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How do I set up a daily FTP download?

Answer:

Step 1: Start OCS Manager, and select the “Utilities” button. 

Step 2:  Select the “Setup FTP Import Config” button. 

Step 3: Fill in the top section (ftp site, user name, password, and directory) with the required information. 

Step 4: Fill in the name of the file to be downloaded (this file must have the same name each time it is replaced). 

Step 5: Fill in the hour and minute when OCS should check for this file.  The hour is set in military time – e.g. 11:00 pm = 23; 12:00 am = 0. 

Step 6: Use the buttons on the right of the screen to toggle the specific settings as follows:

            Turn the Download On/Off – “Deactivate/Activate FTP Down Load Based On Time”

            Turn File Decryption On/Off – “Toggle Decrypt”

            Turn Conversion of Semi-Colons To Commas On/Off – “Toggle Semi-Colon”
 

Step 7: Select the “Run Import Config” button.   

Step 8: Select the “Browse” button to select the import file.  This does not need to be a full file, but should be a sample of the format of the import file.  Once the file has been selected, choose the “Press Here after you define file name” button.  This will fill in the listing on the right.   

Step 9:  The listing on the left shows all of the possible fields that can be imported into the OCS Accounts database.  To associate a field from OCS with a field from the file being imported, select the field from the listing on the left, then select the appropriate corresponding field on the right.  If a field from the import file is not associated with an OCS field, choose “Ignore This Field” from the left listing and select the field to be ignored from the right.  When the import configuration is set, select the “Save Input Configuration” button, then choose the “Exit” button. 

Step 9a: If an import configuration has been saved already, it can be recalled by selecting the “Load Import Configuration” button.  The associations can be modified if required, then resaved by selecting the “Save Input Configuration” button. 

Step 10: From the main FTP Information screen, select the “Save” button, then the “Exit” button. 

Step 11: Setting the pre-import parameters. 

a)      In OCS Manager, select the “Utilities” button.

b)      Select the “Operating Parameters” button.

c)      Select the “Accounts” button.   

d)      The section highlighted in red contains the import settings.  On pre-import, users can be cleared completely, or deleted only if there is $0.00 in their account.  If neither option is selected, only new accounts will be added – existing accounts will not be changed at all.
 

Operational Overview

If the FTP download is enabled, and the date\time contained in the file DOWNLOAD_TIMESTAMP.DAT (located in \\SERVER\OCSPROG\CDUSR) is not the current day, or if the file does not exist, the software will download the defined file from the FTP site, decrypt it if necessary, and produce a file called BULK.DAT (located in \\SERVER\OCSDATA\USERS).  This file will then be processed against the existing user database. 

Daily Batch Update Failure

In the event that the daily batch update is unsuccessful (e.g. if the OCS Slave servers are down for more than one day) then the following steps should be taken. 

Step 1: Delete all files in the directory OCSPROG\SYNCH_PACKETS_PENDING on the OCS Master server. 

Step 2: Delete the DOWNLOAD_TIMESTAMP.DAT file on the OCS Master server and allow the system to reload the OCSPROG\SYNCH_PACKETS_PENDING directory. 

Step 3: Re-start the OCS Slave server(s).