Difference between revisions of "Auto Loader"

Revision as of 15:05, 26 June 2013

A SmartSimple feature used to automatically upload files of data related to companies, contacts and Universal Tracking Applications.

1 Overview
2 Creating a SmartFolder
3 Preparing the Upload File
- 3.1 Autoloader Constraints
4 Instructions
5 Additional Settings
6 Updating Account Owners
7 Updating Account Parent
8 Updating Event / Transaction Parent Company
9 Updating Parent Company
10 Updating Event / Transaction Parent User
11 Branch, Company and Owner Custom Field Matching
12 Updating Tracking Parent
13 Parent record match field ids
14 File Preparation
15 External Data Source

Overview

The Autoloader feature provides you with the ability to automatically update SmartSimple information with information from external text files. This feature is vital if you need to keep SmartSimple customer or project data in sync with an existing ERP or other legacy system.

An Autoloader can be triggered whenever a file is added to a designated SmartFolder. These files can be added manually or uploaded automatically using the file synchronization plug-in – SmartSync.

Once a file is added to the SmartFolder, the autoloader process will recognize that a file has been added and start the upload process.
Once the file has been processed, it will not be processed a second time unless a new file of the same name is added to the folder.
Each record from the upload file will update the associated record in the database.
A log file created indicates the success or failure of each record update and an email can be sent to a designated user indicating the success of the upload.
If a new version of the file is added to the folder, then this flag is reset and new file will be processed.
You can create any number of Autoloaders within the system to provide for different upload processes.
An Autoloader can upload company, contacts or Universal Tracking Application Level 1 or Level 2 data.

Before you can deploy this feature it is necessary to:

Define the SmartFolder, where the upload file will be stored.
Define the format and layout of the data file – the number of columns in the upload file, the delimiter between each field and the field order.
Specify a field in the upload file that the system will use to match an upload record to an existing customer record.
Determine if you wish to use an automated process for files by using the SmartSync utility or manually add the files to the folder.

Each record in the upload file is used to update one set of fields in the entity to be updated. The existing value in the SmartSimple field will be replaced by the value on the field in the upload file.

Creating a SmartFolder

Any SmartFolder can be used as the source for an Autoloader.
The folder must be used exclusively for the Autoloader, since every file uploaded will be processed.
Incorrect files or incorrectly formatted files will be processed so could lead to data loss and/or creation of invalid data.

IMPORTANT Because any file uploaded to a SmartFolder that is attached to an autoloader will be processed it is extremely important that the SmartFolder is permissioned and labelled appropriately.

SmartFolders for autoloaders should be permissioned such that only contacts that need to be able to upload files for autoloading are permitted to do so.
It is best practice to put all Autoloader enabled SmartFolders into a parent folder named Autoloader (with role-restricted access) to help ensure no inappropriate files are uploaded to the folder.

Preparing the Upload File

You must be able to specify a unique field that will be used to link each record in the upload file to each record in the customer record. You cannot use a standard field such as customer name or phone number.
This common field needs to be present in each record on the upload file and in each customer record. For instance, a unique account number field that you add to the customer table can be linked to the same account number field in the upload data.
The file to be uploaded must be in ASCII format. There is no specific file naming convention.
Each record in the file must be separated by a CR/LF (ASCII 13,10 /D,A) character combination.
Each field must be delimited by one of the following characters:

Comma – “,” (ASCII 44/2C)
Tab – (ASCII 9/9)
Pipe – “|” (ASCII 179/B3)
Semi colon – “;” (ASCII 59/3B)
Colon – “:” (ASCII 58/3A)

This can be accomplished either using Notepad to create and edit the data for import which can be saved with txt as the file extension.

Alternately you can use the Save As feature within Microsoft Excel and save the document as a csv file.

Notes:

If any of the data to be imported contains commas and you are creating a csv file from Excel you should export the data using pipes (|) as the separators rather than commas. To do this you need to change the settings on your PC prior to creating the csv file. The method of doing this depends on your PCs Operating System, but is roughly outlined below:

Start -> Settings -> Control Panel -> Regional Settings.
Click the "Number" tab and in the "List Separator" field, 
Replace the current default separator with the one you want to use (such as the pipe symbol | ).

