Slate Integration Setup Guide

Receiving Documents from Pearsana

This guide walks you through connecting your Slate instance to Pearsana so that student documents (transcripts, recommendations, etc.) are delivered directly into Slate and attached to the correct student records automatically.

Time to complete: approximately 30–45 minutes.

Where do I work?

Each step clearly tells you which system you are working in:

Label	Meaning
In Slate	You are working in your Slate instance
In Pearsana	You are working in the Pearsana organisation admin portal

How It Works

When a student shares a document through Pearsana, the following happens automatically — no action required from you after the initial setup:

Pearsana packages the PDF document along with a small file that identifies the student and document type.
Pearsana sends this package to a secure URL in your Slate instance (the one you set up in this guide).
Slate receives the package, reads the identifying information, finds the matching student record, and attaches the PDF.

Student shares document in Pearsana
            │
            ▼
  Pearsana packages and sends it
            │
            ▼
  Slate receives and attaches it
  to the student record

The setup in this guide creates the connection between the two systems and tells Slate how to process what Pearsana sends.

Before You Begin

Make sure you have the following before starting:

#	What you need	Why	How to get it
1	Security Administrator role in Slate	Required to create the account Pearsana will use to connect	Ask your Slate Security Administrator if you are unsure whether you have this role
2	Document types (Materials) set up in Slate	Slate needs to know what categories of documents to expect (e.g. "transcript", "recommendation")	Go to Database → Materials in Slate to check. See Document Types Sent by Pearsana for the full list
3	Pearsana admin portal access	You will need to enter connection details into Pearsana	Contact your Pearsana account manager if you do not have access
4	A test student who exists in both Pearsana and Slate	For verifying the connection works end-to-end	You will need to know this student's Application Ref or Person Ref in Slate

Coordination

If different people at your institution manage Slate and Pearsana, coordinate before starting. Steps 1–5 are done in Slate, Step 6 is done in Pearsana, and Step 7 involves both systems.

Step 1: Create a Service Account in Slate

Where: In Slate

What is a Service Account?

A Service Account is a special type of user in Slate that allows external systems (like Pearsana) to connect securely. It is not used by a person — it is used by the Pearsana system to log in and deliver documents.

Instructions

Go to Database → Users.
Select New User.
Fill in these fields:

Field	What to enter
User Type	Select Service Account
User ID	Choose a name that identifies this connection (e.g. `pearsana-import`)
Password	Choose a strong password

Select Save.

Save your credentials

Write down the User ID and Password. You will need to enter these into Pearsana later in Step 6.

Who can do this?

Only users with the Security Administrator role can create Service Accounts. If you do not see the Service Account option, contact your Slate Security Administrator. For more details, see User Accounts in the Slate Knowledge Base.

Step 2: Set Up a Source Format in Slate

Where: In Slate

A Source Format tells Slate what to expect when it receives a document package from Pearsana — how the data is structured and where to put it.

This step has three parts: creating the Source Format, setting its general options, and pasting in the configuration.

2a. Create a new Source Format

Go to Database → Source Formats.
Select New.

For more details, see Creating a Custom Source Format in the Slate Knowledge Base.

2b. Set the General options

On the new Source Format, open the General tab and enter:

Field	What to enter
Status	Active
Name	A descriptive name, e.g. `Pearsana Document Import`
Format	Delimited
Type	Import
Scope	Choose Application or Person (see below)

Which Scope should I choose?

This is the most important decision in the setup. It controls which type of student record documents are attached to.

Choose this	If…
Application	Your institution processes documents per admissions cycle. Each document attaches to a specific application. This is the most common choice.
Person	Documents should stay with the student across all admissions cycles (e.g. proof of identity that does not change between applications).

Important

Let your Pearsana account manager know which scope you chose. The student identifier that Pearsana sends must match (Application Ref for Application scope, Person Ref for Person scope).

2c. Paste the configuration

Open the Format Definition tab. Delete any existing content and paste one of the following — choose the version that matches the Scope you selected in Step 2b.

