How to Sync Records (Ethos)

Element → Ethos#

Records can be synced from Element451 to Ethos either manually or automatically.

During UAT and when connected to a TEST SIS environment, we strongly recommend using manual syncs only. This helps prevent accidental syncing of any production data you might have loaded during onboarding.

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Sync Timing

• A typical sync takes 12–15 minutes
• If a record does not appear in the Integration Log immediately, it may still be processing. Refresh the page every few minutes until it appears

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Manually Syncing a Record#

1. In Element451, open the contact profile you want to sync
2. Add the label:
3. This will start the integration process.
   • Element451 - Trigger Integration Sync
     

     

4. Wait 10–15 minutes, then navigate to the Integration Log
   1. For more details, see Reviewing the Integration Log below

Setting up Automatic Syncs#

1. In Element451, navigate to:
   1. Data + Automations → Automations → Rules
      

      

2. Open the rule: Element451 → Ethos Integration Sync
3. Under Triggers, add conditions to automatically start the sync. Common triggers include:
   • Application Submitted
   • Decision Released
4. Changes are saved automatically. You can exit once updates are complete.

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Sync Behavior#

Once triggers are configured:

• The integration will run automatically when conditions are met
• Sync results can be monitored in the Integration Log

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Ethos → Element#

By default, updates from Ethos (SIS) are triggered by changes made in the SIS.

• These changes are captured through the Ethos Change Notification (Subscription) system
• For more details, see the Functional Overview or Technical Overview

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Optional Manual Sync#

Element451 also provides an optional process to manually pull data from Ethos into Element451 without requiring a change in the SIS.

• This uses a label + rule within Element451
• The rule is inactive by default and must be enabled before use

Important

• This process is intended for one-off scenarios only
• It should not be automated or scheduled without consulting Element support

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Activating the Rule#

This only needs to be completed once.

1. In Element451, navigate to: Data + Automations → Automations → Rules
   

   

2. Open the rule: Ethos → Element451 Integration SyncNote: If the rule is not available, contact Element support to have it added.
   

   

3. Set the rule status from Inactive → Active
4. Exit the rule setup

Manually Syncing a Record from Ethos→Element#

1. In Element451, open the contact profile you want to sync
2. Add the label: Element451 - Trigger Ethos to Element Sync
   

   

3. Wait 10–15 minutes, then navigate to the Integration Log
   • For more details, see Reviewing the Integration Log below

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Reviewing the Integration Log#

The Integration Log is a critical tool for monitoring the status of integration activity.

It shows:

• Which records successfully synced
• Which records encountered errors
• Details needed to troubleshoot issues

We recommend reviewing the Integration Log at least daily to identify and resolve issues early.

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Accessing the Integration Log#

1. In Element451, navigate to: Profile Picture (top right) → Settings → Integrations
   

   

2. Select Integration Log from the left-hand menu
   

   

3. The most recent sync records will appear at the top

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How to Read the Integration Log#

Columns:

Each row represents a sync attempt. The columns include:

1. Name
   • The name of the student or record
2. Type
   • The direction and type of sync
3. Status
   • In Progress → Sync is currently running
   • Success → Sync completed with no errors
   • Error → One or more errors occurred
4. Processed At
   • Date and time the sync was processed
5. Error Summary
   • A brief description of the first error encountered
6. Error Details
   • Available via the ⋮ (ellipsis) menu
   • Select View to see:
     • Full error message
     • Payload and API details (if applicable)

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Important

An Error status does not always mean the entire sync failed.

• Some parts of the record may have synced successfully
• Errors may be limited to specific components (e.g., application, previous school)

Review the Error Details to understand the full impact.

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Integration Log Controls
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• Search (🔍)
  • Search records by student name
• Filter
  • Filter by:
    • Status (Success / Error)
    • Sync type/direction
    • Date range (Processed At)
      

      

  • Paging
    • Navigate through multiple pages of results

Viewing Details of an Error#

When reviewing an error in the Integration Log, it is important to look at the full set of error details, not just the summary.

• A single sync can contain multiple errors
• Scroll through the error details to review all issues associated with that sync
• Some errors may not be critical, while others may block key parts of the process

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Understanding the Error#

Most errors originate from Ethos or the SIS.

Element451 typically provides:

• The error message returned by Ethos
• The API endpoint that was called
• The payload (data) sent during the request

Together, this information helps identify:

• What action was being attempted
• What data was sent
• Why the error occurred

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Troubleshooting Steps#

1. Review the full error details in the Integration Log
2. Check Element451’s error documentation for known issues: Integration Errors - Troubleshooting (Ethos)
3. Search the error message in Ellucian’s Customer Center: https://elluciansupport.service-now.com/customer_center (opens in a new tab)
4. If the issue cannot be resolved, contact Element451’s Live Support: How to Work with Live Support (Managed Integrations)

Note

• Some errors may be specific to your SIS configuration
• Because Ethos/SIS is managed by Ellucian, you may be directed to open a ticket with Ellucian support

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Re-Syncing a Record#

Once the issue has been resolved:

• Open the contact profile in Element451
• Add the label: Element451 - Trigger Integration Sync

This will re-run the integration for that record.