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→Example autoloader configurations
==Overview==
The '''Autoloader''' feature provides the ability to automatically create/update SmartSimple information with data from an external file.A general overview of the process is as follows: This feature is vital if you need to keep data in sync with an external ERP or other legacy system.
* Once a file is added to the [[SmartFolders Overview|SmartFolder]]/[[SmartFolders_Overview#Configuration_Folders|Configuration Folder]], the Autoloader process will recognize that a file has been added and start the upload process.
* A log file will be created to indicate the success or failure of each record update and an email can be sent to a designated user to notify them of the success (or failure) of the upload.
* If a new version of the file is added to the folder, the new file will be processed.
* An Autoloader can upload to different objects within your SmartSimple instance: [[organization|companies]], [[contact]]s, [[Universal Tracking Application]] {{ l1 }} or {{ l2 }}, {{l3}},[[Category:Transactions|Transactions]], [[Notes_Overview|Notes]], [[Associations/|Associations]].
=Autoloader=
These are the mandatory fields in creating a basic autoloader:
<ul style="margin-left: 50px;">
<li>Set the '''Loader Name'''</li>
<li>Activate the autoloader</li>
</ul>
<ul style="margin-left: 50px;">
<li>Select the '''Number of Columns''' - based on the file sample to be uploaded into this autoloader</li>
<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>
<ul style="margin-left: 50px;">
<li>Go to the '''Create / Update Options''' section and select '''Create / Update Behaviour''' for the autoloader.</li>
==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===
====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 added in the [[Integration Key Management|Integration_Key_Management]] section.
To configure this setting, go to the autoloader configuration page and 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 process the 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 have 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 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.
Select a connection type and complete the ''Schedule'' section below to specify the launch times of the autoloader everyday.
* '''Record Node Name''' - Only presented when the File Type is XML.
* '''Record Node Filter''' - Only presented when the File Type is XML.
==='''Process''' tab===
** '''''Wrong file type'''''
* '''Process ID''' - unique identifier of the process
==Example autoloader configurations==
===Organization autoloader===
===HR Feed autoloader===
===UTA L1 autoloader===
===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]]
==Other considerations==
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==See Also==