If you use Microsoft Excel to create a csv file it is recommended that you open the document with Notepad to review the contents prior to Autoloading. If any of the data within the Excel document had line breaks within cells it will create a line break in the csv document. Each new line in the csv document will start a new record, thus you must ensure all inner-cell line breaks are removed from either Excel or the txt document.
Alternately when performing a CSV import, any columns that have line breaks or delimiters within the content can be contained within double quotes. NOTE: Any double quotes within that content MUST be escaped with a backslash \ in front of the double quote so they aren't treated as the closing quote of the column. Example of a 4-column CSV:

1st Record|Draft|"This content"|555-1212
2nd Record|Submitted|"That content"|123-4567
3rd Record|Draft|"Broken  
Content"|444-5555
4th Record|Draft|"Normal Content Test"|321-9876
5th Record|Submitted|"Backslash Escaped \" quote content
Also with 
multiple line breaks"|777-8888
6th Record|Submitted|"Normal Content again"|111-2233

Autoloader Constraints

You must be a Global User Administrator in your instance of SmartSimple to access the Autoloader feature and set up an upload process.
The user uploading the file must have write permissions to the folder where the file is to be stored.
You must not use the upload folder for any purpose other than uploading files, as the autoloader will attempt to process any file added to the folder.

Instructions

This section describes the detailed steps required to use the Autoloader. Carefully examine, using a file editor, the file that will be uploaded.

Ensure that the file meets the file layout criteria outlined in the previous section:

Choose the Configuration, Global Settings menu.
Scroll to the end of the page.

Click the Autoloader link.
Click the New Autoloader tab.

Setting the Autoloader Name

As you can define any number of autoloaders each autoloader process must be uniquely named.

Set the name for this autoloader process.

Setting the SmartFolder

Click the Folder Lookup button to display the SmartFolder, list.
Select the folder where you plan to add the file.

The folder name will be added to the Folder box.

Setting the File Properties

The File Type can be a CSV,Text file, an XML file or Fixed Length.

The File Encoding can be UTF-8, UTF-16 or ANSI. This option is hidden if the File Type is XML.

Defining the Record Type

The Record type can be Company, Contact, Resource or a Universal Tracking Application.

If the selected Record type is Company or Contact then the user is required to populate an additional Item field. The possible options here can include Company or Contact, Event and Transctions.

If the selected Record type is a UTA then the user is required to populate an additional Level field. The possible options here can include Level 1, Level 2, Level 3 and Transctions.

If the selected Record type is a UTA and the selected Level is Transaction then the user is required to populate an additional drop-down field reflecting all the levels that the transactions are enabled against.

Additional Settings

You must set the following additional settings:

Activate – enables the Autoloader. Until this check box is enabled the Autoloader will not execute.
Trigger Formulas – enables the triggering of any template formulas that may exist for the selected record type and item/level. If this check box is not enabled then these formulas will not execute.
Delete First (use with caution) – all existing data will be deleted from the UTA level selected (This setting only applies to UTA data).

IMPORTANT: Delete First is only used to delete UTA data where the data will be completely replaced with uploaded data. Use with caution'

Email Log To – Sets the email address of the person that you wish to receive a message every time the autoloader executes with a report of the upload process. This report is also stored in the same folder as the uploaded file.
Frequency – drop-down list that allows the user to select when the autoloader should be run. Options are On File Upload or Scheduled.
Launch Hour - only displayed if Frequency is set to Scheduled. Sets the time on a daily basis that the autoloader will execute. This should be a comma delimited list of the hour values in 24-hour format.
Workflow before loader starts – drop-down list that contains a list of all workflows in the system. It defaults to No and if users wants to have a workflow execute before the autoloader adds the data to the system they should select the relevant workflow.
Workflow after loader ends – drop-down list that contains a list of all workflows in the system. It defaults to No and if users wants to have a workflow execute after the autoloader adds the data to the system they should select the relevant workflow.

