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Admissions Portal Configuration ScreenCampus Screen Campus Café accepts inquiry and application data through an Open API. In this document, an inquiry is defined as a prospective student who has expressed interest in the given school and should be contacted to begin the process of applying. The API relies upon an admissions portal. Although the API does not provide a user interface, it is necessary to configure a portal to set the appropriate major codes available, entering semesters available, and defining required fields.
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Campus Cafe now supports Open API submission of Applications, creating an applicant in Campus Cafe. This This capability must be configured within your organization's Campus Cafe database , and cannot be activated from the Campus Cafe user interface. To request more information about this capability, please submit a support ticket through to Campus Cafe's support portalhelpdesk.
Custom Control
Once the inquiry or application form has been created in admissions portal configuration has been completed, set the Custom Control ‘REST_INQ’ to the name of the default REST portal configurationinquiry or application form created for use with the Open API.
Navigate to Admin > Custom Control
In the Search box enter "REST_INQ"
If control "REST_INQ" 1-1 already exists, click edit and enter the name of the rest API inquiry form exactly as it appears in the portal configuration. Example below is for a form titled restapi_inq.
Click Save
If control "REST_INQ" 1-1 does not exist, Enter REST_INQ in the Prog ID box
In the Seq # box enter 1
In the Context drop down, select Admissions
Click Add
In the Parameter Value 1 box enter the name of the admissions portal
Click Save
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Data Element | Field Name (form question must be mapped to this value) | Max Length | Accepted Values (where applicable, form answers must be sent over as accepted STParm values listed in Campus Cafe) |
|---|---|---|---|
Name (first) | firstName | 25 | alpha |
Name (middle) | middleName | alpha | |
Name (last) | lastName | 50 | alpha |
Name (preferred) | preferredName | ||
emailAddress | 60 | ||
Phone Number (mobile) | phoneNumber | 25 | Numbers only, no dashes or parentheses |
Phone Number (home) | homePhoneNumber | 25 | Numbers only, no dashes or parentheses |
Phone Number (work) | workPhoneNumber | 25 | Numbers only, no dashes or parentheses |
Date of Birth | dateOfBirth | 8 | Format YYYYMMDD |
Gender | gender | 1 | Use valid Campus Cafe Parameter Value Admin > STParm > Parameter Code SBSTSX |
In-house Ethnicity | ethnicityCode | ||
IPEDs Hispanic | ipedsHispanic | ||
IPEDs Ethnic | ipedsEthnic | ||
US Citizen | citizenStatus | ||
Citizenship Country | citizenCountry | ||
Visa Type | visa | 1 | Use valid Campus Cafe Parameter Value Admin > STParm > Parameter Code SBGDCD |
Social Security Number | socialSecurityNumber | 9 | Numbers only, no dashes or spaces |
Religion | religion | ||
Resident code | residenceCode | ||
Inquiry Source (marketing source) | inquirySource | 10 | Use Campus Café valid code associated with Source triggers set up in application |
Lead Url | leadUrl | None | See notes in section below. |
Major | majorCode | 10 | Use valid Campus Café Concentration Code from Majors |
Entering Semester | enteringSemester | 6 | Numbers only; Use valid Campus Cafe six-digit semester code Parameter Value Admin > STParm > Parameter Code SMDESC |
Admissions Site | site | 2 | Numbers only; Use valid Campus Cafe Parameter Value Admin > STParm > Parameter Code SBCONO |
Admissions Billing Site | billingSite | 2 | Numbers only; Use valid Campus Cafe Parameter Value Admin > STParm > Parameter Code HOCONO |
Counselor | counselor | 3 | Use Campus Cafe valid code |
Texting Allowed | textAllowed | 1 | Use value Y for texting allowed. If allowed, send null value. |
Veteran Code | veteranCode | 1 | Use valid Campus Cafe Parameter Value Admin > STParm > Parameter Code SBVTCD |
Prior School Graduation Year | priorSchoolGradYear | 4 | Numbers only; Use four-digit year |
Prior School Graduation Month | priorSchoolGradMonth | 2 | Numbers only; Use values 1 to 12 |
Address (street 1) | street1 | 50 | alphanumeric |
Address (street 2) | street2 | 50 | alphanumeric |
Address (street 3) | street3 | 50 | alphanumeric |
Address (city) | city | 25 | alpha |
Address (state) | state | 2 | alpha - abbreviation only |
Address (Zip) | zipCode | 15 | numbers only |
Address (country) | country | 20 | |
Student type | studentMode | Use valid Campus Cafe Parameter Value Admin > STParm > Parameter Code SBMODE | |
Campus Café organization ID | 9 (exact) |
leadUrl Field (UTM)
Campus Cafe can import UTM (Urchin Tracking Module) by adding parameters to the the url string that is passed to Campus Café through the API.
