Colleague
Contact:
Please work directly with your assigned Account Executive and Solutions Consultant.
Released/Updated:
2025-01-23
Implementation
Duration
It is crucial to supply all necessary integration details as soon as possible to provide the best possible service and the fastest implementation time. The document section “Checklist” lists all the required information ProcessMaker needs to ensure a quick implementation and go-live.
The typical variation time varies by installed solutions (TCE for Prospects and TCE for Applicants), the integration method, and the optional SSO setup.
The initial setup and rollout can be as quick as 14 days. However, most implementations range from 1 to 2 months, with some slightly exceeding that based on the availability of the customer resources and ability to collaborate timely.
Timeline: TCE for Prospects and Applicants
Prerequisites and Required Information
ProcessMaker TCE
Optional Components
Single Sign-On (SSO) in ProcessMaker allows users to log in through a centralized identity provider rather than maintaining separate credentials for ProcessMaker itself. This streamlines access to ProcessMaker’s workflow and process management features while enhancing security and user convenience.
ProcessMaker supports integrations with various SSO providers—including Microsoft (Azure AD), Google, Okta, and other SAML-compatible services—using widely adopted protocols like OAuth and SAML. With these integrations, organizations can unify authentication management and leverage existing identity infrastructures without disrupting users’ login experiences.
ProcessMaker and Colleague Integration
We manage new course equivalency rules directly within ProcessMaker, and this process is completely transparent to your users.
Once equivalencies are determined, ProcessMaker automatically posts them to the Student Record in Colleague, ensuring your system stays accurate and up to date. Watch the following product tour to learn more:
Student Information System (SIS) Integration
Please note that this edition of the “Transfer Credit Evaluation (TCE) — Technical Documentation” is only valid for integration with Ellucian Colleague.
If you operate a different SIS, please contact ProcessMaker to provide the respective documentation.
Integration via Ellucian Ethos
Ellucian Colleague (through Ethos) provides an extensive selection of APIs to enable seamless integrations with third-party systems. These APIs allow external systems to communicate effectively with Colleague, promoting efficient data exchange and enhancements in functionality.
This section will give a thorough overview of all the APIs used within the TCE solution process, outlining their purposes, functions, and contributions to the overall system integration.
Authentication
The following settings/credentials are required to access and utilize the Colleague/Ethos API. These credentials ensure secure and authorized interaction with the API, enabling seamless data exchange and integration with third-party systems (here, ProcessMaker TCE).
Server URL
The regional server URL. Typically, one of the following or a custom URL:
https://integrate.elluciancloud.com — Ethos Integration API U.S.
https://integrate.elluciancloud.ca — Ethos Integration API Canada
https://integrate.elluciancloud.ie — Ethos Integration API Europe
https://integrate.elluciancloud.com.au — Ethos Integration API Asia-Pacific
Custom URL
API Token
ProcessMaker's integration components utilize the Ellucian Ethos API token to retrieve the JWT token that facilitates API authentication.
Please refer to your Ellucian Colleague/Ethos administrator to gather the above information.
Required APIs
This section lists all APIs utilized by ProcessMaker’s TCE solution. Please confirm that the API Token provides access to all the API endpoints below.
Student Management
GET
/api/students
Retrieve a list of students by specific criteria (e.g., Student Type)
GET
/api/students/{id}
Retrieve a student’s details by Colleague ID
GET
/api/persons
Retrieve a list of person entities by specific criteria (e.g. Colleague ID)
GET
/api/persons/{id}
Retrieve a person’s details by Colleague ID
GET
/api/student-types
Retrieve the list of student types registered in Colleague
GET
/api/student-classifications
Retrieve the list of student classifications registered in Colleague
GET
/api/academic-levels
Retrieve the list of academic levels registered in Colleague
GET
/api/administrative-periods
Retrieve the list of administrative periods registered in Colleague
Course Management
GET
/api/courses
Retrieve a list of courses based on search criteria (e.g., course title)
GET
/api/course-statuses
Retrieve the list of course statuses registered in Colleague
GET
/api/subjects
Retrieve a list of subjects based on search criteria (e.g., abbreviation)
GET
/api/subjects/{id}
Retrieve the subject related to a particular course
GET
/api/course-title-types
Retrieve the list of course statuses registered in Colleague
Course Equivalency
GET
/api/educational-institutions
Retrieve a given institution’s assigned code
GET
/api/course-transfer-equivalencies
Retrieve course equivalencies
Privileges
VIEW.STUDENT.INFORMATION (READ)
GET /api/students GET /api/students/{id}
GET /api/student-types
GET /api/student-classifications
VIEW.ANY.PERSON (READ)
GET /api/persons
GET /api/persons/{id}
CREATE.UPDATE.COURSE {READ}
GET /api/courses
GET /api/course-statuses
VIEW.EDUCATIONAL.INSTITUTION (READ)
GET /api/educational-institutions
SIS Modifications and Update
ProcessMaker functions as an intermediary between users and the SIS. It stores any new and updated data within its Collections, a table-like structure integrated into the ProcessMaker BPA platform. Information sourced from the SIS will be enriched with data from ProcessMaker’s Collections. TCE users face no restrictions, and exports and reports can be generated if any information stored in ProcessMaker is required for review.
Checklist
The following checklist includes all the information required and actions to be taken to set up the ProcessMaker TCE/Ellucian Colleague integration.
Ellucian Colleague with Ethos
Please refer to your Ellucian Colleague/Ethos administrator to gather the above information.
VPN-Based Colleague Access
The ProcessMaker integration server is configured to securely interact with the Colleague system through a dedicated VPN connection:
The server resides in an isolated private network and connects securely to your VPN.
The VPN must be configured in full-tunnel mode, with timeouts disabled, and must allow connectivity to the Colleague system.
You will provide us with a Colleague Service Account, which will then be used to perform write operations.
All interactions with Colleague are executed using browser-based automation.
SSO (optional)
The required SSO parameters depend highly on the single sign-on provider used. Please refer to the ProcessMaker online documentation for SSO at https://docs.processmaker.com/docs/sso-settings.
The online documentation contains a section for all relevant services:
Built-in Colleague Integration
API Documentation from Colleague
ProcessMaker integrates with Ellucian Colleague through a set of RESTful APIs that manage external coursework and transfer credit evaluations. These APIs allow external transcripts, course details, and course-to-equivalency mappings to be created, updated, and retrieved programmatically—mirroring Colleague's native data structures and business rules.
These APIs support TCE (Transfer Credit Evaluation) workflows by ensuring that:
Student external courses are accurately recorded
Course equivalencies are evaluated and maintained consistently
Credit mapping is synchronized between systems
Validation, permissions, and institutional rules are enforced at API level
The integration relies on the following core REST resources.
Transfer Equivalency Evaluations API
Download the file below to know about this API.
External Institution Courses API
Download the file below to know about this API.
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