New Record

The New Record section of the Autoloader is used to determine how new records in the upload file should be handled.

The exact fields that are displayed vary depending on the Record Type and Item or List values previously selected.

Company Record / Company Item

Create - If you wish to create new record, then enable the Create check box. If you do not enable this check box and new records are located in the upload file they will be rejected.
Account – determines where in the organisational hierarchy new records should be added.
Is External – choose this option when creating external companies under the root company.
Category – determines the organisational category that you wish to be associated with the new records.
Trigger Workflow – drop-down list of all workflows related to the Record Type. It defaults to N/A.
Trigger On All Records - check-box that is populated is you wish to have a workflow execute against all records, whether new records or updated records. This can be used to create companies with multiple categories.

Contact Record / Contact Item

Create - If you wish to create new record, then enable the Create check box. If you do not enable this check box and new records are located in the upload file they will be rejected.
Account – determines where in the organisational hierarchy new records should be added.
Role – determines a user role that you wish to be associated with the new records. If you wish to have multiple roles associated with a user then you will need to trigger a workflow against each record (see below for further details).
Trigger Workflow – drop-down list that of all workflows related to the Record Type. It defaults to N/A.
Trigger On All Records - check-box that is populated is users wants to have a workflow execute against all records, whether new records or updated records. This can be used to activate users with multiple roles and to e-mail a password to newly created contacts automatically.

Company or Contact Record / Event or Transaction Item

Create - If you wish to create new record, then enable the Create check box. If you do not enable this check box and new records are located in the upload file they will be rejected.
Type – drop-down list of all Event or Transaction types, depending on the exact Item selected. It defaults to N/A
Status – drop-down list of all Event or Transaction statuses, depending on the exact Item selected. It defaults to N/A
Trigger Workflow – drop-down list that of all workflows related to the Record Type. It defaults to N/A.
Trigger On All Records - check-box that is populated is users wants to have a workflow execute against all records, whether new records or updated records.

UTA Record / all Levels

Create - If you wish to create new record, then enable the Create check box. If you do not enable this check box and new records are located in the upload file they will be rejected.
Type – drop-down list of all Level 1, Level 2, Level 3 or Transaction types, depending on the exact Level selected. It defaults to N/A
Status – drop-down list of all Level 1, Level 2, Level 3 or Transaction statuses, depending on the exact Item selected. It defaults to N/A

File Layout

The File Layout section is used to determine the number of columns in the file, the delimiter between the columns and the use of a HTML table to display the data.

Number of Column - The number of columns you select is used to define the number of columns in the upload file, and the number of fields that can be updated in the database.

The maximum number of fields that can be updated is 100 fields in a single file.
If more than 100 fields are required, then you will need to create two upload files.

Ignore Lines - You can specify the number of rows to ignore from the beginning of the file. This can be used to ignore column headers, if they exist as the first row in any file.
Field Delimiter - drop-down list showing the delimiter options used to separate different values in the file into different columns. Will not be presented when the File Type is XML.
Use HTML Table - An HTML table is very useful where imported data contains multiple records and a single record set of fields exists within SmartSimple. For example, if you wished to import multiple lines of sales information into a single text box field you would enable the HTML table feature and then map all the fields into a single field indicating the column and row delimiters. Will not be presented when the File Type is XML.
Column Delimiter - free text field to allow entry of any delimiters required to separate different values in the file into different columns. Will not be presented when the File Type is XML.
Row Delimiter - free text field to allow entry of any delimiters required to separate different values in the file into different rows. Will not be presented when the File Type is XML.
Record Node Name - Only presented when the File Type is XML.
Record Node Filter - Only presented when the File Type is XML.

Defining the Column Mapping

Once you have defined the number of fields, you define the field order to match the column order in the upload file.

The number of columns you select determines the number of fields you can map.
The field name is selected from the Field combo box.
In order for the update to succeed, a single field is required to match an upload record to an existing database record this is indicated as the Identifier field. Customer data will generally be an account number type field.
The Table header field is only required if you are using the HTML Table feature or when loading an XML file.
The Duplicate Match Beahviour drop-down allows user to specify the behaviour whenever multiple records are matched using the Identifier field(s).