If you chose Application scope (most common):

xml

<?xml version="1.0" encoding="utf-8"?>
<source>
  <layout b="&#x9;" h="1" t="" type="dip" index="index_*.txt" />
  <field sm="Application" sd="Ref"      dt="dip" map="studentSlateId" />
  <field sm="Material"    sd="Filename" dt="dip" map="documentName" />
  <field sm="Material"    sd="Code"     dt="dip" map="type" />
</source>

If you chose Person scope:

xml

<?xml version="1.0" encoding="utf-8"?>
<source>
  <layout b="&#x9;" h="1" t="" type="dip" index="index_*.txt" />
  <field sm="Person"      sd="Ref"      dt="dip" map="studentSlateId" />
  <field sm="Material"    sd="Filename" dt="dip" map="documentName" />
  <field sm="Material"    sd="Code"     dt="dip" map="type" />
</source>

Do not modify

Copy and paste exactly as shown. Do not modify anything in the block you choose — Pearsana relies on these exact values.

What does this configuration do?

You do not need to understand the details, but in short:

Line	What it tells Slate
`layout` line	The incoming file uses tabs between columns and is in Slate's DIP (Document Import Processor) format
`studentSlateId` line	Look up the student record using the identifier Pearsana sends
`documentName` line	This is the filename of the PDF to attach
`type` line	This is the type of document (e.g. transcript, recommendation)

Step 3: Copy the Web Service URL from Slate

Where: In Slate

This URL is the "address" where Pearsana will send documents. Every Source Format has its own unique URL.

On the Source Format page, find the Web Services section.
Select View.
On the Standard tab, copy the full URL.

It will look something like:

https://your-instance.technolutions.net/manage/service/import?cmd=load&format=abcd1234-...

Keep this URL private

Treat it like a password — anyone who has it (along with valid credentials) could send data into your Slate instance.

Save this URL

You will enter it into Pearsana in Step 6.

Step 4: Quick Connection Test

Where: Start in Pearsana, then check in Slate

At this point you have everything needed to test whether the basic connection works. This test checks that Pearsana can reach Slate and that Slate can read what Pearsana sends. Documents will not be attached to student records yet — that comes in Step 5.

What to do

In Pearsana:

Enter the connection details from Steps 1 and 3 into the Pearsana admin portal (see Step 6 for exactly which fields to fill in).
Send a test document for a test student.

Then in Slate:

Go to the Source Format you created and open the History tab.
You should see a new entry. If it shows no errors, the connection is working.

What if I see errors?

See the Troubleshooting section.

Where do the documents go?

During this test, documents will appear in Slate's Batch Acquire area instead of on student records. This is expected — they will be processed automatically once you complete Step 5.

Step 5: Set Up Document Type Mapping in Slate

Where: In Slate

This step tells Slate how to match the document types Pearsana sends (e.g. academicTranscript) to the Material Types your institution uses in Slate (e.g. transcript).

5a. Check your Materials

Go to Database → Materials in Slate.
Make sure you have a Material Type for each kind of document Pearsana will send. See the Document Types Sent by Pearsana table for the full list.
If any are missing, create them now. See Materials Overview in the Slate Knowledge Base.

5b. Map the columns and values

On the Source Format page, make sure Remap Active is set to Inactive and enter today's date in Remap As Of Date.
If you ran the test in Step 4, you already have data in the History tab. If not, upload a sample file using Upload Dataset.
In the Remap section, link these columns:

Column from Pearsana	Link to this Slate field
`documentName`	Material — Material Filename
`type`	Material — Material Code
`studentSlateId`	Application — Ref (or Person — Ref if you chose Person scope)

In Value Mappings, connect each Pearsana document type to the corresponding Material in your Slate instance. Refer to the Document Types Sent by Pearsana table for the complete list of values Pearsana will send, and look up your institution's Material Codes at Database → Materials in Slate. Create a mapping for each document type you expect to receive.
Set Remap Active to Active.

Test documents from Step 4

Once you activate the remap, any documents sitting in Batch Acquire will be processed and attached to student records automatically.

