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→Example autoloader configurations
==Overview==
The '''Autoloader ''' feature provides you with the ability to automatically create/update SmartSimple information with data with data from an 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 A general overview of the file synchronization plug-in – [[SmartSync for Folder Synchronization|SmartSync]].process is as follows:
* Once a file is added to the [[SmartFolders Overview|SmartFolder]]/[[SmartFolders_Overview#Configuration_Folders|Configuration Folder]], the autoloader 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 uploaded file will update the associated record in the database.* A log file will be created indicates to indicate the success or failure of each record update and an email can be sent to a designated user indicating to notify them of the success (or failure) of the upload.* If a new version of the file is added to the folder, then this flag is reset and the 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 to different objects within your SmartSimple instance: [[organization|companies]], [[contact]]s and , [[Universal Tracking Application]] {{l1}} or {{l2}} data, {{l3}},[[Category:Transactions|Transactions]], [[Notes_Overview|Notes]], [[Associations/|Associations]].
===Creating a SmartFolder/Configuration Folder===* Any [[SmartFolders Overview|SmartFolder ]]/[[SmartFolders_Overview#Configuration_Folders|Configuration Folder]] 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 and could lead to data loss and/or creation of invalid data.
'''IMPORTANT: ''' Because any file uploaded to a [[SmartFolders Overview|SmartFolder ]]/[[SmartFolders_Overview#Configuration_Folders|Configuration Folder]] that is attached is associated to an autoloader will be processed , it is extremely important that the SmartFolder /Configuration Folder is permissioned and labelled appropriately.
* [[SmartFolders Overview|SmartFolder]]/[[SmartFolders_Overview#Configuration_Folders|Configuration Folder]] for autoloaders 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 Overview|SmartFolder]]/[[SmartFolders_Overview#Configuration_Folders|Configuration Folder]] into a parent folder named '''Autoloader''' (with role-restricted access) to help ensure no inappropriate files are uploaded to the folder.* In creating a new [[SmartFolders_Overview#Configuration_Folders|Configuration Folder]], specify "Autoloader/Export Storage" as Folder Type.
===Preparing the file to upload into the autoloader===
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.
* 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.
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.
==Configuration - Essentials==
These are the mandatory fields in creating a basic autoloader:
1. Essential settings in the '''General Tab'''
<ul style="margin-left: 50px;">
<li>Set the '''Loader Name'''</li>
<li>Select the '''Folder Type''': [[SmartFolders Overview|SmartFolder]] or [[SmartFolders_Overview#Configuration_Folders|Configuration Folder]]
<li>Click the Folder Lookup button and select the folder assigned to this autoloader</li>
<li>Select the '''File Type'''</li>
<li>Select the '''File Encoding'''</li>
<li>Define the '''Record Type''' for this autoloader</li>
<li>Select '''Item''' of the '''Record Type'''</li>
<li>Activate the autoloader</li>
</ul>
2. Essential settings in the '''File Layout Tab'''
<ul style="margin-left: 50px;">
<li>Select the '''Number of Columns''' - based on the file sample to be uploaded into this autoloader</li>
<li>'''Ignore Lines''' should be 1, if the file has header in row 1</li>
<li>Select '''Field Delimiter''' from the dropdown list</li>
<li>Define the column mapping based on the field columns of the file to the '''Record Type''' fields from the dropdown</li>
</ul>
<p style="margin-left: 50px;">Note that you can toggle the identifier if the file has a unique identifier.
This will ensure integrity of the data being added/updated.</p>
3. Essential settings in the '''Process Tab'''
<ul style="margin-left: 50px;">
<li>Go to the '''Create / Update Options''' section and select '''Create / Update Behaviour''' for the autoloader.</li>
</ul>
<p style="margin-left: 50px;">Once all three tabs have been configured, click on '''SAVE''' button.
