ISSS Classic: RTI Connect Actions > Reports Page Actions > Update Records Follow

From the Report page in RTI Connect, you can take different actions on SEVIS RTI records that were imported into Terra Dotta. This article explains the different possible actions.

Navigate to the Reports Page

To navigate to the reports page, click RTI and then scroll down to Downloaded Lists. Enter the visa type, report, and report date you want the information to be pulled from.

An Update Records Menu is available on the page. With the options in this menu, you can:

• Update all __ records (the number of total records in all pages will display here) - clicking this option will update all the records in Terra Dotta with the RTI data displayed on the report page. The SEVIS profile for each individual for whom the record was updated will reflect the type of updated data and the date on which the data was updated.
• Update selected records - Clicking on this options will update only the records you selected by using the checkboxes.
  • If the record exists in Terra Dotta, it will be updated in Terra Dotta with the RTI values. If the record doesn't exist in Terra Dotta, a new record will be inserted into Terra Dotta. Refer to the "Insert a record in Terra Dotta" section.

The Update Records Menu is visible only for the latest downloaded report. For example, if you have downloaded a report on three consecutive days, the dropdown menu will be visible only for the report that was downloaded on the third day. The associated actions are also visible for the current downloads only.

The RTI Connect confirmation will be visible in the Terra Dotta record history within the student's SEVIS profile.

The Excel Export button lets you save the report into an Excel file that contains all the fields retrieved from RTI. The column headers on the Excel file will match the field captions in RTI. This option will also be available for the previous downloads.

You can review the records and select an appropriate status using the individual drop-down options on each record in the RTI Review Status column.

With RTI Connect, you can Insert a record in Terra Dotta when a record retrieved from RTI doesn’t exist in Terra Dotta. NOTE: Please be sure to insert records from Active Status lists before Initial Status records, to ensure accurate management of Change of Education Level records, prior to SEVIS registration at the new level.

Creating a New Record in Terra Dotta

To create a new record in Terra Dotta, follow the steps below:

1. Select an applicable option from the Update Records Menu. A new window titled “Select the Program” opens where you select the Program name, term, and year. If you close this window, nothing happens, and you are brought back to the previous page.
2. Clicking “Continue” will close the dialog box, and a new record will be created.
3. Create a new Terra Dotta student or scholar profile. The following fields are required to successfully create a new student profile: 
   • Core information
     • Student Name - First, Last
     • Email
     • Date of Birth
     • Gender
   • Profile information
     • Visa Type
     • Campus Site
   • Academic objective information
   • Academic objective program
   • Application cycle
4. Record all the user parameters retrieved from RTI in the new profile.
5. Set the User Type as External.
6. Create the Academic Objective application for this newly created profile.
7. The Academic Objective status (the SEVIS status) will be the same status as was downloaded from RTI.
8. Record all the SEVIS mapped parameters.
9. Do not update SIS mapped parameters. These fields will be locked due to your integration.
10. At the end of this process, a success or failure message will be displayed. If all fields are successfully selected you, will see this message: "Record(s) successfully saved. Would you like to send the New User Email?”
11. If some records failed to be created, you will see this message: "Record(s) successfully saved with the exception of <comma delimited list of student names of failed records.> Would you like to send the New User Email?"
12. When you click on the Send Email button, a New User Profile Created email will be sent to the user, and it will be logged under Sent Email in Terra Dotta. Note: The "Would you like to send the New User Email?" only appears when one or more new records have been created in Terra Dotta. If you only updated data for the records that already exist in Terra Dotta, you will not see this message.

Terra Dotta/SEVIS Data Comparison

RTI Connect provides a data comparison view for you to work with your downloaded RTI data.

Terra Dotta/SEVIS Data Comparison for data that is different: You will be navigated to this window when you click on a student name link from the Active Status Students page.  The screen displays data from both Terra Dotta and SEVIS. Data with discrepancies are displayed on the top, and data which matches in Terra Dotta and SEVIS is hidden and can be expanded using the [+] link. SIS-mapped parameters will be locked and displayed under Locked Fields for both the same and different data sections. These fields cannot be selected.

Closing the window will bring you back to the report page.

Update selected fields in Terra Dotta: Select the fields to update in Terra Dotta. NEW in the Spring 2018 release: I-901 SEVIS fee information will be scraped and downloaded into the comparison report for all SEVIS visa types. This information will be stored in the Academic Objective I-901 fee questionnaire and can be searched.

Update record in Terra Dotta: Update the whole record in Terra Dotta

Add comments: Navigate to the Comments tab of the selected application record. Here, you can add comments as usual. Any comment entered here will be prefixed with RTI Connect: for visual recognition in the comments history.