Step 6: Enter Connection Details in Pearsana

Where: In Pearsana

This step connects Pearsana to your Slate instance using the account and URL you created earlier.

Instructions

Log in to the Pearsana organisation admin portal.
Go to the Dashboard.
Find the Slate Integration widget.
Select Edit and fill in:

Field	What to enter	Where you got this
Slate API URL	The URL you copied	Step 3
Slate Username	The Service Account User ID	Step 1
Slate Password	The Service Account password	Step 1
Auth Type	Select Basic	Use Basic unless your Slate instance specifically requires API key authentication
Slate ID	Your Slate instance name — this is the first part of your Slate URL (e.g. if your Slate is at `https://myuniversity.technolutions.net`, enter `myuniversity`)	Your Slate URL

Select Save.

Basic vs. API authentication

Basic (recommended) — uses the username and password from Step 1. This is the standard connection method.
API — uses an API key instead. Only select this if your Slate administrator has specifically set up API key authentication. :::

Handoff

If you are the Slate administrator but do not have Pearsana admin access, send the URL, username, and password to the person at your institution who manages Pearsana. They can complete this step.

Step 7: Full End-to-End Test

Where: Start in Pearsana, then verify in Slate

This test confirms that documents flow all the way through: from Pearsana, into Slate, and onto the correct student record with the right document type.

Instructions

Preparation:

Choose a test student who exists in both Pearsana and Slate. You need to know their Application Ref (or Person Ref) in Slate.

In Pearsana:

Share a document for this student (e.g. upload a test transcript).

Then in Slate:

Go to the Source Format and open the History tab.
Check the following:

What to look for	What success looks like
Was the document received?	A new row appears in the History tab with today's date and a Complete status
Is it on the correct student?	Open the student's record — the PDF should appear under their Materials
Is the document type correct?	The document should be tagged with the right Material Type (e.g. "transcript")

If something is not right

Check the History tab for error messages — they usually explain what went wrong.
See the Troubleshooting section below.
To clean up test data: You can delete test imports from the History tab. Test documents attached to student records can be removed from the student's Materials section.

Document Types Sent by Pearsana

When Pearsana sends a document, it includes a label that identifies the type (e.g. "Academic Transcript"). In Step 5, you map these to your Slate Material Codes.

Document Type	Value Pearsana Sends	Notes
Proof of Identity	`proofOfIdentity`
Academic Transcript	`academicTranscript`	This is the default — if no type was specified when the document request was created in Pearsana, this is what gets sent
Standardized Test Score Report	`standardizedTestScoreReport`
AP Test Score Report	`apTestScoreReport`	AP Exam scores
English Proficiency Test	`engProficiencyTest`	e.g. TOEFL, IELTS
Counselor Recommendation	`counselorRecommendation`
Teacher Recommendation	`teacherRecommendation`
Personal Statements	`personalStatements`
Application Essay	`applicationEssay`
Resume/CV	`cv`

Complete list

This is the complete list. Custom document types are not supported at this time. If Pearsana adds new types in the future, you will need to add a new mapping in Slate (Step 5).

Unmapped types

If a type is not mapped, the document will still arrive in Slate, but instead of being attached automatically, it will appear in Batch Acquire for you to assign manually.

Limits to Be Aware Of

Limit	What it means for you
50 documents per 5 minutes	Slate allows up to 50 document deliveries per 5-minute window per Source Format. If your institution sends a large batch of document requests at once, some may be delayed. If you notice missing documents after a bulk send, wait a few minutes and check again.
One document per delivery	Pearsana sends each document individually (not grouped). This is normal and requires no action from you.

Troubleshooting

Documents are not arriving in Slate

What to check	What to do
Is the Source Format active?	Go to the Source Format General tab and confirm the Status is Active.
Are the credentials correct?	Double-check the username and password saved in Pearsana match the Service Account in Slate. Watch for extra spaces at the end.
Is the Service Account active?	Go to Database → Users in Slate and confirm the Service Account status is Active.
Is the Auth Type correct?	In Pearsana, confirm Basic is selected (unless your institution specifically uses API key authentication).

