BETA TESTING DOCUMENTATION
DISCLAIMER: This documentation is intended solely for use by authorized Beta testers. The features and enhancements described herein are part of a pre-release version and are not yet publicly available. We anticipate general availability in Summer 2025. Content is subject to change without notice and should not be shared outside the Beta testing group.
Ed-Fi Synchronizations Page
The Ed-Fi Synchronization page in Aeries provides a centralized interface for monitoring and managing data between the Aeries SIS and the Ed-Fi data standard. It offers visibility into the status of various data categories, including metrics on unchanged, deleted, and failed records. Prior to using this feature, Ed-Fi Configuration(s) have to be properly setup; see Ed-Fi Configuration documentation for details.
TABLE OF CONTENTS
Tables & Security
| Table or Area | Permission | Description |
|---|---|---|
| Ed-Fi Synchronizations | Read | View the Ed-Fi Synchronization page |
| Read, Administer | View, Add, Update, and delete information on the Ed-Fi Synchronization page(i.e. full access to all functions on the page) |
Query Permission Information
Within User Permissions, set the appropriate Ed-Fi Query permission for individual users.
- Ed-Fi Transaction Errors: Logs any errors at the entity level. (Legacy)
- Ed-Fi Data (EFD): Logs what entity data has been sent to the ODS. (Legacy)
- Ed-Fi Results (EFR): Tracks Ed-Fi Sync Progress and Results. (Legacy)
- Ed-Fi Scheduled Details (EFSD): Logs the scheduling details for a configuration
- Ed-Fi Jobs (EFJ): Ed-Fi Sync Progress tracking through Entity Sync Jobs.
- Ed-Fi Batches (EFB): Logs the sync information for all entities involved in a sync job.
- Ed-Fi Job Errors (EFJE): Logs any specific errors that occur for a sync job.
- Ed-Fi Transactions (EFT): Logs the status of the sync per entity.
- Ed-Fi Failed Transactions (EFF): Logs specific failed transactions that might have occurred in a sync.
- Ed-Fi Cache (EFC): A cache of Ed-Fi ODS Contents. The cache of successfully synced resources will be logged here, including the JSON payload.
- Ed-Fi Cache Dependencies (EFCD): Relationships between Cache data. Used for dependency checking and data cleanliness.
- Ed-Fi Primary Keys (EPK): Logs the primary key associated with a sync and helps relate all the pertinent information together.
Getting Started
The Ed-Fi Synchronization page is designed to facilitate testing of the Ed-Fi ODS (Operational Data Store) configuration and entity mappings. It displays all active Ed-Fi configurations that have been defined on the Ed-Fi Configurations page. When first encountering the sync page, upon initial page load, the user will see (--) within the columns; once a sync is initiated, data will populate within the columns. The dashes will no longer display where data is present. The most recent sync information will display per entity on the Synchronizations page.
To begin a sync:
1. Select a Configuration from the Ed-Fi Configuration drop-down menu.
Once selected, all entities associated with that configuration will be listed.
2. Choose one or more entities to test.
The Auto Select Dependent(s) checkbox can be used to automatically include related entities in the sync. This is a separate function from the Configuration screen. This feature evaluates the entities that are presently selected within the configuration, which are displayed on the Synchronizations page. To sync without dependencies being automatically selected, toggle the feature to the off position. A confirmation message will display; this is in place to help users lessen errors.
Select all entities by selecting the checkbox within the table header.
3. Click the Sync button to initiate synchronization. This action will push and/or pull data between the system and the ODS.
It is recommended to sync one job at a time. Navigating away during a sync is expected behavior. The status of your sync should display in real-time when you return to the page.
Entity & Sync Details
To see details about a specific entity that is stored in the ODS, select the chevron beside the specific entity.
When clicked, the details panel will appear below the entity. This can be done in mass by selecting the chevrons in the header of the table. To search for a specific entity use the Search field located by the Sync button.
