Colleague Configuration
Please follow all of the steps below in order to ensure that the integration will work correctly. Skipping any step will cause delays in testing (and possibly development) which can negatively impact your overall progress in using Element successfully.
Configuration Steps#
1. Add E451 as an Alternative ID Type#
On CORE-VAL → ALT.ID.TYPES add an alternative ID (we recommend naming it E451) that will allow Element to write the Element ID of a record, onto the Colleague record for ease of troubleshooting/reporting
2. Populate Default CDAM Values#
On Colleague’s CDAM screen, make sure to populate the Default Application Status and Default Application Status Staff fields. This is a requirement of Ethos that these fields have values. Element451 recommends a Default Application Status of “AP Applied” (or something similar if you are unsure what to select). The staff member can be anyone...it is not used by Element’s process
3. Create a Proxy User (in Colleague) that will be used by the Ethos Application.#
Ethos will require a user account in Colleague in order to access data. Follow the steps below:
- Define a security class for this user on SCD
- Define an Opers equivalent for this user on SOD, in the Security Classes field, enter the security class you defined above.
- Create a PERSON record for the proxy user on NAE, note the Person ID.
- Setup the proxy user on the DRUS screen, note this username.
- Change the password of the proxy user (CCDF/CCSU)
4. Set up Colleague Permissions#
Make sure this role gets associated with the proxy user defined in step 3 on AROR with a start date after being setup on ORGR.
5. Build out the Ethos Application in the Ethos Integration site#
- Select the Applications tab, click “Create New App: Manually”
- Check “Configure REST API proxy”, click Continue
- Application name: Element451
- Description: Element451 Integration Application
- Click Next
- Click Add Source Application
- Select your primary Colleague Web API application (name will vary from school to school)
- Enter the Colleague username and password from the proxy account created in step 3 above.
- Click Blue “Add API Key” button to create a new API Key.
- For IP address restrictions, select “Set API key to have no IP address restrictions”. (We will leave this for testing, but add before go-live to Prod)
- For subscriptions, the minimum Element451 recommend are persons, person-holds, admission-application, and addresses (do not add Student, Courses, or other types of current student based subscriptions to this specific Ethos/Element451 application).
- If you have the Success module and want Enrolled Program data to sync, you will also want to add student-academic-programs, student-academic-periods, and student-grade-point-averages.
6. Test the Permissions of the API Key#
Use our Ethos API Key Checker (opens in a new tab) to validate that the API key has the necessary permissions to Ellucian endpoints. NOTE, this does not check for valid Ethos configuration, simply if the API key has the necessary permissions
7. Provide the API Key to Element451#
It is essential to send API credentials securely. Sending over plain text email is not secure and if done, we will request a new API key to be generated and sent in an encrypted fashion. If you do not have a way of transmitting the key in a secure fashion, please let the Integration staff assigned to your project know and they will send you an encrypted email that you can reply to with the API key.
8. Fill out the Ethos Configuration Form#
a related page
Fill out the form linked to help Element451 understand how the integration should behave. This let us know what address, email, phone types, etc to map to and how the integration should be work in certain scenarios.