BETA TESTING DOCUMENTATION

DISCLAIMER: This documentation is intended solely for use by authorized Beta testers. The features and enhancements described herein are part of a pre-release version and are not yet publicly available. We anticipate general availability in Summer 2025. Content is subject to change without notice and should not be shared outside the Beta testing group.

Ed-Fi Configuration

Please refer to the Ed-Fi Getting Started Guide for an overview of the Ed-Fi Feature. For specific information on Ed-Fi Mappings, see the Ed-Fi Code Mappings documentation or Ed-Fi Synchronization for sync information.


TABLE OF CONTENTS


Aeries supports the use of multiple, simultaneous Ed-Fi ODS connections and configurations. This feature enables districts to set up independent mappings and sync schedules for different Ed-Fi ODS instances as needed. Each configuration operates independently and can have its own sync schedule. These configurations are managed through the Ed-Fi Configurations page; all connection details are stored in the EFO table within Aeries. 


Tables & Security


Table or AreaPermissionDescription
Ed-Fi ODS ConfigurationsReadView Configuration page
Read, AdministerView, Add, Update, and Delete information on the Ed-Fi Configurations page (i.e. full access to all functions on the page) 


Getting Started

The Ed-Fi Configuration page allows districts to manage and monitor their API configurations for syncing data with the Ed-Fi ODS (Operational Data Store). Each configuration entry includes key details about the sync setup, mapping status, and scheduling. 

Each configuration includes the following fields:

  • Configuration Name: The name assigned to the API configuration.
  • Schedule Status: Indicates whether the sync is active (e.g., Schedule is enabled from Sync Preferences) or not configured.
  • Sync Status Icon: 

    Green- Active Connection 

    Red - Inactive Connection          

  • Mapping:
    • Total Mapped: Number of local codes successfully mapped to Ed-Fi descriptors.
    • Total Unmapped: Number of local codes not yet mapped.
  • ODS Connection Status: Green indicates a connection, while red indicates no connection.
  • View Details/Hide Details: Allows users to toggle entity and school information visibility.
  • ODS Version: This configuration targets the version of the Ed-Fi ODS.
  • Out of District ID: Optional identifier for external district mappings. (California Only)
  • Discovery URL: The endpoint used to discover the Ed-Fi API.
  • Schedule Sync Day(s): Days of the week when sync is scheduled.
  • Schedule Sync Time: Time of day when sync is scheduled to run.
  • District ID: Internal district identifier.
  • Email: Contact email for sync notifications or errors.


The View Details/Hide Details button expands the card view of the configuration so all data points can be seen.



Adding a Configuration

Select the Add button on the Ed-Fi ODS Configuration page to add a new Ed-Fi configuration. 

For Ed-Fi users that do not have a configuration, the Ed-Fi Configurations page will display an empty state. 


The following 4-step form will display when a Configuration is added.

Step 1: ODS Details  

Add the Configuration information within the modal. The following fields are mandatory:

  • Configuration Name
  • Discovery URL
  • Client Key
  • Client Secret

Test the ODS Configuration connections by selecting Test ODS Settings. Select Continue to define the Entities for your Configuration.


Step 2: Entities

To select all entities, click the checkbox in the header row. The entity count will automatically increase as selections are made. You can search for a specific entity using the Search box. The Auto Select Dependent(s) feature helps by automatically selecting related dependent entities. If preferred, you can uncheck this option to control your selections manually. Note that at least one entity must be selected to proceed to Step 3.


Step 3: Schools

To select all schools, click the checkbox in the header row. The school count will automatically increase as individual schools are selected. You can search for a specific school using the Search box. Note that at least one school must be selected to proceed to Step 4. 


Step 4: Schedule

To set up a scheduled sync, select the desired day or days of the week on which the sync should run, and then enter the time you want the sync to start. Provide an email address to receive notifications or status reports related to the sync process. Next, choose your preferred sync method: the Scheduled Sync Process, which runs at the specified times, or the Real-Time Sync Process, which continuously syncs data as changes occur (note that the real-time option is not available for Texas). Once all fields are configured, click Save to apply your settings. 


Schedule Sync Process: 

  • Slider Control: This slider enables or disables the schedule being used. 
  • Day Selection: At least one day must be selected for the schedule.
  • Sync Time: If a sync time isn't defined, the sync will not run.

Real-Time Sync Process: 

  • Feature Activation: Turning this feature on ensures that updated records related to entities are checked every 10-15 minutes and synced as necessary.
  • Schedule Independence: Real-Time Sync does not rely on the schedule. Aeries waits an hour after syncing or a scheduled sync to check is a Real-Time sync is necessary. Aeries stops checking an hour before scheduled syncing. Then Aeries will resume the 10-15 minute checks.
  • Note: Event-Driven Sync: For v4 Staff Entity, the sync is event-driven, triggering when a staff record is updated.


Upon saving the Configuration, the user will be presented with the option to view Code Mappings for that Configuration. The user can select Later, to remain on the page, or Continue to continue to the Code Mapping tab for that particular Configuration. 


UPDATE THIS SCREENSHOT

Once a configuration is added, it will appear in a card view on the Configurations page, with the most recently added configuration displayed last. 


Users with the appropriate permissions can also edit or delete the configuration directly from the card.


Edit Configuration

Permissioned users can edit a configuration at any time by selecting the Edit button on the configuration card. The steps from the Add process are now organized into interactive tabs. Once Entities and School(s) have been selected for the sync process, the data can be disabled/enabled independently using the entity's/school's check box. After making your selections, click the Save button to save your changes. Any changes made will be reflected appropriately on the Synchronizations page.