Table of Contents

Cheat Sheet | Quick Facts

Info

Program IDs

Boston: 349019

Phoenix: 349027

Seattle: 349022

CAS API: progMate.progSele0.programID

WebAdMIT: Designation > Program Identifier

Info

Organization IDs

Boston: 12748

Phoenix: 14347

Seattle: 15423

Info

App Form ID

PTCAS: 6861

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App Form ID seems to be the identifier for the CAS system (e.g., PTCAS, SOPHAS, etc.). It changes each year/cycle.

Info

File Naming

In Progress: PTCAS-app-started_*

App Data: PTCAS-app-s-*

Eval Data: PTCAS-app-eval-rcd-6861

GPAs: PTCAS-app-v-6861

Courses: PTCAS-BOS-courses-6861 | PTCAS-PHX-courses-6861 | PTCAS-SEA-courses-6861

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Key Help Articles

Using Postman

Common Business Events

Common Data Holds

Instance	Type	Subscription ID	Active	Date/Time Started
Boston	In Progress	8016	Yes	2023-08-29 17:40:24
Boston	App Data (Received, Completed, Verified)	8022	Yes	2023-08-30 14:49:22
Boston	Documents	8025	Yes	2023-08-30 16:42:40
Boston	App Data (Updates)	12597	Yes	2024-02-21 14:48:23
Phoenix	In Progress	8015	Yes	2023-08-29 17:38:24
Phoenix	App Data	8020	Yes	2023-08-30 14:03:57
Phoenix	Documents	8026	Yes	2023-08-30 16:44:11
Boston	App Data (Updates)	12508	Yes	2024-02-21 14:52:09
Seattle	In Progress	8014	Yes	2023-08-29 17:16:24
Seattle	App Data	8017	Yes	2023-08-30 10:08:43
Seattle	Documents	8027	Yes	2023-08-30 16:45:05
Seattle	App Data (Updates)	12509	Yes	2024-02-21 14:53:27

CAS API Documentation

Summary

Each program (or organization, in Liaison-speak) has three subscriptions configured via the CAS API, each of which will deliver a file via SFTP upon specific “business events” (or triggers). These triggers reflect the status of the application in the CAS. The application status changing from one status to another is a “trigger” and these are the only points in time in which a fresh file can be sent.

Note
The CAS API sends all available fields for export each time a file is generated via the subscription; which fields have values (and which are imported or updated in Slate) will change as the student moves through the process of creating, submitting, and completing their application, but all fields will be included every time.

In Progress (CSV)

Business Event/Trigger: application.program.selected

Business Event/Trigger Description: When the student adds the program designation to their “shopping cart” (i.e., they pick the program as one they plan to apply to). This is the equivalent of “application created” in Slate.

Fields Imported:

Application Data (CSV)

Business Event/Trigger: application.program.selected

Business Event/Trigger Description: When the student adds the program designation to their “shopping cart” (i.e., they pick the program as one they plan to apply to). This is the equivalent of “application created” in Slate.

Fields Imported:

Documents (PDF)

API Subscription

Expand

title	In Progress Subscripton

Code Block

{
    "notificationEmailAddress": "tts-slate-team@elist.tufts.edu",
    "subscriptionDetails": [
        {
            "destinationType": "SFTP",
            "event": "application.program.selected",
            "responseLevel": "program",
            "responseType": "fullResponse",
            "responseOptions": "expand=all,includeNulls=true,contentType=text/csv,columnSeparator=COMMA,csvHeaderTruncationSize=4,csvShortName=question",
            "apiVersion": "v2",
            "sftpDestination": {
                "sftpHost": "ft.technolutions.net",
                "sftpPort": 22,
                "sftpUser": "liaison_service@tusmgp.admissions.tufts.edu",
                "sftpPassword": "2717fef375e24a1ab89a376a86cbe358",
                "sftpBaseDirectory": "/incoming/liaison/PTCAS/data/",
                "sftpPathTemplate": "PTCAS-app-started_<instanceId>_<organizationId>_<programId>_<applicationId>_<casApplicantId>.csv"
            }
        }
    ]
}

