Import Applicants into Thalamus Core (Authorizing Applicants from ERAS to Thalamus Core)

This guide reviews how to authorize applicants in ERAS PDWS to send to Thalamus Core. To upload and view applications in Thalamus Core, the applications will need to be authorized to send from ERAS PDWS.

For non-ERAS programs please see Uploading Applicants into Thalamus NON ERAS.

Note: You no longer are required to download a CSV file from the PDWS in order to upload applicants to Thalamus Core. At this time, only the MYERAS application will be viewable in Thalamus Core.

Selecting Applicants to Export in ERAS

Bulk Actions can be performed after applying a filter and selecting one or more applicants.

Note: At least one applicant must be selected to view the Bulk Actions dropdown list

1. Begin by logging in to ERAS
2. Select "Application"
3. Select all of the applicants that you want to authorize by checking them individually on your filter list or selecting all applicants
4. One applications are selected, click "Actions"
5. Select "Authorize Data to Thalamus"
   
6. The Authorize Data to Thalamus window will open
7. Select "I authorize to send this to Thalamus Core"
8. Click "Submit"
   

Selecting Applicants to Export in Thalamus Core

Users may authorize applicants directly from within Thalamus Core. Thalamus Program Administrators, Coordinators, and Directors may add all applicants who have applied to your program.

1. Begin by logging in to Thalamus and navigating to your Applicants page.
2. Click the Add Applicants button in the upper left corner of the dashboard.
3. The Add Applicants modal will open prompting you to choose one of two options:
   
   • Import with Cortex
   • Import with ERAS PDWS
   • View other import options (for applicants who have not applied to your program in ERAS, see Uploading Applicants Using a CSV File below for full instructions)
     
4. If your program uses Cortex for application review, please select Import with Cortex and follow the instructions in our guide here for Exporting Applicants From Cortex to Thalamus (from the Assignments page).
   If your program reviews application in the ERAS PDWS, please choose Import with ERAS PDWS and continue.
5. The Add Applicants modal will appear to Import applicants from ERAS PDWS. Click on Import with ERAS PDWS and you will be taken to the AAMC log in page to continue with the steps above for Selecting Applicants to Export in ERAS.
   

Uploading Applicants Using a CSV File

Programs may wish to upload applicants to their program in Thalamus who did not apply to their program in ERAS. This can be done by uploading the applicants manually using a CSV file.

Please Note! Using a CSV file to upload applicants:

1. Will not auto-sync applications through the AAMC API integration.
2. Will require manual upload of applicant documents and photos. 

NOTE: Applicants invited through this method will require manual update of their data and documents.

Please only continue with a CSV upload for applicants who did not apply to your program through ERAS.

1. First, follow the instructions to create your CSV file in our user guide for Uploading Applicants into Thalamus NON ERAS (specifically section on Creating the CSV Template).
2. Once you have created your CSV file in the Add Applicants modal, please choose "View other import options", then Upload from CSV.
   
   
   
3. Your device's file explorer will open for you to select the file you created in step 1 and upload.
4. Once complete, you will see the Applicants Import modal displaying the following information:
   • File Name
   • Total Records = total number of applicant records attempted to upload
   • Valid Records = number of valid applicant records uploaded
   • Invalid Records = number of applicant records uploaded with errors
   • New Records = number of new applicant records uploaded (i.e., applicants who have not been uploaded by previously program)
   • Existing Records = number of existing applicant records uploaded (i.e., applicants who have been previously uploaded by program)
   • Omitted Fields = number of data fields not uploaded to Thalamus (i.e., data fields not supported by Thalamus)
   • “Total Applicants” tab = confirms applicants being uploaded to Thalamus
   • “Invalid Applicants" tab = will display errors preventing file from uploading. Clicking on this tab will display the errors. 
   • "Imported Fields" tab = All data fields imported to Thalamus
   • "Omitted Fields” tab = lists columns in your CSV file that have not been uploaded into Thalamus. If this occurs for a field you believe is supported by Thalamus, please check your CSV file to ensure the column is labeled correctly.
5. The "Export Results" button in the Applicants Import modal will allow you to export invalid applications that failed to upload (your Invalid Records). 
6. Click "Complete" to upload the applicants in the Applicants import; click "Cancel" to abandon the upload.
   

If you have any additional questions or concerns, please contact our team by submitting a ticket here or from the teal "Contact Thalamus Customer Support" button in the lower right hand corner of any page of our website.