XML Process Import

How the import works
Import Audit
Scheduled Imports
Completed Imports
Logs
Cron parameters

XML Process Import creates cases from XML files that another system (for example an ERP or a document scanner) saves to a shared folder on the server. The files are processed by the XMLProcessImport cron. Use this screen to check the import and step in manually: what is waiting to be imported, what has been imported and what failed. Only administrators can see the screen, and it works only with a valid licence. To open it, go to Administration → Integration and Data Management → XML Process Import.

How the import works

In Crons, the parameters of the XMLProcessImport cron set which folder to read files from, which template and header to create cases from, and where to move the files after processing (see Cron parameters).
On each run, the cron goes through the folder, creates a case from each file it finds and saves a value from the XML to a case variable. It can also attach a document to the case.
Each file is written to the import audit with a status. The cron does not import a file a second time if it has already been processed (unless the parameters say otherwise).

The screen reads only active XMLProcessImport crons. If none is active, the Scheduled Imports and Completed Imports tabs are empty.

Import statuses in the Status column:

Status	Meaning
QU	The file is queued for processing (after a manual import or a reimport).
EQ	The file is being processed.
FI	The case was created successfully.
ER	The import failed. Details are on the Logs tab.
SK	The file was skipped manually. The cron will not import it.

Import Audit

The default tab. Each row is one file that TAS processed or skipped.

No.	Element	Purpose
1	Close	Returns you to the Administration menu.
2	Import Audit	Records of all processed and skipped files.
3	Scheduled Imports	Files in the input folder.
4	Completed Imports	Files in the archive folder after processing.
5	Logs	Log records in the XML import category.
6	Detail	Shows all data of the selected row. Double-clicking a row does the same.
7	Insert Note	Adds a note to the selected record, for example how an error was resolved. Save the note with the Save button.
8	Refresh	Reloads the table.

Column	Content
ID	Audit record number (import ID).
Batch ID	Number of the run in which the file was processed. Files from the same run share the same number.
Case ID	The case created from this file.
File Name, File Path	Name and full path of the file on the server.
Status	Import status (see the table above).
Start, End, Duration (ms)	When processing started and ended, and how long it took.
Cron ID	The cron that processed the file.
XML File Size, Attachment Size	Size of the processed file and of the attached document.
Job Result	Result of the processing.
Note	Note added by an administrator.
Import Count	How many times the file was actually imported.
Retry Count	How many times the cron tried to process it, including skipped attempts.

The buttons above the table work with the selected row: first click the row, then the button. The table footer contains paging, the record count and the AutoFit (fits column widths), Excel and csv (table export) buttons.

Scheduled Imports

Files currently in the input folders of active XMLProcessImport crons. This includes files that have already been processed but remained in the folder. The table takes their status and import ID from the audit.

No.	Element	Purpose
1	Detail	Shows all data of the selected file.
2	Import XML	Processes the selected file immediately and creates a case from it, even if it was imported before.
3	Skip XML	Sets the file status to SK. The cron skips it on subsequent runs.
4	More	Menu with Download XML (downloads the file) and Download Attachment (downloads the document that will be attached to the case).
5	Refresh	Reloads the table. Refresh it after an import or skip to see the new status.

Columns: File Name, File Path, Cron ID, Last Modified, Created, Attachment Name, Attachment Size, Status and Import ID.

Import XML creates the case immediately
A manual import does not wait for the cron and does not check whether the file has already been processed. Importing the same file again creates another case.

Completed Imports

Files that the cron copied to the archive folder after processing (the copyXmlDestination parameter). Without an archive folder, the tab stays empty.

No.	Element	Purpose
1	Detail	Shows all data of the selected file.
2	Reimport XML	Copies the file (and its attachment, if found) back to the input folder and imports it again immediately. A new case is created.
3	More	Download XML and Download Attachment from the archive.
4	Refresh	Reloads the table.

Columns: File Name, File Path, XML File Size, Cron ID, Last Modified, Created, Attachment Name, Attachment Size.

Logs

TAS log records pre-filtered to the XML import category. Error rows are red, warning rows orange.

No.	Element	Purpose
1	Detail	Opens the full log record. Double-clicking a row does the same.
2	Time Range	Limits the log to the From – To period. When a range is set, the button is orange. Click Reset to clear the range.
3	Refresh	Reloads the log.

Columns: Date (with milliseconds), time since the previous record, Message, Category, Level (error, warn, info, debug, trace), Duration (ms), Import ID and Case ID. Use the import ID to find all records for one file.

Cron parameters

The import is configured by an administrator in Crons, on the XMLProcessImport cron. One cron handles one configuration. For another folder or template, copy the cron. The cron is inactive by default.

Parameter	Purpose
xmlPath	Folder (or several folders separated by \|) containing the input files.
walkSubfolders	Also go through subfolders (default yes).
processAllFiles, processFileExt	Process all files, or only files with the given extension (default .xml).
tProcId, headerId	Template and header from which the case is created.
iprocInstOwner, orgstrId	User on whose behalf the case is created, and their organizational unit.
iprocName	Case name. It can contain a value from the XML in curly brackets.
tvarName, xmlAttr	Case variable in which the value from the XML is saved, and the path to the value in the XML (parts separated by a dot). Without a path, the whole XML is saved.
xmlFileTvarName, configTvarName	Variables in which the file path and the import configuration are saved.
addDmsFile, attachSelf	Document to attach to the case (the path can contain a value from the XML or the file name), and whether to attach the XML file itself as well.
mustHaveFile	If the document to attach is missing, the import fails.
copyXmlDestination, copyDmsDestination	Archive folders to which the file and the document are copied after processing. The Completed Imports tab reads from the copyXmlDestination folder.
deleteSourceXml, deleteSourceDmsFile	Delete the source file and document after processing.
skipProcessedFileName	Process each file only once (default yes).
limit	Maximum number of files processed in one run.
maxErroredCount	Number of errors after which the run stops (default 1, i.e. right after the first error).
singleProcessTimeout	Time limit for one file in seconds (default 30).
email	Address to which TAS sends a summary of successful and failed imports.

Allowed folders
The folders in the parameters must be among the folders TAS is allowed to access on the server. Otherwise the import fails with the error “Path is not allowed for xml process import.”

Related: Crons, Logs, Licence.

Scheme

HR agenda and agenda handover

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