This guide provides a detailed step-by-step workflow for managing Teamie - Veracross integrating. This integration facilitates seamless data synchronisation between the two platforms, ensuring that user information and course enrolments are consistently up-to-date. By following this guide, administrators can set up the integration, synchronise user data and course enrolments, and automate the synchronisation process to maintain data consistency across both systems.
This article will guide you on:
You can access and verify the API settings, including API keys, secret tokens, and allowed scopes, which were configured during the Teamie - Veracross integration based on the Veracross partner portal setup. Please contact us if you wish to integrate Veracross with Teamie.
1. As an admin, open the sidebar and scroll down to navigate to the Manage Teamie section. Click Veracross Data Source to expand the setting.
2. Select Data Source Config.
3. You can access and verify the API settings, including API keys, secret tokens, and allowed scopes here, which were configured during the Teamie - Veracross integration based on the Veracross partner portal setup. Kindly contact us in case you wish to make any change in any of these configurations.
As an admin, you can configure which data is pulled from the Veracross partner portal to Teamie. The Data Integration Sync Options Configurations page gives you the option to determine which type of records should be pulled from Veracross to Teamie.
1. As an admin, open the sidebar and scroll down to navigate to the Manage Teamie section. Click Veracross Data Source to expand the setting and select Data Integration Sync Options Configurations.
2. The following settings will be shown:
- Basic Sync Settings
- Scheduled Sync Settings
- User related sync settings
- Group related sync settings
The basic sync settings will show you the 4 type of records available for pulling the data from Veracross to Teamie. By default, all the record types will be considered for the sync process:
- New Records: These records are not available on the Teamie side, but are present in the new data set pulled/synced from Veracross
- Updated Records: These records have been updated in the data pulled/synced from Veracross, but not on Teamie
- Removed Records: These records are available on the Teamie side, but removed from the new data set pulled/synced from Veracross
- Existing Records: These are existing records in Teamie that doesn't have any changes as per the new data set pulled/synced from Veracross
You can choose to disable any of the record type to stop Teamie from fetching the data for that record type. For example, if you untick the Removed Records checkbox and save the configuration, the data pulled by Teamie from Veracross will not include any records that have been removed from the Veracross side.
Once you have set up the data syncing process manually according to your requirements, you can maintain the routine syncing process automatically at the scheduled time. Each time the scheduled sync occurs, you will receive a status email with a report of the sync process. This will allow admins to monitor the synced data periodically rather than having to perform the sync process manually each time.
However, it is recommended to use the manual sync process in the initial days of the setup or at the start of a new session (e.g., semester) to monitor and control which data is being synced and which records are being processed.
1. Tick to enabled the Scheduled Sync Settings.
2. Select the sync time frequency at which you wish the sync process to completed automatically.
3. Enter one or more emails (comma separated) to send the status report of the sync. The email entered in this field will receive the email with the details of the sync process as per the sync frequency.
4. Then, click Save config settings button to save the settings.
User related sync settings are typically customisation done for the users (typically learners) sync from Veracross to Teamie, and may differ from client to client. For instance, in the following case, the admins will be able to sync only the users that belong to certain grades from Veracross to Teamie. Therefore, only the users that are from the selected grades will be synced from the Veracross and users belonging to any unticked grades will not be synced from Veracross to Teamie.
1. Tick to expand the User related sync settings.
2. Select the grades for which the user sync process is required to happen from Veracross to Teamie.
3. You also have the option to update users group level memberships when a user is blocked at the site level:
- Do not change any group memberships (default)
- Cancel all group memberships
- Block all group memberships
Once you have selected the required grades(s) and setting, save the configuration settings.
Cancelling user group membership will remove the user from the classroom and any work, content or submissions made by the user in the classroom will be removed. Blocking users from classrooms will remove there access from the classroom but all there work will be available in the classroom for teachers and admins.
Group related sync settings are typically customisation done for the classrooms sync from Veracross to Teamie, and may differ from client to client. For instance, in the following case, the admins will be able to sync only the classrooms that belong to certain grades from Veracross to Teamie. Therefore, only the classrooms that are from the selected grades will be synced from Veracross and classrooms belonging to any unticked grades will not be synced from Veracross to Teamie.
1. Tick to expand the Group related sync settings.
2. Select the grades for which the user sync process is required to happen from Veracross to Teamie. Once you have selected the required grades, save the configuration settings.
Once the you configure the data integration sync options, you can then setup the manual syncing process of how the data received/pulled from the Veracross partner portal is synced on the Teamie platform.
1. As an admin, open the sidebar and scroll down to navigate to the Manage Teamie section. Click Veracross Data Source to expand the setting and select Data Integration Sync Options.
