Related
5. Base = Document
6. Click Save
Once the query itself is ready, click on the query, then Edit Query, then Edit Properties
Within the edit modal:
1. Execution Options = Retrieve only the new records since query was last run
2. Fetch Behavior = Preserve where clause on fetch if required by one or more filters
3. Click Save
Select Schedule Export on Edit Query page.
Within the export modal:
1. Select Destination = Custom File Transfer.
2. Connection = sftp://<username>@sftp.collegevine.com, where <username> is replaced with your CollegeVine username.
3. Path = to_collegevine/transcripts/<filename>%FT%T.zip, where <filename> is whatever you'd like the base filename for your export to be.
4. Format = Document Export v2
5. Archive = ZIP
6. Document Type = PDF
7. Index Format = Delimited (tab-delimited, CSV, etc.)
8. Index Filename = index.csv
9. Delimiter = Comma (,)
10. Headers = Include header row
11. Suppress Empty = Suppress empty files
12. All other fields should be the default values.
Do not define a schedule (manually export only when needed) and click Save
Click on Exports on the Edit Query page.
1. Search for Direct Exports and select:
  1. pdf:file
  2. pdf:xml
2. Click Continue. The two fields will show up as Document pdf:file and Document pdf:xml
3. Click edit icon for Document pdf:file , edit the Name field to pdf:file
4. Repeat for Document pdf:xml to pdf:xml
Click on the icon button next on the right of Export button to open: Edit Part
1. index.csv -filename col:
  1. Name = filename
  2. Click on Exports, select the File Name under Document, and click Continue
  3. Preview Results and confirm it’s similar to <random file name>.pdf
  4. Click Save
Repeat the above step to get to Edit Part
1. index.csv -application_id col:
  1. Name = application_id
  2. Click on Exports, select the Reference ID under Application, and click Continue
  3. Join = Document/Application
  4. Click Save
Click Save
Navigate back to the query page, not the Edit Query page. This can be done by clicking the link to the query's name in the upper left.
Click on Run to SFTP. This kicks off the export process, which occurs in two phases. First, the file is exported from Slate into a staging directory, then transferred from the staging directory to CollegeVine's SFTP.
When you have sent your file, please email the CollegeVine team to let them know, so that we can ensure it's visible on our side.
To monitor the transfer's progress, visit Database > Job Activity Monitor and look at the state of the Export and Transfer steps for the query. Both should be successful. If one fails, you can review the logs and send them to our team for review if necessary.

Importing from CollegeVine's SFTP to Slate

*This set up depends on individual Slate (Person Record and Application) set up for Source Format

Select Database on the top navigation bar.
Under Import, select Source Formats.
Select New Source Format.
Set the Status to Active.
Enter a Name.
Set the Remap as of Date to the current date.
Select Save.
Select the Source Format created above, or select another existing Source Format.
Select Edit.
Select the Import Automation tab.
Enter the following configurations:
- Import Path/Mask: from_collegevine/*.csv , CollegeVine will let you know when the calculations are ready
- Import Remote Server: sftp://<username>@sftp.collegevine.com
Click Save.

For more information on this set up, check out Slate'e documentation on retrieving files from an SFTP server and importing files from an SFTP server.

For more assistance, please reach out to your CollegeVine contact.

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