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Tip UTM codes are parsed out of the value found in the leadUrl data field. You must send a leadUrl parameter name in your request to have UTM codes parsed. The leadUrl parameter name is case sensitive, your name must match exactly as shown. |
Below is an example of the URL string. In this case, we are passing utm_medium, utm_source, utm_campaign, utm_content and utm_term
https://www.yourschool.edu/my-utmcodes-ip?utm_medium=cpc&utm_source=google&utm_campaign=1053902585&utm_content=389973371894_c_1t1&utm_term=online%20masters%20in%20social%20entrepreneurship
If a parameter value of leadUrl is passed into the Open API form, Campus Café will look for an included tracking record in Admissions Portal Config with a trigger name of LEADURL. The record must be checked as included and be placed in a tab at a location to be included on the form. The tracking record will be added with a the entire leadUrl value stored in the tracking record’s comment box.
Additionally, the leadUrl will be parsed to find any parameters in the url. Each parameter key will look for an included tracking record with a trigger equal to the parameter key. If the key begins with utm_ (case insensitive) that portion of the key will be removed. If a trigger is found, that tracking record will be added with that parameter’s value in the comment 1 field if it’s 75 characters or less. It will be added to the comment box if greater than 75 characters.
Since triggers can only be 10 characters long, the parameters in the leadUrl must only be 10 characters long (excluding the utm_). When creating your Template Request Triggers use Template Request Headers that have been defined as Request Type M - Multiple Values, so these values are not lost when prospects are sent to the holding table.
Reporting Tips
UTM parameter names are not case sensitive. When creating your UTM triggers use the utm names as received in the url, and only use the part of the name following utm_. For example, if you want to caputure the utm_medium parameter value, create a trigger with name of MEDIUM.
To use the Campus Cafe UTM report, create your tracking names using the Campus Cafe report name. For example, store the utm_medium parameter value into tracking UTMMEDIUM, to have these values show in the Campus Cafe UTM report.
Have your trigger generate the tracking. Following the above example your trigger MEDIUM would have the value UTMMEDIUM in the 'Trigger Name:' value of your trigger definition.
The base report Admissions Inquiry Applicant Listing-Extended will pull the UTM tracking records. The names of the activity tracking records must be as follows to appear on the report.
UTMCAMPAIGN
UTMCONTENT
UTMGCLID
UTMLEADURL
UTMMEDIUM
UTMSOURCE
UTMTERM
Open API URL
Campus Café’s Open API Inquiry URL has several adjustable components that need to be configured:
<Organization Code>: This is your 3-character school code that precedes "-web" in your Campus Cafe URL, like https://abc-web.scansoftware.com/cafeweb/tl/login
<Portal Form Name>: This is the name of your application, set in the Admissions Portal Configuration screen. Any spaces in the name are to be replaced with "%20". If your portal name is "Undergraduate Application" this value would be Undergraduate%20Application in the Open API URL.
<Application or Inquiry>: If configuring your API as an Inquiry, this value needs to be Inquiry.
For an API as an Application, this would be set as Application. The Admissions form mode needs to match this setting:
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<OPEN_API_TOKEN value>:This is the value set in Web App Configurations (Admin Menu -> Web
App) under the parameter OPEN_API_TOKEN and can be any word or random
string of characters.