Update Unique Match Only - will only update when one matching record is found
Update All Matches - will update all matching records

IMPORTANT:
The following fields must only be included in the Autoloader field mappings if you are updating existing records. These fields must not be used when using the Auto Loader to create new records.

Company ID (Company Auto Loader)
User ID (Contact Auto Loader)
Resource ID (Resource Auto Loader)
Tracking ID (Level 2 / Level 3 Auto Loader)

When using the fields above the IDs being Auto Loaded must match IDs of records present within the system.
If used the fields should be marked as the Identifier.
These fields would normally be used if you have extracted data from SmartSimple including those ID fields, updated the data outside of SmartSimple and wish to import the updated information.

NOTE: If you wish to deactivate a user using the Autoloader then select the Disable User Login (use value of 1) Field option and ensure that the uploaded file has a value of 1 in the relevant cells.

Updating Account Owners

When you are updating company type information you can automatically associate an account field to a user field in order to establish “account ownership”. This section is only displayed at the bottom of the Autoloader page if you have set the Record Type to Company and Item to company.

For example, if the imported account file contains an employee ID field, then this can be matched to the user table – providing each user with an employee ID field.

Updating Account Parent

When you are updating company type information you can automatically associate an account field to a parent account field in order to establish “company hierarchy”. This section is only displayed at the bottom of the Autoloader page if you have set the Record Type to Company and Item to company.

For example, if the imported account file contains a parent ID field, then this can be matched to the account table – providing each company with a parent company.

Updating Event / Transaction Parent Company

When you are updating company type related to a Transaction information you can automatically associate an account field to a transaction field in order to establish a parent for the transaction. If no matches exist then you can select the required action using the No parent matched action drop-down.

Reject Record - record is not loaded into the system
Add as orphan record - record is loaded into the system but without being attached to a parent company
Attach to dummy account - record is loaded into the system and is attached to the parent company specified in the Default Parent ID field.

This section is only displayed at the bottom of the Autoloader page if you have set the Record Type to Company and the Item to either Event or Transaction.

Updating Parent Company

When you are updating people type information you can automatically associate an account field to a user field in order to attach the user to the correct account. This section is only displayed at the bottom of the Autoloader page if you have set the Type to People.

Updating Event / Transaction Parent User

When you are updating user type related to a Transaction information you can automatically associate a user field to a transaction field in order to establish a parent user for the transaction. If no matches exist then you can select the required action using the No parent matched action drop-down.

Reject Record - record is not loaded into the system
Add as orphan record - record is loaded into the system but without being attached to a parent company
Attach to dummy account - record is loaded into the system and is attached to the parent company specified in the Default Parent ID field.

This section is only displayed at the bottom of the Autoloader page if you have set the Record Type to People and the Item to either Event or Transaction.

Branch, Company and Owner Custom Field Matching

When you are updating UTA information you can automatically associate a standard field on the UTA with user and company fields in order to establish individual or organizational ownership. This section is only displayed at the bottom of the Autoloader page if you have set the Record Type to UTA and the Level to Level 1.

Updating Tracking Parent

When you are updating UTA Level 2 or 3 information you can automatically associate a field on the level 2 with a field on the level 1, or associate a field on the level 3 with a field on the level 1, in order to establish a relationship between the entities.

If no matches exist then you can select the required action using the No parent matched action drop-down.

Reject Record - record is not loaded into the system
Add as orphan record - record is loaded into the system but without being attached to a parent company
Attach to dummy account - record is loaded into the system and is attached to the parent entity specified in the Default Parent ID field.

This section is only displayed at the bottom of the Autoloader page if you have set the Record Type to UTA and the Level to Level 2 or Level 3.

Parent record match field ids

This section allows for manipulation of the data prior to the Autoloader actually loading the data onto the system.

It is only available when the File Type is XML.

File Preparation