Things to check before you start
Your school uses Blackbaud as its student information system, and students in August have a Blackbaud student ID.
The Blackbaud learning profile form you want to write to is an External form and is still active in Blackbaud. Inactive forms and forms that are not External do not appear in the dropdown.
You have notified the August Schools team that you would like the Blackbaud learning profile writeback turned on for your school.
Writebacks run each night. A change you save today will show up in Blackbaud tomorrow morning.
Option 1: Write back from the plan
Use this when the content you want in Blackbaud is a published plan in the Plans page. You set the Blackbaud form once on the plan template. Every published plan built from that template then writes its plan PDF to that form.
Go to Plans, then Plan templates.
Open the template.
In the Settings card on the right, find Blackbaud learning plan form.
Choose the Blackbaud form that should receive plans from this template.
A plan is sent when all of the following are true:
It was built from a template that has a Blackbaud form selected.
It is published and not archived.
The student has a Blackbaud student ID.
August attaches the plan’s collated PDF and creates the learning profile in Blackbaud with a status of Approved.
What you do in August | What happens in Blackbaud |
You publish the plan | A learning profile is created, with the plan PDF attached. |
The plan PDF is regenerated | A new learning profile is created with the updated PDF. The previous profile is marked inactive. |
You unpublish the plan, or archive it | The learning profile is marked inactive. |
The plan expires but stays published | The learning profile stays active. |
You set the template’s Blackbaud form back to None | Learning profiles already written from that template are marked inactive. |
Option 2: Write back from a file tag
Use this when the content you want in Blackbaud is a document stored in August on the documents tab of the student card, such as an uploaded PDF plan or an outside report. You set the Blackbaud form on the file tag. Current files that carry that tag are sent as the learning profile attachment.
Go to Instance settings, then File tags.
On the tag’s row, click Edit.
Find Blackbaud learning profile form.
Choose the Blackbaud form that should receive files with this tag.
A file is sent when all of the following are true:
It has a tag that has a Blackbaud form selected.
Its status is current.
The student has a Blackbaud student ID.
It is not the PDF that August generated from a plan. Those files are handled by the plan option above.
The file itself is attached, and the learning profile is created in Blackbaud with a status of Approved. A file is written once. Replacing or editing the file later does not create a new learning profile.
What you do in August | What happens in Blackbaud |
A current file gets the mapped tag | A learning profile is created, with that file attached. |
You archive or delete the file | The learning profile is marked inactive. |
You remove the mapped tag from the file | The learning profile is marked inactive. |
You set the tag’s Blackbaud form back to None | Learning profiles already written from that tag are marked inactive. |
If one file has more than one tag that is mapped to a Blackbaud form, August uses the first of those mappings and creates a single learning profile for the file.
Using both options
A plan PDF is always written from the plan template setting, even if that PDF also has a file tag that is mapped to a Blackbaud form. The file-tag option does not send a second copy of the plan PDF.
Use the plan template when the source is a published plan. Use the file tag when the source is another document on the student.