Expand

title	Application Data Subscription

Code Block

{
    "notificationEmailAddress": "tts-slate-team@elists.tufts.edu",
    "subscriptionDetails": [
        {
            "destinationType": "SFTP",
            "event": "application.program.received",
            "responseLevel": "program",
            "responseType": "fullResponse",
            "responseOptions": "expand=all,includeNulls=true,contentType=text/csv,columnSeparator=COMMA,csvHeaderTruncationSize=4,csvShortName=question",
            "apiVersion": "v2",
            "sftpDestination": {
                "sftpHost": "ft.technolutions.net",
                "sftpPort": 22,
                "sftpUser": "liaison_service@tusmgp.admissions.tufts.edu",
                "sftpPassword": "2717fef375e24a1ab89a376a86cbe358",
                "sftpBaseDirectory": "/incoming/liaison/PTCAS/data",
                "sftpPathTemplate": "PTCAS-app-s-<instanceId>_<organizationId>_<programId>_<applicationId>_<casApplicantId>.csv"
            }
        },
        {
            "destinationType": "SFTP",
            "event": "application.program.completed",
            "responseLevel": "program",
            "responseType": "fullResponse",
            "responseOptions": "expand=all,includeNulls=true,contentType=text/csv,columnSeparator=COMMA,csvHeaderTruncationSize=4,csvShortName=question",
            "apiVersion": "v2",
            "sftpDestination": {
                "sftpHost": "ft.technolutions.net",
                "sftpPort": 22,
                "sftpUser": "liaison_service@tusmgp.admissions.tufts.edu",
                "sftpPassword": "2717fef375e24a1ab89a376a86cbe358",
                "sftpBaseDirectory": "/incoming/liaison/PTCAS/data",
                "sftpPathTemplate": "PTCAS-app-s-<instanceId>_<organizationId>_<programId>_<applicationId>_<casApplicantId>.csv"
            }
        },
        {
            "destinationType": "SFTP",
            "event": "application.program.verified",
            "responseLevel": "program",
            "responseType": "fullResponse",
            "responseOptions": "expand=all,includeNulls=true,contentType=text/csv,columnSeparator=COMMA,csvHeaderTruncationSize=4,csvShortName=question",
            "apiVersion": "v2",
            "sftpDestination": {
                "sftpHost": "ft.technolutions.net",
                "sftpPort": 22,
                "sftpUser": "liaison_service@tusmgp.admissions.tufts.edu",
                "sftpPassword": "2717fef375e24a1ab89a376a86cbe358",
                "sftpBaseDirectory": "/incoming/liaison/PTCAS/data",
                "sftpPathTemplate": "PTCAS-app-s-<instanceId>_<organizationId>_<programId>_<applicationId>_<casApplicantId>.csv"
            }
        }
    ]
}