The autoloader is now ready to process the file that will be fed to the [[SmartFolders Overview|SmartFolder]] or [[SmartFolders_Overview#Configuration_Folders|Configuration Folder]] selected for this autoloader.</p>
==Configuration - Advanced==
===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 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 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:''' 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. ===Manual/Automated Autoloader Constraints===* You must ====Triggered by sending a file to the SmartFolder/Configuration Folder==== ====Automated Schedule====Here is a more detailed look at the automated [[Scheduler]]. ===Decryption===<!-- 128992 - PGP encryption keys added in the Integration Key Management-->PGP decryption is now available in the autoloader.PGP encryption and decryption keys should be a {{GUA}} added in your the [[instanceIntegration Key Management|Integration_Key_Management]] of SmartSimple section. To configure this setting, go to access the Autoloader feature autoloader configuration page and set up an upload under the General tab go to the ''Decryption'' section, select from the dropdown list of the pgp keys to use for decrypting files before autoloader processthe file.* ===Uploading Specific Files to Specific Records in Bulk===The autoloader also allows you to upload specific files to specific records in bulk. Previously, if you had several files across multiple records that needed to be updated within a specific UTA, user , or company, finding each record and manually uploading those files would be tedious, especially if the files needed to be updated on a regular cycle. Now you can upload all the files in bulk and the system will unpack and distribute those files to the fields you specified accordingly. To use this feature, follow these steps: # Create a CSV file containing mandatory columns ('''File Name''' and '''Custom Field ID''') and the relevant identifier columns for the record type.# Create a ZIP file that contains the files you want to upload or replace. Make sure the ZIP file and the CSV file must have write permissions the same name.# Go to '''Menu Icon''' > '''Autoloaders''' > Create or edit an autoloader > Select the desired '''Processing Folder'''.# Set the '''File Type''' to “CSV, Text”.# Under '''Record Type''', select the desired record type you want to target ("UTA", "People", or "Company").# Under Item, select the new “File Upload” option. If you selected a UTA as a your '''Record Type''', you will be prompted to select the desired Level 1, 2, or 3.# Configure the column mappings as usual.# Upload the CSV and ZIP file to the processing folder where you selected in Step 3. <u>'''Note:'''</u> This new option does not create new records or update other columns. The “File Upload” item only uploads files.<!-- 143944 - New feature in autoloader to upload files -->[[File:2023-07-ticket-143944-1.png|thumb|none|800px|Use the new "File Upload" option to have the autoloader unpack a ZIP file and upload/replace files to specific upload fields as specified in a CSV file.]] [[File:2023-07-ticket-143944-2.png|thumb|none|800px|The CSV file must have the same name as the ZIP file and it must specify the record ID, upload field ID, and file name.]] ===External Data Source===This section allows for the configuration of an external file source if the user does not want to manually upload the file . [[Image:Autoloader_DS1.png ]] The '''External Data Source''' is a drop-down list with 5 options available: Additional fields are exposed when one of these options is selected, with the exact number and type of fields dependent on the selected option. ====FTP and SFTP====[[Image:AutoFTP2.PNG]] * '''Disable processing. Download file only''' - if checked then the system will only pull the file across into SmartSimple, but will not load the contents of the file* '''Delete File from Data Source After Downloaded''' - file will be deleted from the sftp site* '''Append Datetime Stamp to File Name''' - will append date and time when the file picked up from the sftp do not have a datestamp<!--see ticket 18426 - autoloader FTP settings-->* '''URL''' - the URL where the file(s) can be storedretrieved from. e.g. ''my.sftp.com'' or ''my.sftp.com:2222''* You '''mustLogin Name''' - username to allow access to the system* '''Login Password''' not use - password to allow access to the system* '''Use Private Key''' - enable this setting when using keys as credentials to authenticate* '''Private Key File''' - upload the private key file* '''Path''' - exact folder location on the system where the files can be found i.e. "/" for any purpose other than uploading root directory or "/in" or "/out"* '''File Names''' - name of the filesto be loaded via the Autoloader. e.g. HRFeed.csv, Payment_*.csv (Use '''*''' for wildcards in filenames. < br/> Note that when settings are saved, a '''Verify Connection''' button will appear next to the Login Name Textbox. This button can be used to verify that the url, username, as password are correct. ====HTTP====[[Image:AutoHTTP.png]] * '''Disable processing. Download file only''' - if checked then the system will only pull the file across into SmartSimple, but will not load the contents of the file <!