Smartstaff
1,385
edits
Changes
→FILE LAYOUT Tab
* 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.
* 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==
* Click the '''Autoloader''' link.
* Click the New Autoloader tab.
* Go thru each of the first three tabs.
==='''GENERAL''' tab===
: [[File:Auto6b.PNG]]
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]]
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.
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.
* Process Last Completed - datestamp of the last time the autoloader was processed.
==='''File LayoutFILE LAYOUT''' Tab 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.
* '''Record Node Filter''' - Only presented when the File Type is XML.
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 nameIdentifier''' . Enable the column that you have identified as the identifier. This is selected from the Field combo boximportant when you are updating existing records. Single/multiple field(see the Reference section below for information on standard field namess)* In order for the update to succeed, a single field is /are required to match an upload uploaded record to an existing database record this is indicated as within the Identifier field. Customer data will generally be an account number type fieldsystem. * 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.* The '''Duplicate Match BeahviourField ''' drop-down allows user to specify is selected thru a dropdown box. (see the behaviour whenever multiple records are matched using the Identifier Reference section below for information on standard field(snames).** 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)
* 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:'''
1. 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.
2. If 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===
* '''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====
: [[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.
: [[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
: [[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
[[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 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==
* '''Login Name''' - username to allow access to the system
* '''Login Password''' - password to allow access to the system
==Important note about XML Files==
}
</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==