Expand

title	Document Subscription

Code Block

language	json

{
    "notificationEmailAddress": "tts-slate-team@elists.tufts.edu",
    "subscriptionDetails": [
        {
            "destinationType": "SFTP",
            "event": "file.attachment.updated",
            "responseLevel": "organization",
            "responseType": "fullResponse",
            "dataHold": "InProgress",
            "sftpDestination": {
                "sftpHost": "ft.technolutions.net",
                "sftpPort": 22,
                "sftpUser": "liaison_service@tusmgp.admissions.tufts.edu",
                "sftpPassword": "2717fef375e24a1ab89a376a86cbe358",
                "sftpBaseDirectory": "/incoming/liaison/",
                "sftpPathTemplate": "PTCAS_pers_<casApplicantId>__<documentSubType>__<fileId>!<deliveredDate>.pdf"
            }
        },
        {
            "destinationType": "SFTP",
            "event": "file.supplementalAttachment.updated",
            "responseLevel": "program",
            "responseType": "fullResponse",
            "dataHold": "InProgress",
            "sftpDestination": {
                "sftpHost": "ft.technolutions.net",
                "sftpPort": 22,
                "sftpUser": "liaison_service@tusmgp.admissions.tufts.edu",
                "sftpPassword": "2717fef375e24a1ab89a376a86cbe358",
                "sftpBaseDirectory": "/incoming/liaison/",
                "sftpPathTemplate": "PTCAS_app_<casApplicantId>_<programId>_<documentSubType>__<fileId>!<deliveredDate>.pdf"
            }
        },
        {
            "destinationType": "SFTP",
            "event": "file.evaluation.updated",
            "responseLevel": "program",
            "responseType": "fullResponse",
            "dataHold": "InProgress",
            "sftpDestination": {
                "sftpHost": "ft.technolutions.net",
                "sftpPort": 22,
                "sftpUser": "liaison_service@tusmgp.admissions.tufts.edu",
                "sftpPassword": "2717fef375e24a1ab89a376a86cbe358",
                "sftpBaseDirectory": "/incoming/liaison/",
                "sftpPathTemplate": "PTCAS_app_<casApplicantId>_<programId>_<docType>__<fileId>!<deliveredDate>.pdf"
            }
        },
        {
            "destinationType": "SFTP",
            "event": "file.transcript.updated",
            "responseLevel": "organization",
            "responseType": "fullResponse",
            "dataHold": "InProgress",
            "sftpDestination": {
                "sftpHost": "ft.technolutions.net",
                "sftpPort": 22,
                "sftpUser": "liaison_service@tusmgp.admissions.tufts.edu",
                "sftpPassword": "2717fef375e24a1ab89a376a86cbe358",
                "sftpBaseDirectory": "/incoming/liaison/",
                "sftpPathTemplate": "PTCAS_pers_<casApplicantId>__<docType><transcriptType>_<collegeAttendedId>_<fileId>!<deliveredDate>.pdf"
            }
        },
        {
            "destinationType": "SFTP",
            "event": "file.vendorTranscriptEval.updated",
            "responseLevel": "organization",
            "responseType": "fullResponse",
            "dataHold": "InProgress",
            "sftpDestination": {
                "sftpHost": "ft.technolutions.net",
                "sftpPort": 22,
                "sftpUser": "liaison_service@phpd.admissions.tufts.edu",
                "sftpPassword": "2717fef375e24a1ab89a376a86cbe358",
                "sftpBaseDirectory": "/incoming/liaison/",
                "sftpPathTemplate": "PTCAS_pers_<casApplicantId>__<docType>_<collegeAttendedId>_<fileId>!<deliveredDate>.pdf"
            }
        }
    ]
}

Expand

title	Replay Log

Instance	Subscription ID	Replay ID	From	To	Status	Date	Notes
Boston	6982	8095	`2023-06-23 11:19:06`	`2023-06-25 08:55:00`	Done	`2023-06-25 08:56:17`	Restart IP import and backdate to when turned off.
Phoenix	6983	8096	`2023-06-23 11:20:05`	`2023-06-25 09:07:00`	Done	`2023-06-25 09:07:20`	Restart IP import and backdate to when turned off.
Seattle	6984	8097	`2023-06-23 11:17:39`	`2023-06-23 11:17:39`	Done	`2023-06-25 09:10:24`	Restart IP import and backdate to when turned off.
Boston	8016	8234	`2023-08-25 17:45:00`	`2023-08-29 17:00:00`	Done	`2023-08-29 17:16:00`	Restart IP import and backdate to when data failed due to domain name change
Phoenix	8015	8233	`2023-08-25 17:45:00`	`2023-08-29 17:00:00`	Done	`2023-08-29 17:38:00`	Restart IP import and backdate to when data failed due to domain name change
Seattle	8014	8232	`2023-08-25 17:45:00`	`2023-08-29 17:00:00`	Done	`2023-08-29 17:40:00`	Restart IP import and backdate to when data failed due to domain name change

Slate Source Formats

Slate Rules (Automations)