When a sync is in process or completes, the entity Sync Details are populated in real-time.
These details are categorized by:
- Total Records: The total number of records identified for synchronization during the selected session. This includes all entities selected for sync, regardless of outcome.
- Uploaded: The number of records successfully transmitted to the ODS during the current session.
- No Change: Indicates that the selected entity was evaluated during the synchronization process, but no updates, deletions, or additions were necessary. The data in the source system and the Ed-Fi ODS were already aligned, so no action was taken.
- Deleted: Indicates the number of resources for the selected entity that were removed from the ODS as part of the sync process. A related delete summary is also provided in the modal for scenarios in which resources for dependent entities also had to be deleted
- Failed: The number of records that failed to upload during the current session.
Each Sync Details modal has the associated records listed, the ability to search, related JSON payload specific to the sync. 
Viewing Failure Sync Details
If any synchronization failures occur for a specific entity, you can investigate them using the Failure Sync Details modal:
Open the Failure Sync Details modal by selecting the corresponding option for the failed entity.
Review the list of related records that encountered errors during the sync process.
Select a specific record row to view its associated JSON payload.
The JSON file can be copied or downloaded for further troubleshooting and analysis.
This feature helps identify and resolve data issues by providing direct access to the raw sync payloads involved in the failure.
Sync Live Progress and Status Updates
Once one or more entities have been selected, selecting the Sync button will start a job that will run in the background. A Sync or individual entity's sync can be canceled by selecting the Cancel button. Depending upon the type and amount of data to be pushed up to the ODS this can take anywhere from a few seconds to a few hours or more. Running jobs in separate asynchronous sessions is best practice.
The Ed-Fi Synchronization dashboard provides real-time visibility into the sync process for each entity. The interface includes dynamic status indicators and progress tracking to help users monitor and manage synchronization activities effectively.
Sync Date & Time
The date and time when the synchronization process began for the entity.
Duration Column
Displays the time taken to complete the sync for each entity.
For entities still in queue or canceled, this field may be blank or display a placeholder.
Type
Indicates whether the sync was initiated manually, scheduled automatically, or a Real-Time sync.
Executed By
The user who initiated the sync, if applicable.
- This can be the user's name if it was a manual sync
- The system could display Aeries Reporting Service for a Scheduled or Real-Time sync.
Status Column
Each entity listed in the synchronization table includes a Status field that updates live as the sync progresses. Possible status values include:
In Queue: The entity is awaiting its turn in the synchronization sequence.
In Progress (if shown): The sync process is currently running for the entity.
Complete: The entity was successfully synchronized with no errors.
Incomplete With Error: The sync process finished, but one or more issues were encountered. Users should review the Failure Sync Details modal for more information.
Canceled: The sync process for the entity was manually or systemically canceled before completion.
These real-time updates help users track the flow of data, identify issues quickly, and ensure that all required entities are processed as expected.
If a Job failure has occurred, meaning an error occurred before the API is hit, a red message will display. You can select the link "Click here" to open a Sync Errors modal that holds the errors within it.
Recent Jobs
You can check the status of a previous job, by selecting it from the Sync Date & Time drop-down list.
Sync Data & Time Filter
A drop-down menu allows users to filter synchronization records by:
- Last Sync
- Current Month
- Last Month
- Custom Date Range
A specific job can be selected and the associated entities that belong to that particular sync will display. This helps in narrowing down the sync logs to a specific time frame for review or troubleshooting. To clear the filter and return to the default view of the Synchronization page, select the Clear All button.
The Ed-Fi Synchronization page in Aeries is a powerful tool for managing and validating data exchange with the Ed-Fi ODS. By offering real-time visibility, detailed sync metrics, and intuitive troubleshooting tools, it empowers users to maintain data integrity and streamline operational workflows. Whether you're initiating a manual sync, reviewing historical jobs, or resolving sync errors, this interface provides the transparency and control needed to ensure successful data synchronization across your educational systems.