This is the placement of those values within the OpenAPI URL:
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https://<Organization Code>-web.scansoftware.com/cafeweb/openAPI/v1/inquiries?portalConfig=<Portal Form Name>&value=<Application or Inquiry>&token=<OPEN_API_TOKEN value> |
As an example, if the ABC school had an Open API form named "Web Inquiry", with a token of "Bosco" it would look like this:
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Open API URL
Campus Café’s Open API inquiry/application POST URL has several adjustable components that need to be configured:
<Organization Code>: This is your 3-character school code that precedes "-web" in your Campus Cafe URL, like https://abc-web.scansoftware.com/cafeweb/tl/login
<Portal Form Name>: This is the name of your application, set in the Admissions Portal Configuration screen. Any spaces in the name are to be replaced with "%20". If your portal name is "Undergraduate Application" this value would be Undergraduate%20Application in the Open API URL.
<Application or Inquiry>: If configuring the API as an Inquiry, this value should be set to Inquiry.
For an API as an Application, this should be set to Application. The Admissions Portal Config Mode needs to match this setting for the form being used:
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<OPEN_API_TOKEN value>: This is the value set in Web App Configurations (Admin Menu -> Web
App) under the parameter OPEN_API_TOKEN and can be any word or random
string of characters.
This is the placement of those values within the OpenAPI URL:
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https://<Organization Code>-web.scansoftware.com/cafeweb/openAPI/v1/inquiries?portalConfig=<Portal Form Name>&value=<Application or Inquiry>&token=<OPEN_API_TOKEN value> |
As an example, if the ABC school had an Open API form named "Web Inquiry", with a token of "Bosco" it would look like this:
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https://abc-web.scansoftware.com/cafeweb/openAPI/v1/inquiries?portalConfig=Web%20Inquiry&value=Inquiry |
leadUrl Field (UTM)
Campus Cafe can import UTM (Urchin Tracking Module) by adding parameters to the URL string that is passed to Campus Café through the API.
| Info |
|---|
Tip UTM codes are parsed out of the value found in the leadUrl data field. You must send a leadUrl parameter name in your request to have UTM codes parsed. The leadUrl parameter name is case sensitive, your name must match exactly as shown. |
Below is an example of the URL string. In this case, we are passing utm_medium, utm_source, utm_campaign, utm_content and utm_term
https://www.yourschool.edu/my-utmcodes-ip?utm_medium=cpc&utm_source=google&utm_campaign=1053902585&utm_content=389973371894_c_1t1&utm_term=online%20masters%20in%20social%20entrepreneurship
If a parameter value of leadUrl is passed into the Open API form, Campus Café will look for an included tracking record in Admissions Portal Config with a trigger name of LEADURL. The record must be checked as included and be placed in a tab at a location to be included on the form. The tracking record will be added with a the entire leadUrl value stored in the tracking record’s comment box.
Additionally, the leadUrl will be parsed to find any parameters in the URL. Each parameter key will look for an included tracking record with a trigger equal to the parameter key. If the key begins with utm_ (case insensitive) that portion of the key will be removed. If a trigger is found, that tracking record will be added with that parameter’s value in the comment 1 field if it’s 75 characters or less. It will be added to the comment box if greater than 75 characters.
Since triggers can only be 10 characters long, the parameters in the leadUrl must only be 10 characters long (excluding the utm_). When creating your Template Request Triggers use Template Request Headers that have been defined as Request Type M - Multiple Values, so these values are not lost when prospects are sent to the holding table.
Reporting Tips
UTM parameter names are not case sensitive. When creating your UTM triggers use the utm names as received in the url, and only use the part of the name following utm_. For example, if you want to caputure the utm_medium parameter value, create a trigger with name of MEDIUM.
To use the Campus Cafe UTM report, create your tracking names using the Campus Cafe report name. For example, store the utm_medium parameter value into tracking UTMMEDIUM, to have these values show in the Campus Cafe UTM report.
Have your trigger generate the tracking. Following the above example your trigger MEDIUM would have the value UTMMEDIUM in the 'Trigger Name:' value of your trigger definition.
The base report Admissions Inquiry Applicant Listing-Extended will pull the UTM tracking records. The names of the activity tracking records must be as follows to appear on the report.
UTMCAMPAIGN
UTMCONTENT
UTMGCLID
UTMLEADURL
UTMMEDIUM
UTMSOURCE
UTMTERM
Web Form Data Format
Campus Café accepts these values transmitted via an HTTP POST action. In constructing an HTTP request, Campus Café will accept a single inquiry in the form of HTTP web form data. Below is a test web form, which can be used in a Hypertext Markup Language (HTML) document to deliver inquiry test data.
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