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→FILE LAYOUT Tab
* 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==
multiple line breaks"|777-8888
6th Record|Submitted|"Normal Content again"|111-2233
* If the file has special characters, convert encoding to UTF-8.
* If columns has a number sign after the comma, always add double quotes to avoid data problem when processing the file.
* Click the '''Autoloader''' link.
* Click the New Autoloader tab.
* Go thru each of the three tabs.
==='''GENERAL''' tab===
: [[File:Auto6b.PNG]]
'''Setting the Autoloader Name'''
As you can define any number of autoloaders each autoloader process must be uniquely named.
: [[File:Auto3.PNG|thumb|none|400px]]
* Select the folder where you plan to add the file.
The folder name will be added to the Folder box.
The File Type can be a CSV,Text file, an XML file, Fixed Length, or JSON data.
: [[Image:AutoFile.png|thumb|none|400px]]
The Record type can be Company, Contact, Resource or a [[Universal Tracking Application]].
: [[Image:Auto5b.png|thumb|none|400px]]
'''Activate Autoloader''' Enable this check box for the Autoloader to execute. '''External Data Source''' Autoloader can be connected an external data source to pull the file and move the file to the SmartFolder. : [[File:Connectiontypes.PNG|thumb|none|400px]]Select a connection type and complete the ''Schedule'' section below to specify the launch times of the autoloader everyday. '''Schedule''' Complete this section to specify when autoloader will ran. [[Image:External-Schedule.PNG]] * Frequency - drop-down list that allows the user to select when the Autoloader should be run. '''On File Upload''' - will process autoloader upon file upload '''Scheduled''' - will allow you to specify the launch times of the autoloader everyday. * 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. e.g. 07,15,23 * Process Last Completed - datestamp of the last time the autoloader was processed. ==Additional Settings='''FILE LAYOUT''' Tab===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. : [[Image:Auto8.png]]* '''Number of Columns''' - 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 must 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 or JSON.* '''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 or JSON.* '''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 or JSON.* '''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. : [[Image:Auto9.png|thumb|none|900px]]* The '''number of columns''' you select determines the number of fields you can map.* '''Identifier'''. Enable the column that you have identified as the identifier. This is important when you are updating existing records. Single/multiple field(s) is/are required to match an uploaded record to an existing record within the system. * The''' Table header''' field is only required if you are using the HTML Table feature or when loading an XML or JSON file. You can fill out this section with the column headers of the file you want to upload.* '''Field '''is selected thru a dropdown box. (see the Reference section below for information on standard field names) <span style="font-size: medium;">'''IMPORTANT:''' </span><br />The following additional settingsfields 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''' ({{l2}} / {{l3}} 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.
2. '''PROCESS''' tabIf the Item or App Level option is set to one of the Association options then you can only have Associations ID as identifier. The system we will force the Identifier when Associations ID is selected in mapping, and will only alert them when they try to set any other columns as identifier.
==='''PROCESS''' tab===
: [[Image:Auto6.png]]
* '''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.
* '''Run report after loader ends '''- drop-down list that contains a list of all reports in the system. It will ran the configured '''Scheduled Export''' of the report.''' Frequency''' on the report should bet set to '''On Demand'''.
* '''Run sequencial Autoloader after loader ends''' – [[Linking Autoloaders]]
* '''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.
* '''Send email with log when Autoloader is done''' – Sends email every time the Autoloader executes with a report of the upload process.(Note: The log file is also stored in the same folder as the uploaded file.)
* '''Send email notification when Autoloader failed to complete''' – Sends email when ftp/sftp connection failed, or when autoloader process was terminated unexpectedly.
* '''Send email with log when Autoloader has any failed records '''- Sends email when autoloader fails to complete.* '''Email Log To''' – Sets the email address who will receive a message. Multiple email addresses can be included separated by commas.
====Create Options=New Record===The New Record This 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=====
: [[Image:Auto7.png]]
* '''Create/Update Behavior''' - If you wish to create new record, then enable the '''Create new or update matching record''''' check box. If you enable the other check box '''''Update only, do not create new''', existing records will be updated but new records will be rejected.
* '''Duplicate Match Behavior''' - behavior when multiple records are matched by the same identifier key.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
* '''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.
* ''' 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=====
: [[Image:Auto7b.png]]
* '''Create/Update Behavior''' - If you wish to create new record, then enable the '''Create new or update Matching record''' check box. If you do not enable the other check box '''Update only, do not create new''' existing records will be updated but new records will be rejected.
* ''' 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=====
: [[Image:Auto7c.png]]
* '''Create/Update Behavior''' - If you wish to create new record, then enable the '''Create new or update Matching record''' check box. If you do not enable the other check box '''Update only, do not create new''' existing records will be updated but new records will be rejected.
* '''Duplicate Match Behavior''' - behavior when multiple records are matched by the same identifier key.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
* '''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 On All Records ''' - check-box that is populated if users wants to have a workflow execute against all records, whether new records or updated records.
