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Note

Must be done on Tuesday & Thursday every week.

In order to do this process, a team member needs to have update access to the folders in ncrws548for FOAEA, the TC-FOAEA@tc.gc.ca mailbox, and the RDIMS #8026700 document.

If a team member does not have update access to the DSD FOAEA / LAEOEF DGSN (TC-FOAEA@tc.gc.ca) mailbox, a request can be submitted in Orion.

To open emails follow the process in Group My Key for shared mailboxes

To be able to open the emails, a team lead can ask the access for a team member by sending an email to Department of Justice (FOAEAEXC@justice.gc.ca) : note from Noreen - It might not be necessary to email Department of Justice (tbd). Service desk is doing some work on the mailbox and will provide the steps for opening an encrypted email in a shared mailbox - I will share the process once service desk tasks are completed (it could take until Friday May 12 as there are some dependencies).

How to create a FOAEA shared mailbox, please refer to https://orion.tc.gc.ca/dwp/app/#/knowledge/KBA00002102/rkm from Step 6 (Add an Account)

Document

RDIMS #

FOAEA System Information

8018693

FOAEA Data Transfer Log

8026700

Instructional Video of Processing method

Video is available at :
\\Tc4s0a\groups\AARA\AARAD\FOAEA
20210603_110633.mp4

Note: this MP4 is about 2.4GB - it works much better if you copy to C:\ before attempting playback
A smaller (low res) version is available here as well :
20210603_FOAEA_SMALL.mp4

Info

Part 1 - Process outgoing files to be sent to Justice Canada (steps 2-6)
Part 2 - Process incoming files sent from Justice (steps 7-14)

PART 1 - Process Outgoing

  1. Create a FOAEA folder on your desktop, with 2 subfolders: Incoming and Outgoing.

  2. Go to \\ncrws548\scripts\CivAv\FOAEA\FOAEA\OutputMail.

  3. Move the files into your Outgoing desktop folder.

  4. Select all the files and encrypt them (right-click → Encrypt Entrust Files).

    1. Ensure that the box is checked off. Click Next.

    2. Click Add.

    3. Search for FOAEAEXC and click through the next few steps.

  5. Copy Outgoing encrypted files into \\ncrws548\scripts\CivAv\FOAEA\FOAEA\ArchiveOut and delete the unencrypted files.

  6. Delete the files in \\ncrws548\scripts\CivAv\FOAEA\FOAEA\OutputMail after archiving files in step 5

  7. Send each outgoing encrypted file in a separate email to both FOAEAEXC@justice.gc.ca and Flas-it-SO@justice.gc.ca. Mark it as Protected B. For ex, if there are two encrypted files, there must be two separated emails

    • Subject: Name of file

    • Include your signature

    • PART 2 - Process Incoming

  8. Open the DSD FOAEA / LAEOEF DGSN (TC-FOAEA@tc.gc.ca) inbox, save the files from the new emails into your Incoming desktop folder & mark the emails with the “Processed” category tag.

  9. Select all the files and decrypt them (Right-click → Decrypt & Verify).

  10. Go to \\ncrws548\scripts\CivAv\FOAEA\FOAEA\InputMail.

  11. Delete the existing files in here (only delete the files that have the same number as those you just sent by email).

  12. Move decrypted files into the InputMail folder.

  13. Move encrypted files from Incoming desktop folder to \\ncrws548\scripts\CivAv\FOAEA\FOAEA\ArchiveIn.

  14. Update the log file (RDIMS #8026700), for example entering this information

  15. Update your task “Justice Canada-Family Order..” with the above information from the RDIMS

  16. Permanently delete the files from your local folders. (or else you can make a backup for later trouble shoot if there is any error)

The process ends here. The later steps for verification/debugging errors

Info

Files in \\ncrws548\scripts\CivAv\FOAEA\FOAEA\OutputMail get uploaded to ACES and DAPLS at 1 AM.

Only 2 files in \\ncrws548\scripts\CivAv\FOAEA\FOAEA\InputMailcan be processed each night. →

Need to find out what program is processing these files.

\ncrws548\scripts\CivAv\FOAEA\FOAEA\FOAEA.EXE ?

...

  • Have their database ignore cycles 7087 & 7088

  • Reprocess that data into new files - cycles 7101 & 7102

  • Have those new files process as part of our normal sequencing

RECOMMENDATION

The procedure should be supplemented to add a new directory called OutputMail-Backup.

...