Documents arrive but are not attached to the student

What to check	What to do
Does the student exist in Slate?	The student record must exist in Slate before the document is sent. If the student was only recently added, try sending the document again.
Is the identifier correct?	The student identifier Pearsana sends must match an Application Ref (if your Scope is Application) or Person Ref (if your Scope is Person) in Slate.
Is Remap Active?	On the Source Format page, check that Remap Active is set to Active. If it is Inactive, documents go to Batch Acquire instead.
Check the History tab	Go to the Source Format History tab and look for error messages on the specific import.

Documents arrive but have the wrong type

What to check	What to do
Is the Value Mapping set up?	In the Source Format Remap section, check that the Pearsana document type has a mapping to your Slate Material Code.
Check capitalisation	Material Codes in Slate are case-sensitive. Make sure your Value Mapping matches exactly.
Is the Material Type missing?	If the Material does not exist in Slate, create it at Database → Materials and then add the Value Mapping.

Large batch of documents and some are missing

What to check	What to do
Rate limit	Slate accepts up to 50 deliveries per 5-minute window. Wait a few minutes and check again. If documents are still missing, contact Pearsana support.

Slate Reference Links

User Accounts — how to create and manage Service Accounts
Creating a Custom Source Format — Source Format setup
Importing Documents Using a DIP Source Format — DIP format details and index file configuration
Importing Data with Web Services — Web Service Push overview

Getting Help

I need help with…	Who to contact
Slate setup (Source Formats, Materials, user accounts)	Your institution's Slate administrator, or Technolutions support
Pearsana portal access or settings	Your Pearsana account manager, or email support@pearsana.com
Documents not arriving or other integration problems	Start with the Troubleshooting section above, then contact support@pearsana.com with details from the Slate History tab

Slate Integration Setup Guide ​

Where do I work? ​

How It Works ​

Before You Begin ​

Step 1: Create a Service Account in Slate ​

What is a Service Account? ​

Instructions ​

Step 2: Set Up a Source Format in Slate ​

2a. Create a new Source Format ​

2b. Set the General options ​

Which Scope should I choose? ​

2c. Paste the configuration ​

If you chose Application scope (most common): ​

If you chose Person scope: ​

What does this configuration do? ​

Step 3: Copy the Web Service URL from Slate ​

Step 4: Quick Connection Test ​

What to do ​

Step 5: Set Up Document Type Mapping in Slate ​

5a. Check your Materials ​

5b. Map the columns and values ​

Step 6: Enter Connection Details in Pearsana ​

Instructions ​

Step 7: Full End-to-End Test ​

Instructions ​

If something is not right ​

Document Types Sent by Pearsana ​

Limits to Be Aware Of ​

Troubleshooting ​

Documents are not arriving in Slate ​

Documents arrive but are not attached to the student ​

Documents arrive but have the wrong type ​

Large batch of documents and some are missing ​

Slate Reference Links ​

Getting Help ​

Slate Integration Setup Guide

Where do I work?

How It Works

Before You Begin

Step 1: Create a Service Account in Slate

What is a Service Account?

Instructions

Step 2: Set Up a Source Format in Slate

2a. Create a new Source Format

2b. Set the General options

Which Scope should I choose?

2c. Paste the configuration

If you chose Application scope (most common):

If you chose Person scope:

What does this configuration do?

Step 3: Copy the Web Service URL from Slate

Step 4: Quick Connection Test

What to do

Step 5: Set Up Document Type Mapping in Slate

5a. Check your Materials

5b. Map the columns and values

Step 6: Enter Connection Details in Pearsana

Instructions

Step 7: Full End-to-End Test

Instructions

If something is not right

Document Types Sent by Pearsana

Limits to Be Aware Of

Troubleshooting

Documents are not arriving in Slate

Documents arrive but are not attached to the student

Documents arrive but have the wrong type

Large batch of documents and some are missing

Slate Reference Links

Getting Help