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Note

Must be done on Tuesday & Thursday every week.

The following are required in order to be able to process the reports:

  1. access to the folders in ncrws548for FOAEA.

    1. To gain provided access to this folder (normally part of Pre-Onboarding ) you can log an Orion request “Request Access to a Shared Network Folder”.

      1. request modify access to \\TC4S0A\GROUPS\AARA\AARAD\ and all subfolders.

  2. access to the TC-FOAEA@tc.gc.ca mailbox.

    1. to gain access log an Orion ticket for Shared (generic mailbox)

      1. Name of Shared (generic) mailbox or its email address is DSD FOAEA / LAEOEF DGSN TC-FOAEA@tc.gc.ca

    2. To add the FOAEA shared mailbox to your outlook, refer to Shared Mailbox Mapping Procedure from Step 6. “Add an Account”.

      1. the account being added is TC-FOAEA@tc.gc.ca

      2. important re the instructions for the account to connect with (per step 8, it uses your email address and your password, not FOAEA credentials)

  3. Additional permissions are required on the account in order to be able to open the emails, see Decryption permissions - BSD - Civil Aviation - Confluence (atlassian.net)

  4. Access to RDIMS document #8026700 - if you don’t have access, ask a team lead.

    If there an email accidentally gets moved to an incorrect folder such as Archive, Deleted, etc., to move it back to the inbox select the one with the mailbox name on it and not “inbox”.
    Inbox is your own TC outlook inbox .

    The correct inbox name to select is shown below.

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. Check and empty the Outgoing local desktop folder (to prepare for this time’s file transfer)

  3. Move the files from \\ncrws548\scripts\CivAv\FOAEA\FOAEA\OutputMail 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. At this steps, you will see new encrypted files (extension p7m) shown up in your local “Outgoing” folder. To see file extension, we can choose on Window Menu->View->File name extensions checked

  6. Copy Outgoing encrypted files from “Outgoing” folder into \\ncrws548\scripts\CivAv\FOAEA\FOAEA\ArchiveOut.

  7. Delete the files in \\ncrws548\scripts\CivAv\FOAEA\FOAEA\OutputMail after steps 3,4,5. The “OutputMail” should be empty for now.

  8. Send each outgoing encrypted file from “Outgoing” folder 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

    • From: your name

    • To: FOAEAEXC@justice.gc.ca and Flas-it-SO@justice.gc.ca

    • Include your signature as seen in below example

    • PART 2 - Process Incoming

  9. Open the DSD FOAEA / LAEOEF DGSN (TC-FOAEA@tc.gc.ca) inbox, save the files from the new emails into your Incoming desktop folder (i.e move the Unprocessed files to the 'Incoming folder) , then mark the Unprocessed emails with the “Processed” category tag. When you open the emails to move the files, the files are Decrypted.

  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 to Justice Canada).

  12. Move decrypted files from Step 9 into the InputMail (\\ncrws548\scripts\CivAv\FOAEA\FOAEA\InputMail) folder. This step is to prepare the files for next transfer

  13. Move encrypted files from Incoming desktop folder to \\ncrws548\scripts\CivAv\FOAEA\FOAEA\ArchiveIn. This step is done after step 12 to archive the files which we already prepare for the next transfer. Note: Step 12 and Step 13 are referring to the same number of files. However Step 12 are having decrypted files, Step 13 are having related encrypted files.

  14. Update the log file (RDIMS #8026700), for example entering this information, changing sequence number, file names, your initial

  15. Update your task “Justice Canada-Family Order..” with the above information from the RDIMS and changing sequence number, file names, initialby copying the whole row from RDIMS, paste into the task’s discussion box, notify the team leader, then mark the task to “Done”.

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.

...