IMPORTANT: Please check with your application partner if they have the ability to sync custom data (extension) fields from Clever.
This article contains the following:
1. Overview
2. Uploading custom fields to Clever
3. Uploading custom fields via your district's SIS sync
4. Viewing and managing custom field data in Clever
5. Using custom fields with app sharing rules
6. Sharing custom fields with apps
Overview
If your district would like to send data fields outside of the standard fields listed in our Data Specifications, you can do so by uploading custom/extension fields either directly through the Clever district dashboard, or through your district's existing sync.
District admins have the ability to add custom fields for the following data types:
- Schools
- Sections
- Students
- Teachers
- Staff
Our system does not accept custom fields for enrollments or student contacts at this time.
Uploading custom fields to Clever
Custom fields can be uploaded through the district dashboard by navigating to Support Tools > Custom Data. Select Add custom data > Fields. A window will pop up allowing you to upload a CSV file for each data type that you would like to create custom fields for.
Please note: If your district already syncs the same custom field through your SIS sync or another custom data sync, those values will take precedence over this custom field upload.
The CSV format is the same for all record types:
sis_id, {custom fields}
Custom fields columns must be prefixed with 'ext'.
- For example: A custom field named 'nickname' should be labeled 'ext.nickname'. Please refer to the example below.
Uploading custom fields via your district's SIS sync
SFTP and SIS-Managed Auto Syncs:
There are a couple of options for uploading custom field data to Clever via SFTP/CSV files:
- Districts can add a custom/extension field column to one of the existing rostering files being synced to Clever (schools.csv, teachers.csv, students.csv, sections.csv and enrollments.csv). The column name must begin with 'ext'.
- For example: Fields such as 'Program Code' or 'Gifted Status' could be added to the students.csv with columns named 'ext.program_code' or 'ext.gifted_status' to your CSV files.
- If your district currently syncs data to Clever via SFTP, you can also upload custom fields via CSV files directly to your Clever SFTP folder by uploading to a subdirectory named /extensionfields. The files should be named:
- Schools_ext.csv
- Sections_ext.csv
- Students_ext.csv
- Teachers_ext.csv
- Staff_ext.csv
For information about uploading data via SFTP, please visit: SFTP: How do I upload my data to Clever?
For the following auto syncs, custom fields can be added by reaching out to Clever support to help set up custom field mapping!
- PowerSchool
- Infinite Campus Auto Sync
- Skyward Auto Sync
- Illuminate Auto Sync
- Aeries Auto Sync
- SchoolInsight Auto Sync
- iNow Auto Sync:
Please reach out to Clever Support and we can get this started for you.
Please note: SIS-synced custom fields are NOT available for Infinite Campus API or SFTP OneRoster districts at this time.
Viewing and managing custom field data in Clever
You can take a look at your most recently uploaded custom fields by navigating to Support Tools > Custom Data > Reports. Here, you can view details about the record type, the fields that were added, and the time of the last update. This page also includes an error report detailing any errors in the files. You can also download your district's current custom field files.
Custom field data for each particular record type can be viewed in your district dashboard by navigating to Support Tools > Data Browser. You can search and view the data in the user/section profile underneath the 'Extension Data' category in the profile view.
Using custom fields with app sharing rules
Yes! Custom fields can be used to create unique sharing rules for an easier, more seamless sharing process with your connected applications.
Sharing custom fields with apps
Many applications allow or require custom field data. To share custom fields with apps, navigate to your district dashboard > Home page and click on the application name to open the app overview page.
From the 'Settings' tab, select 'Advanced Settings' under the 'Field Access' section. Move the desired custom fields to the shared column and then 'Save'.
If you have any questions about the types of learning applications in Clever, please reach out to Clever support! We are happy to help!