Clever Sync process

Mentioned below are the steps for the end-to-end workflow to sync any Clever district SIS data on MagicBox. 

Publisher Clever App Set-up 

1. Publishers need to purchase the Clever application partner account with Secure Sync and should have SSO activated on it. The publisher will then share the application partner access with the MagicBox team.

2. The MagicBox team will create and manage the Clever app on the Publisher's application partner account on Clever, except for district onboarding processes, such as launch requests. The Magic Team will complete all the backend setup with the Clever app on the QC environment and test the Roster and SSO on stage with sandbox district.

3. The Magic Team will connect with the Clever team for the certification process. 

Note: MagicBox supports the district admin, school admin, teacher and student roles. The roles are mapped respectively with Clever roles: Clever district admin, school admin, teacher and student.

4. Once the Clever app is certified, the Magic Team will start the first-time force sync, based on the status provided by Clever.

Roster Sync Process

The Secure Sync process is automated but managed by the Magic Team to start the first-time force sync. The Magic Team will check for the district launch status by logging into the Clever portal before initiating first-time Secure Sync.

1. When the district connects with the app on Clever and the status is marked as "Launched,"  then the publisher will have to initiate a clever configuration on MagicBox to populate the district name will be populated in the MagicBox district list with the "Launch" button. 

Follow the below steps to do the Clever configuration and complete the clever sync process -

1. Log in to the portal

2. Select  "Setting" from the left-hand side menu.

3. Click "Clever sync V2" in the sub-menu.

You will be redirected to the "Clever sync" screen. Here you can see the district sync details in a card view. You will see the below screen if no district is synced yet. 

 5. Click "Clever configuration" button to initiate the Clever sync configuration for the district. You will see the below screen.

6. Enter "API URL".  

7. Enter "Consumer Key".

8. Enter " Secret Key". 

API URL , consumer key, and secret key is required to make the connection between clever and MagicBox and this information is available on the clever app.

9. Click "Test Connection." If the test connection is successful, you will receive a success message pop up on the screen and you can click on "Fetch Districts" to proceed. 

If the test connection is unsuccessful, you will receive an error message pop up on the screen. 

You will see the below screen after clicking "Fetch Districts" in the previous step.

10. Publisher can click on the launch button in the district card to initiate district sync  for all the schools in the district or the publisher can select the schools within a district which they wish to sync by clicking on the Edit button in the card. 

If you click on the edit button, will see the list of schools in the district. 

11. Click the school edit icon to make the school selection. (Note - Once the Clever sync is complete, the classes,  students and teachers from the selected school will sync and get rostered on the platform. It is mandatory to select at least one school.)

12. Enter the "When should we stop syncing the district" date. The district will keep syncing rosters till the specified date. The district sync process will stop after this date. If there is any modification or addition of new users in the API, the data will not be synced on the platform after the specified date. (Note - If the sync expiry date is not selected then the sync will not expire i.e. the sync will not stop. If you are entering the date it must be equal to or greater than the current date.)

15. Click "Next" to move to the review stage.

19. Review the district Clever sync details from the "Review" page.

20. You can check the "Subscribe to receive daily sync status email notifications" checkbox to allow the platform to send an email notification for daily sync status to the district admin/publisher.

21. You can check the "Subscribe to receive only sync error email notifications" checkbox to allow the platform to send only sync error email notifications to the district admin/publisher.

22. You can check "Check default password". The platform is providing an option to set a default password for all users for a particular district who will be synced in MagicBox .

23. If all details are correct on the "Review" stage, click "Start Sync."

You can see the sync status card view for the district on the Clever page. The card view will show the total record count number. 

The platform will show the following sync status: 

In Progress - When sync is in process. 

Launched (in green) - When district sync is successful without errors.

Launched (in yellow) - When district sync is successful but has errors. The error count will be shown in the card view. 

Not Started - When the sync has not started.

Failed - When the sync is unsuccessful.

You can click on the card view for a district to see the Clever sync information in detail along with the last sync records count with the detailed error report.

•  You can download the.txt error/warning file to know the error details.