Finalsite Open (FS Open) integration overview

This article outlines Finalsite Open (FS Open) Integration in Constituent Manager, including the export requirements for syncing data from an SIS, MIS, or database and the three methods for delivering files to Finalsite.

In this article

• Step 1: Check the list of Finalsite integrations
• Step 2: Understand Finalsite Open and confirm the fit
  • Review how Finalsite Open works
  • Review the Upload Utility
  • Check the fit requirements
• Step 3: Choose how files get to Finalsite
  • Compare delivery methods
  • Set up the Upload Utility
• Step 4: Prepare the export
  • Choose a file format
  • Set encoding and line endings
  • Assign record IDs
  • Structure columns and rows
  • Format data content
  • Keep exports unedited
• Step 5: Submit a request to Finalsite Support
  • Gather request details
  • Review what happens next

Step 1: Check the list of Finalsite integrations

Check the Integrations offered at Finalsite article to find out whether our district or school's system has a direct integration.

• On the list? Use the direct integration. Finalsite Open is not needed.
• Outside the list? Continue to Step 2.

Step 2: Understand Finalsite Open and confirm the fit

Review how Finalsite Open works

Finalsite Open syncs data through scheduled datasheet exports from the source system, such as an SIS or MIS.

• The source system exports datasheets on a schedule.
• The files reach Finalsite through a secure delivery method (see Step 3).
• Finalsite maps the data into Constituent Manager. The integration can process data hourly.
• The source system controls the export and delivery. Finalsite configures the mapping.

Review the Upload Utility

The Upload Utility is one of the three delivery methods. It is a simple Java-based tool, provided by Finalsite, that sends files to Finalsite over HTTPS.

• Where it runs. On the system where the exports are generated, in a directory with a subdirectory that holds the export files.
• How it is used. Run it manually first to verify it works as expected. To fully automate the integration, schedule it to run on the system that generates the exports. Scheduling steps vary by operating system, and guides are typically available online.
• How it affects sync timing. Files are delivered when the utility runs, so the schedule matches how often the export is generated. Each hourly integration run processes the most recently updated datasheet.
• Best fit. Systems that can run a scheduled program use this method easily. SFTP suits other setups.

Check the fit requirements

Finalsite Open automates the data sync when the source system meets all three requirements below.

• All three requirements met? Continue to Step 3.
• Other situations? Datasheets load manually with the templates in Upload constituent data to Constituent Manager in bulk.

Step 3: Choose how files get to Finalsite

Choose one of these secure delivery methods.

Compare delivery methods

How often does the data sync? The integration can run hourly in Finalsite. The true frequency is determined by how often the datasheets are updated and delivered to Finalsite's servers.

Set up the Upload Utility

• Receive the utility from Finalsite Support during integration setup.
• Place the utility in a directory that contains a subdirectory for the export files.
• Name the subdirectory for the integration's service type, such as finalsiteopen. Finalsite Support confirms the correct name when configuring the integration.
• Run the utility manually to verify it works as expected.
• Schedule the utility to run on the system where the exports are generated.

Step 4: Prepare the export

Exports meet the requirements below. Review them with whoever manages the school's SIS or database.

The standard datasheet templates list the supported fields: Faculty, Students and parents, and Alumni. The Upload constituent data to Constituent Manager in bulk article covers the full upload process.

Choose a file format

Each datasheet keeps a consistent file name.

Rich formatting in Excel files is anything beyond a plain table of data, such as:

• Multiple tabs (all data belongs on one sheet)
• Title rows, logos, or notes above the column headers
• Merged cells
• Colors, fills, or conditional formatting
• Formulas in place of plain values
• Blank rows or columns used for spacing

Set encoding and line endings

• Encoding. Datasheets are UTF-8 encoded without BOM. Other encodings can garble names with accents or special characters.
• Line endings. Every row ends with a standard line ending. A mismatch can cause a file to fail or load as a single row.

Assign record IDs

• Every record (student, parent, and so on) has a unique, persistent ID (ImportID).
• The left-most column is populated for every row. The ImportID is the recommended value for that column.

Structure columns and rows

• Column headers. Headers carry no rich formatting and no non-alphanumeric characters. Spaces, underscores, and hyphens are acceptable. Populated columns have no empty headers between them.
• Rows. Rows run without gaps. After more than 5 consecutive empty rows, Finalsite treats the datasheet as complete and stops processing it.
• One type per column. Each column holds one type of data. For example, a column of home phone numbers holds home phone numbers for every record, and business phone numbers go in a separate column.
• Contact information. The contact portion of the export is arranged so that each column contains a specific type, such as home phone.

Format data content

• Dates. Dates use one consistent format throughout, either all mm/dd/yyyy or all dd/mm/yyyy.
• Departments and locations (faculty). Supported, including the option to remove users from locations or departments absent from the data. Names are consistent. Ideally, each name is an exact match for the corresponding group in Finalsite. Finalsite can translate names when guidance on the desired translation is provided.
• Usernames. Handled case by case. Finalsite can auto-populate usernames from the raw data (for example, by concatenating first and last names), or usernames can be included in the export.
• Passwords. Finalsite recommends that users set their own passwords on first login with the Forgot Password option.

Keep exports unedited

Data files stay exactly as exported from the SIS. Changes to column headers and manual edits of any kind happen in the source system. Re-saving a .txt or .xls export in Excel or Notepad can change the delimiter, encoding, or date format without a visible sign.

Step 5: Submit a request to Finalsite Support

After confirming that the system is outside the list of direct integrations and meets the requirements above, submit a request to Finalsite Support.

Gather request details

Include these details in the request:

• The name of the SIS, MIS, or database
• The data to sync and the roles to populate (for example, students, parents, faculty, rosters, groups)
• How often the system exports, and in which file format
• The preferred delivery method (Upload Utility, SFTP pull, or SFTP push)
• A sample export, if one is available
• Any questions or concerns about the process

Review what happens next

• Kickoff. Finalsite reviews the data and roles to be integrated, confirms the datasheets and datapoints, and agrees on how files are delivered.
• Mapping and testing. Finalsite configures the mapping and processes the sample data on a clone site or the live site, depending on the situation.
• Review. Finalsite reviews the results with the school and adjusts the mapping as needed.
• Pre-deployment work. Finalsite completes any additional preparation the situation calls for.
• Go live. Finalsite deploys the integration on the live site, and the datasheets are scheduled.