2. The Veracross Data Source Sync Options page opens. The veracross sources from which the syncing process will happen are listed on this page (users details, group details, group membership details).
In case 'Parent' integration is also available and configured, parent child relationship data source will also be listed under the Veracross Data Source.
1. In order to sync the user details from Veracross, tick the Sync users details from Veracross checkbox. Then, click Start data sync process.
2. The sync process will start fetching the user data from Veracross data source.
3. Once the sync process is completed, you will land on an intermediary page which will show you the data that has been fetched from Veracross. As an admin, you have to sync the users data manually for it to reflect on the Teamie side.
In case, you have already done the sync process earlier, you can access the intermediary page of that sync process by ticking the corresponding Veracross data source and clicking View previous sync record(s).
4. In the manual process, you have the option to filter the user data fetched from Veracross using the available filters before syncing them to Teamie.
In the scheduled sync process, all the data fetched from Veracross is automatically synced to Teamie without any intermediary page as per the scheduled intervals.
5. For instance, if you filter the user data from there sync status as 'Removed User' and user role as 'teacher', the filtered data will show the users that have been removed in the latest data set fetched from Veracross. This means that these records are available on the Teamie side, but removed from Veracross as per the fetched records.
6. You can then choose to select the required records, including selecting all the filtered records, and select the Sync selected user records operation.
7. Then, click the Execute button to sync the records to Teamie, which in this case will block the users on Teamie and revoke there access to the site.
8. Similarly, you can filter user as per different sync status and sync them to Teamie. Once you sync the 'New User' reocrds to Teamie, it will create these new users at the Teamie side.
By default, 'Any' is selected as the User sync status, which will allow you to sync all the user records at once to Teamie regardless of there sync status. 'Existing' user sync status would mean that the data is same on both Teamie and Veracross side and no processing would be required.
1. In order to sync the user details from Veracross, tick the Sync group details from Veracross checkbox. Then, click Start data sync process. The sync process will start fetching the user data from Veracross data source.
In case, you have already done the sync process earlier, you can access the intermediary page of that sync process by ticking the corresponding Veracross data source and clicking View previous sync record(s).
2. Once the sync process is completed or you have accessed the previously synced data, you will land on an intermediary page which will show you the data that has been fetched from Veracross. As an admin, you have to sync the classrooms data manually for it to reflect on the Teamie side.
3. In the manual process, you have the option to filter the user data fetched from Veracross using the available filters before syncing them to Teamie.
In the scheduled sync process, all the data fetched from Veracross is automatically synced to Teamie without any intermediary page as per the scheduled intervals.
4. For instance, if you filter the classroom data from there sync status as 'New Group', the filtered data will show the classrooms that have been created in the latest data set fetched from Veracross. This means that these records are available on the Veracross side, but not yet synced and created on the Teamie side.
5. You can then choose to select the required records, including selecting all the filtered records.
By default, 25 records are shown on a single page, you can choose to select all the records by selecting the Select all n rows in this view button.
6. Select the Sync selected group records operation and click the Execute button to sync the records to Teamie, which in this case will create the new classrooms on the Teamie side.
1. In order to sync the group membership details from Veracross, tick the Sync group membership details from Veracross checkbox. Then, click Start data sync process. The sync process will start fetching the classroom membership data from Veracross data source.
In case, you have already done the sync process earlier, you can access the intermediary page of that sync process by ticking the corresponding Veracross data source and clicking View previous sync record(s).
2. Once the sync process is completed or you have accessed the previously synced data, you will land on an intermediary page which will show you the data that has been fetched from Veracross. As an admin, you have to sync the classroom membership data manually for it to reflect on the Teamie side.
According to the sync workflow, admin first need to process the user and classroom data before fetching the membership records. If the users/classrooms are 'not' initially set up during the user / group sync, those users / classroom will 'not' be created and the membership sync status will show 'Invalid Data'.
3. In the manual process, you have the option to filter the user data fetched from Veracross using the available filters before syncing them to Teamie.
In the scheduled sync process, all the data fetched from Veracross is automatically synced to Teamie without any intermediary page as per the scheduled intervals.
4. For instance, if you filter the group membership data from there sync status as 'New Membership', the filtered data will show the group membership data that has been created in the latest data set fetched from Veracross. This means that these records are available on the Veracross side, but not yet synced and assigned on the Teamie side.
5. You can then choose to select the required records, including selecting all the filtered records.
6. Select the Sync selected user group membership records operation and click the Execute button to sync the records to Teamie, which in this case will assign the new memberships.
In case the parent integration is configured on your Teamie site, you can sync the parent child relationship details fetched from Veracross by syncing the required records from the intermediary page similar to how it done for the aforementioned Veracross data sources.
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