=====UTA Record / all Levels=====
: [[Image:AutoloaderNewRecordUTA.png|link=]]
* '''Create/Update Behavior''' - If you wish to create new record, then enable the '''Create new or update Matching record''' check box. If you do not enable the other check box '''Update only, do not create new''' existing records will be updated but new records will be rejected.
* '''Duplicate Match Behavior''' - behavior when multiple records are matched by the same identifier key.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
* '''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
* ''' Trigger On All Records ''' - check-box that is populated if you wish to have a workflow execute against all records, whether new records or updated records.
===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. : [[Image:Auto8.png]]* '''Number of Columns''' - 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 or JSON.* '''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 or JSON.* '''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 or JSON.* '''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. : [[Image:Auto9.png|thumb|none|900px]]* The '''number of columns''' you select determines the number of fields you can map.* The '''field name''' is selected from the Field combo box. (see the Reference section below for information on standard field names)* 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 or JSON 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<span style="font-size: medium;">'''IMPORTANT:''' </span><br />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''' ({{l2}} / {{l3}} 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.
Result: The Account records with a Company ID IN (278520,297733,316703) will have their Parent ID changed to 349238.
====Updating Event / Transaction Parent Company====
When you are updating company type information related to an Event or a Transaction you can automatically associate an account field to a transaction or event field in order to establish a parent for the transaction. This includes using Account standard fields.
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
[[Image:Auto10c.png]]
====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.
[[Image:Auto10f.png]]
====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
[[Image:Auto10f.png]]
====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.
[[Image:Auto10e.png]]
====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.
[[Image:Auto10g.png]]
====Parent record match field ids====
This section allows for manipulation of the data prior to the Autoloader actually loading the data onto the system.
[[Image:AutoXML.png]]
====Ad hoc upload url====
This is an Autoloader setting that provides a more friendly and accessible user interface for importing data into the system as well as allowing users to verify the file before uploading it to a SmartFolder for processing by the Autoloader.
[[Image:AdhocAutoload.png|100.px|border]]
==='''HISTORY''' Tab===
<span style="color: #ff0000;">Available after February 2019 upgrade.</span> <br/>
A new Autoloader feature that shows a new History information tab. The list includes the file name, user who uploaded the file, start time, end time, records added/updated and status of last run.
[[Image:Autoloader-History.PNG]]
* '''#''' - item number
* '''File''' - filename that was processed. If the file is deleted from the SmartFolder, the filename will not be displayed on the list.
* '''Uploaded By''' - name of the user who uploaded the file
* '''Start Time''' - date and time the file was processed
* '''End Time''' - date and time the file was completed
* '''Added''' - number of records that were added
* '''Updated''' - number of records that were updated
* '''Failed''' - number of records that failed to update/add
* '''Status''' - status of the process.
** '''''Processing''''' - the file is currently being processed and is not yet complete
** '''''Completed''''' - the file was successfully processed and was completed
** '''''Interrupted''''' - the process was terminated i.e. GORT was terminated abruptly (someone restarted the server)
** '''''Data Problem''''' - the file has data problem i.e. pound sign at the start of the column . data with # should be enclosed in double quotes e.g. ,"another column","#111 Peter Street","another column",
** '''''Connection Failed''''' - external data source connection failed
** '''''No file / download file failed''''' - connection was established but no file was existing in the external data source subfolder
** '''''File problem'''''
** '''''File failed pre-processing'''''
** '''''Error processing file'''''
** '''''Wrong file type'''''
* '''Process ID''' - unique identifier of the process
==File Preparation==
This section allows for the configuration of an external file source if the user does not want to manually upload the file.
The '''External Data Source''' is a drop-down list with 5 options available:
===FTP and SFTP===
<!--see ticket 18426 - autoloader FTP settings-->
===HTTP===
<!--see ticket 18426 - autoloader FTP settings-->
===SOAP===
<!--see ticket 18426 - autoloader FTP settings-->
===OData===
<!--Upgrade May 2018 - Ticket#62753-->
==Important note about XML Files==
For example, an '''address''' or '''company name''' could contain ampersands, so should be included as:
<pre><primarycontact> <firstname>JaneJaneSmith</firstnamepre> <lastname>Smith</lastname> <address><![CDATA[145 Main Street]]> </address> <companyname><![CDATA[Acme & Friends]]></companyname></primarycontact></pre>
}
</pre>
==Reference: Standard Field Names and Variables==
| style="background-color: #f0f0f0;"|n/a
|}
==Example how to use '''''ad hoc upload url'''''==
When you click on the Upload File button then you will be presented with page one of the Ad Hoc Autoloader screen. Use the 'Choose file' button to select the file to be loaded and then click the 'Upload' button.
[[Image:AdhocAutoload1.png|100.px|border]]
You will be presented with page 2 of the Ad Hoc Autoloader screen, which provides users the option to review the file being uploaded, including what data us being mapped to what field.
[[Image:AdhocAutoload2.png|100.px|border]]
If there is no issue with the data and the mappings then click on the 'Add to SmartFolder and Autolader queue' button. You should be presented with page 3 of the Ad Hoc Autoloader screen, which confirms that the file has been successfully added to the SmartFolder.
[[Image:AdhocAutoload3.png|100.px|border]]
==See Also==