Checklist - Add

Checklist - Fulfill

Application Statuses

Populations

WebAdMIT API Documentation

Summary

The WebAdMIT API was built to supplement the CAS API and transfer the following data from the PTCAS instances and Slate:

Trigger: Evaluation (Reference) recieved by PTCAS
- Data
  - Export: Evaluation (Reference) Status and Occupation details (Scheduled SFTP)
Trigger: Prerequisite review process completed by TUSMGP staff in PTCAS
- Data:
  - Export: CAS Calculated GPAs (Manual SFTP)
  - Report: Prerequisite Course details (Manual SFTP)
- Documents
  - PDF Manager: Full Application PDF (Manual export/upload via Batch Acquire)
  - PDF Manager: CAS Transcript (Manual export/upload via Batch Acquire)

Process Overview

The following steps/configurations have been made to each instance of PTCAS.

WebAdMIT/PTCAS: Configure the “destination” as Slate’s SFTP host using Destination Manager.
WebAdMIT/PTCAS: Create required lists to identify groups of applicants whose data or documents should be included for each transfer:
1. Applicants who are not yet complete who have a received reference letter within the past day
2. Applicants who have passed the prerequisite review process required by the program and are ready for interview screening.
WebAdMIT/PTCAS: Create exports to generate needed CSV files:
1. Evaluation (Reference) Received Update
2. CAS Calculated GPA data
WebAdMIT/PTCAS: Create a report to generate the needed prerequisite course data CSV
WebAdMIT/PTCAS: Create PDF templates to generate needed PDFs:
1. Full Application PDF
2. CAS Electronic Transcript
In Slate, create and configure a new source format for each export and report file expected from WebAdMIT
WebAdMIT/PTCAS: Add schedule(s) to each export and report that will transfer data via SFTP (and not manually).

Decision Reasoning

The CAS API is carrying the bulk of the data and document transfer between the PTCAS instances and Slate, however there are some elements that the CAS API cannot handle:

Course and GPA Data:
- Although there is a separate CAS API feed for course data, and GPA data is included in the application data file, these options did not work for our business process.
- The CAS API course data feed does not include any information about program-specific prerequisite requirements (i.e., does the course fulfill a specific prerequisite). This makes sense, because the work of identifying and approving prerequisites happens in WebAdMIT (not at the CAS-level).
- GPA data is available in the application data files consumed through the All CAS by Liaison - Applications source format, however because the CAS converts it to a flat data file, doing the source format mapping in Slate would be highly onerous and inconsistent (i.e., it would be impossible to be sure that GPA_38 is always the overall gpa and not GPA_29 or GPA_65).
Evaluation/Reference Information:
- The CAS API process sends information about references which are added to the application in Slate via those source formats. However, no business event/trigger exists for when the evaluation status is updated in the CAS; this means that it is possible for the status of an evaluation to move to “complete” in WebAdMIT and that information to be significantly delayed and/or never updated in Slate. (See further explanation of how References are managed in Slate).
Full Application PDF and CAS Transcript
- The CAS API will deliver a full application PDF, however this document contains not only the application form data in a PDF format, it also appends all other documents, including references/transcripts/miscellaneous documentation. Due to our need to purge reference letters while retaining the remaining materials, this is not a viable option for us. Slate’s retention policies cannot edit a PDF document material (cannot remove specific pages or content within a PDF).
- The WebAdMIT delivered PDF can be customized to include only application form data and can also support generating a reader-friendly “CAS Transcript” with a summary of the prerequisite course selections which is necessary for our faculty readers.

Warning
Although it is possible to create and schedule the export of PDF documents via the PDF Manager in WebAdMIT, this process will produce a .zip file of the desired PDFs, which cannot be consumed via Slate’s source formats (as it is not in DIP format, it is only a zipped collection of PDFs). This was VERY disappointing, and is why the PDFs are still being managed manually.

