Legacy Portal: Canvas Roster Sync User Guide

In this guide, administrators will set up integration details, link Canvas fields to ExamSoft, and choose student sync roles.

In this guide:

• Configure the Integration details
• Edit the Course Sync List
• Syncing Courses
• Sync History

Configure the Integration details

1. Select the Configure button.

2. Here is where you’ll select different values from Canvas to pass into ExamSoft.

• Course ID Type: Course value from Canvas which will be passed into ExamSoft as the Course ID. 

• External ID Type: User value from Canvas which will be passed into ExamSoft as the External ID.

  Only applicable to clients using our SAML integration.

• User ID Type: User value from Canvas which will be passed into ExamSoft as the Student ID.

3. The bottom section is where you’ll select student roles from Canvas to include in the sync into ExamSoft.
   • With the ‘Student’ role selected, you may not need to make additional adjustments.
   • To add an additional role, select the "Add a student role" button.

4. For any additional role, select the checkbox for each role then confirm your selection with the Save button.

5. With all selections confirmed, select the Save button on the Configure page.

Edit the Course Sync List

1. Select the Edit Courses button.

2. To add courses to the sync list, select Import Courses.

3. With the modal window open, you can Drag & Drop a file into the tool or choose one using the file picker. This will query Canvas for the courses contained in your XLS/XLSX file.

• Import Type: Choose Add, Remove, or Replace depending on the behavior you want.
  • Add: Adds new courses to the list and leaves any existing courses on the sync list intact.
  • Remove: Removes courses from the sync list based on the course IDs in the file.
  • Replace: Removes all courses from the sync list and replaces them with only the courses from the file.
• Download Template provides an example advising how to format your import file.

4. Using the Drag & Drop method will auto-process the file. Using the file picker, select the Upload button once you’re ready to import your courses into the tool.

5. Close the modal window, and then you’ll see the Course Sync List with the course(s) you added.

6. Add a Start Date and End Date to each course (if not already added with the import file). 

   Both values are required for a course to sync to the ExamSoft system.

7. Once you’re done, select the Close button.

Syncing Courses

1. With your courses added to the Course Sync List, you can sync them into your ExamSoft portal with the Sync Now button.

2. To schedule an automated daily sync, select the Edit Schedule button.

3. Toggle the Auto Sync either ON or OFF, and choose the specific time you’d like the sync to process. 

4. Select Save when you’re done.

Sync History

1. To view previous syncs and any errors, select the View Sync History button.

2. This table provides the status of LMS sync operations, including the number of records (courses, sections, and students) that were successfully submitted to the Portal for processing. 

   

3. You will receive an email confirming the results of your Course Sync from the ExamSoft system.