--see ticket 18426 - autoloader FTP settings-->* '''URL''' - the URL where the file(s) can be retrieved from* '''File Names''' - name of the files to be loaded via the Autoloader ====SOAP====[[Image:AutoSOAP.png]] * '''Disable processing. Download file only''' - if checked then the system will only pull the file across into SmartSimple, but will attempt not load the contents of the file <!--see ticket 18426 - autoloader FTP settings-->* '''URL''' - the URL where the file(s) can be retrieved from* '''Login Name''' - username to allow access to process any file added the system* '''Login Password''' - password to allow access to the system* '''Function''' - The function called by the Web Service call.* '''Request Body''' - The content of the Web Service message to be sent to the external service.* '''Callback''' - Method to sends the response back to the client. ====OData====<!--Upgrade May 2018 - Ticket#62753-->[[Image:External-OData1.PNG]]* '''OData Version''' - Version of OData available from the endpoint* '''URL''' - the endpoint of OData* '''Login Name''' - username to allow access to the system* '''Login Password''' - password to allow access to the system ===File Preparation===This section allows for manipulation of the data prior to the folderAutoloader actually loading the data onto the system. It is only available when the '''File Type''' is either '''CSV,Text''' or '''Fixed Length Text'''. It is not available when '''File Type''' is XML.
See [[Autoloader File Preparation]] for configuration instructions.
[[Image:AutoFilePreparation.png]]
==InstructionsSettings Explained==
This section describes the detailed steps required to use the Autoloader. Carefully examine, using a file editor, the file that will be uploaded.
* Click the '''Autoloader''' link.
* Click the New Autoloader tab.
* Go thru each of the first three tabs.
==='''GENERALGeneral''' 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]]
'''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.
: [[Image:Auto8.png]]
* '''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.
* '''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:''' 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. ==='''PROCESSProcess''' 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====
: [[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
* ''' 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.
==='''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. ==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]]
==File Preparation==Ad hoc upload url====This section allows is an Autoloader setting that provides a more friendly and accessible user interface for manipulation of importing data into the system as well as allowing users to verify the data prior file before uploading it to a SmartFolder for processing by the Autoloader actually loading the data onto the system. This feature is intended to be used when External Data Source is not configured.
==External Data SourceExample autoloader configurations==This section allows for the configuration of an external file source if the user does not want to manually upload the file.===Organization autoloader===
==Other considerations==
===Important note about XML Files===
If the contents of any the elements in an XML file being autoloaded contains certain special characters it will disrupt the XML structure, making the message unreadable by the receiving server. The '''less than''' symbol (<) and '''ampersand''' (&) are two primary special characters to be concerned about. When including fields that may contain those characters you should use a special wrapper so the receiving understands that they are data content and not part of the XML structure:
For example, an '''address''' or '''company name''' could contain ampersands, so should be included as:
<pre>JaneSmith<primarycontact><firstname>Jane</prefirstname><lastname>Smith</lastname><address> <![CDATA[145 Main Street]]></address><companyname><![CDATA[Acme & Friends]]></companyname></primarycontact>
</pre>
* It is advisable to use CDATA for any field containing text since the contents are often unpredictable.
===Note about JSON Files===
JSON format should start with a '''data''' node, as shown in the example below
</pre>
==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|border|100.px]] 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]] ==Reference: Standard Field Names and Variables===
The below table can be used to compare Level 1 Standard Field terminology found in the [[UTA]], on the Autoloader, in the Database, and Variable syntax]]
==See Also==
[[Category:Data Import]]
[[Category:Global Settings]]