WebAdMIT/PTCAS Destinations

Each instance of PTCAS is configured with a “destination” that allows for that instance to send data a host via SFTP; the Destination has been configured to the same settings as used for the CAS API, including the same authentication user/password and the same paths/endpoint. All data sent via the WebAdMIT API appears in the same location in the SFTP server that the CAS API files appear.

WebAdMIT SFTP Documentation

WebAdMIT/PTCAS Configurations for Data Exports

List Configurations

Expand

title	PTCAS List Configurations

Create a list to pull applicants who are still not complete (i.e., in the “none” local status or whose local status is null) and who have a reference received date within the last X days. This will pull the data needed for the daily feed only when an applicant meets these criteria (i.e., they had a reference go from requested to completed within the last X days).

Create a list to pull applicants who are in the “complete” local status, which will be used for any export/report/PDF export that needs to pull applicants who are queued to have this data moved to Slate.

API: Evaluation Received

API: Prerequisite Courses

API: CAS Calculated GPAs

Field value for GPA will include “0.0” if there is no GPA, and static mapping each name and type for each GPA will generate an entitiy row even if there was no GPA value sent, so each applicant will always get 4.

Manual: PDF Exports

Slate Source Formats

The source formats used for the WebAdMIT API files are all named “WebAdMIT API - PTCAS [Name of Import]” in Slate. There are five total; the evaluation and verified app source formats are shared for all programs, but prerequisite course formats are unique to each program.

Evaluation Received

Imported Fields (red used for matching)

CAS/Liaison Person ID
CAS/Liaison Application ID
Reference Last Name
Reference Occupation
Reference Institution
Reference Evaluation Status
- Accepted
- Completed
- Requested

Actions Triggered

No additional action is taken by this source format.

Verified App Data

Imported Fields (red used for matching)

CAS/Liaison Person ID
CAS/Liaison Person ID
CAS/Liaison Application ID
Overall Total GPA (Name, Type, Value)
Undergraduate Total GPA (Name, Type, Value)
Graduate Total GPA (Name, Type, Value)
Science and Math GPA (Name, Type, Value)
Science GPA (Name, Type, Value)
Prerequisite Program GPA (Name, Type, Value)

Actions Triggered

Activity Code: Admin - Program Prerequisites - Minimum Required for Review Fulfilled added; this activity is used to fulfill the 8 of 10 Required Prerequisite Courses checklist item.

Version	Old Version 11	New Version 12
Changes made by	Helen Williams	Helen Williams
Saved on	Feb 21, 2024	Apr 25, 2024

Versions Compared

Key

Cheat Sheet | Quick Facts

CAS API Documentation

Summary

In Progress (CSV)

Application Data (CSV)

Documents (PDF)

API Subscription

Slate Source Formats

Slate Rules (Automations)

Checklist - Add

Checklist - Fulfill

Application Statuses

Populations

WebAdMIT API Documentation

Summary

Process Overview

Decision Reasoning

WebAdMIT/PTCAS Destinations

WebAdMIT/PTCAS Configurations for Data Exports

List Configurations

API: Evaluation Received

API: Prerequisite Courses

API: CAS Calculated GPAs

Manual: PDF Exports

Slate Source Formats

Evaluation Received

Verified App Data

Prerequisite Courses

Slate Batch Acquire

Slate Rules (Automations)

Page Comparison

Versions Compared

Key

Cheat Sheet | Quick Facts

CAS API Documentation

Summary

In Progress (CSV)

Application Data (CSV)

Documents (PDF)

API Subscription

Slate Source Formats

Slate Rules (Automations)

Checklist - Add

Checklist - Fulfill

Application Statuses

Populations

WebAdMIT API Documentation

Summary

Process Overview

Decision Reasoning

WebAdMIT/PTCAS Destinations

WebAdMIT/PTCAS Configurations for Data Exports

List Configurations

API: Evaluation Received

API: Prerequisite Courses

API: CAS Calculated GPAs

Manual: PDF Exports

Slate Source Formats

Evaluation Received

Verified App Data

Prerequisite Courses

Slate Batch Acquire

Slate Rules (Automations)