Part 1: Your CRM → CollegeVine: AI One Stop Data Sync

Notes:

This guide assumes you’re a CRM admin in CollegeVine and an admin in your CRM. If you don’t already have a CollegeVine account, you can create one using these instructions or reach out to your CollegeVine contact for assistance.

High-level overview:

You’ll be setting up a connection between your CRM and a CollegeVine-hosted SFTP location where we will securely exchange files.
You will upload the students you want your AI One Stop to treat to a to_collegevine folder at your desired cadence, and CollegeVine will ingest them.
CollegeVine will send a file(s) nightly with your students with additional AI data points to a from_collegevine folder, and you will ingest them into your CRM.

Steps:
1. Log into your CRM and CollegeVine.
  - If your CRM doesn’t support SFTP integrations natively, you also likely have a “middleware” you use (e.g., Informatica, Mulesoft, Cyberduck, etc…) where you will configure your SFTP setup. Ensure you have access to that software.
  - Note: if you have never set up an SFTP integration before and don’t know where to start with your CRM, please notify your CollegeVine contact and we will work with you/your IT team to provide you with extra support. In most cases, we already work with another school/partner who uses the same CRM as you and can share strategies.
2. Create a public/private key pair using PuTTyGen (Windows), your terminal/CLI, asking your IT team, or any other preferred method.
  - This is used to authenticate and secure the connection from your CRM/middleware to the CollegeVine-hosted SFTP.
  - Note: We recommend starting with the OpenSSH format for both a public and private key, but your CRM/middleware might require a different format. We accept most formats.
3. In CollegeVine, navigate to AI One Stop -> Students then click CRM sync.
  
  You will see the basic connection information listing:
  - The server name
  - A username
  - A path for uploading students from your CRM to CollegeVine
  - A path for downloading students from Collegevine to your CRM
  - A text input for the SSH public key
  - A text input for the source IP addresses
4. Paste the entire public key into the SSH public key text box. The key should begin with rsa-key…
5. Paste in the IP addresses for your computer/CRM/middleware that you’ll be connecting with.
  - If multiple IP addresses, add one IP address per line (don’t comma separate)
6. In your CRM/middleware, create a new SFTP integration or new SFTP user to connect to the SFTP location. Exactly how to do this varies depending on your specific CRM/middleware.
  - You’ll need the CollegeVine SFTP Username value (screenshot in step 3)
  - You’ll need the For uploads: folder location, ending in /to_collegevine (screenshot in step 3)
  - Paste your OpenSSH formatted private key into the appropriate location. This must begin with -----BEGIN RSA PRIVATE KEY-----
7. Definite the data/query for the student you'd like to export into CollegeVine in a CSV file. You’ll need to make sure your query includes columns for the below five required fields, plus any additional ones that you’d like to include.
  
  Required fields:
  - First name
  - Last name
  - Email
  - Date of birth (optional)
  Other suggested fields:
  - Any other fields you have that would be helpful for the AI one stop to use to personalize messages to students. Examples include:
    Program / Major
    Student class (i.e Freshman, Senior)
    Gender
    Preferred Name
  - Note: In a later step, you will be able to map each of these fields to a CollegeVine default property or create a Custom Property so your AI One Stop knows how to handle each data point.
8. Once the query itself is ready, schedule an export of your data to the /to_collegevine location via SFTP at your desired cadence/schedule. Exactly how to do this varies depending on your specific CRM/middleware of choice.
  - Note: We recommend including a timestamp in each file name
  - The final connection will look like: sftp://<username>@sftp-sync.collegevine.com/to_collegevine/<filename><dynamictimestamp>.csv
    Replace <username> with the CollegeVine username from Step 3
    Replace <filename> with whatever you want the base filename to be
    Replace <dynmaictimestamp> with whatever characters your software uses to inject a dynamic timestamp.
    Examples: %FT%T (Slate),%Y-%m-%d-%T (Informatica)
9. Activate the export process to send your first file to the SFTP location. Exactly how to do this varies depending on your specific CRM/middleware of choice.
10. Monitor the transfer's progress to ensure the file is successfully transferred.
11. After the export from your CRM is complete, navigate back to the auto-sync configuration page on CollegeVine to complete the field mapping (see step 12).
12. You'll see your first filename listed in the Loaded file tab and should:
  
