When your SFTP sync is active, you can adjust the data CollegeVine receives by creating additional constituent properties and mapping them to columns in your CRM export. You also have an option to remove unneeded data from your recurring syncs. The process involves a few coordinated steps across CollegeVine and your CRM.
Adding constituent properties
Step 1: Create a constituent property in CollegeVine
In the left-hand navigation panel, go to Constituents, then select Properties from the top of the page.
Click + New in the upper right corner.
Give the property a name, a short description, and select the appropriate Property type.
Configure the following options as needed:
Contains sensitive data: Check this box if the property is highly sensitive and you do not want the agent referencing it. Leave it unchecked otherwise.
Responsibility Permissions: Set to Read if you want the agent to be able to reference the property when engaging with constituents.
Click Save in the bottom right corner.
Step 2: Update your CRM export
On your CRM side, update your export to include the field that corresponds to the property you just created. The column must be present in the file your CRM delivers to the SFTP server before the next scheduled import runs.
Once you have updated the fields included in your export, push a file to the SFTP server. This should be a one-off push outside of your previously scheduled exports, so the updated file is available for the mapping step.
Step 3: Load your file into CollegeVine
In the left-hand navigation panel, go to Integrations.
Click Settings for your active SFTP integration.
Close the side panel that opens automatically.
Under Imports, click the gear icon.
Load the file you pushed manually in Step 2. Select Refresh and you will see your file appear. Once the file appears in the text box, you will be prompted to map any fields that have not yet been mapped.
Step 4: Edit your mappings
Locate the unmapped field and complete the mapping to the appropriate constituent property.
Select Next and re-confirm any additional export field mapping settings as prompted.
Step 5: Run your import
Once you have clicked through all mapping screens, you are read to run your import. Click Run import now. The manually pushed file will be processed immediately. All subsequent imports will continue to run on your previously defined schedule with the updated mapping applied.
Removing constituent properties
The same process applies when you need to remove a data field you no longer want to import. Repeat steps 2-5 above to remove a constituent (update your CRM export to remove the field, push a one-off file to the SFTP server, etc.)
Important: Any time you add or remove fields in your CRM export, you must update your mappings in CollegeVine before your next scheduled import. CollegeVine will detect the mismatch and pause the import until the mapping is corrected. If this happens, restart from step 2 above.