  A. Choose how you want conflicts resolved
  
  B. Map columns to CollegeVine properties, or create a custom property
  
  Note: For DOB Fields, you may now set your preferred format that better align with how your CRM is structured. Be sure to use a consistent format to import your students successfully as this is one of the required fields. You will be able to set this up when you map your fields on the CollegeVine side.
  
  C. Certify communication consent (checkbox)
  
  D. Click Next to save and move on to the next step
  
  📣Note: If you later change/update/add new fields to the file you send to CollegeVine, you must come back to this step, update the mapping, and save the changes! Otherwise, your future imports will fail.
13. You can enable the integration in CollegeVine by clicking Start the integration, which will begin importing records from the files that are uploaded.

Part 2: CollegeVine → Your CRM: AI One Stop Data Sync

Before you start: The steps below assume you’ve completed the Your CRM -> CollegeVine steps first.

Log into your CRM or middleware/SFTP software tool
Create a new import to grab files from the SFTP location: sftp://<username>@sftp-sync.collegevine.com/from_collegevine.
- Exactly how to do this will vary depending on your CRM/middleware.
- The file will look like: sftp://<username>@sftp-sync.collegevine.com/from_collegevine/<filename>.csv
- We will send files nightly at 12:00 am ET
- The files we send will be differential files (see more details in FAQ #4 below)
CollegeVine will have generated your first export file (of max 5,000 records) shortly after you started the integration (Part 1, Step 13). Any remaining batches of export file(s) will be sent starting at 12:00 am ET nightly after you activate your integration. If you’d prefer not to wait until the next day to receive all your batches, you can click “Run an export now” to trigger the subsequent export file until you have 0 new records to export.
Determine how you want to map each of the fields in the export file to your CRM records. The export file will have all the same columns, with the same names, as your import. It will also include additional AI One Stop-specific fields as well (See FAQ #5 below for the list of AI One Stop-specific fields CollegeVine sends back to you.)

Note: You have delete permissions in the SFTP folder, so once you’ve successfully ingested a file to your CRM, you are more than welcome to delete it from the /from_collegevine folder depending on your preferences. It is very common that CRM will automatically delete processed files from the folder by default.

🚀 That’s it! You now have a bi-directional data flow between your CRM and your CollegeVine AI One Stop!

FAQs

1. What columns are included in the files I get back from CollegeVine?

a. The files you receive back will include:

All of the columns that are successfully mapped in your import, using the naming convention from YOUR CRM to make it easier for you to ingest.

Example:
The field values will be updated if your AI One Stop learns anything new while engaging with the student.

b. Additional AI engagement data for each student

Summary of all AI communications
Number of chat messages sent by AI agent
Number of chat messages sent by the student
Number of emails sent by the AI agent
Number of emails opened by the student
Number of emails clicked by the student
Number of outbound phone calls made by the AI agent
Number of outbound phone calls answered by the student
Number of inbound phone calls made by the student
CV SMS opt out
CV phone opt out
CV email opt out
CV global opt out

If you would like for these fields to show up in your CRM, you will need to create new fields or map them to existing fields that you already have in your CRM. We recommend creating new CollegeVine specific fields in order to maximize reporting efficiency.

Notes:

Each AI engagement stat represents all-time engagement per student
If the data you imported contains columns with exactly the same column names as the AI engagement data above (which is possible, but unlikely), the CollegeVine metric columns will take priority.
We will update this documentation as new AI engagement data fields are added in the future. We will also send an email to all our AI partners notifying them when new fields are added.
If you have any questions or suggestions, please reach out to your CollegeVine contact

2. Which of the default CollegeVine properties are required for the file to process and for each student to be successfully imported?

First name
Last name
Email

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