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PART 1 - Process Outgoing

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

2. Check and empty the Outgoing 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 from this ‘Outgoing’ desktop folder and encrypt them (right-click → Entrust Encrypt 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 Outgoing desktop folder. To see file extension, we can choose on Window Menu->View->File name extensions checked

   

6. Copy Outgoing encrypted files (extension p7m) 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” folder should be empty for now.

8. Send each outgoing encrypted files from Outgoing desktop 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 Empty your local ‘Incoming’ desktop folder, open the DSD FOAEA / LAEOEF DGSN (TC-FOAEA@tc.gc.ca) inbox, save the files from the new emails into your Incoming ‘Incoming’ desktop folder (i.e move the Unprocessed files to the 'Incoming local ‘Incoming’ folder) , then mark the Unprocessed emails with the “Processed” category tagCategory tag in the Inbox (Click on the ‘Lock’ symbol) . When you open the emails to move the files, the files are Decrypted automatically.

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-Incoming local desktop folder into theInputMail (\\ncrws548\scripts\CivAv\FOAEA\FOAEA\InputMail) folder. This step is to prepare the files for next transfer

13. Move same Decrypted files from Incoming ‘Incoming’ local 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.

14. Update the log file (RDIMS #8026700), for example entering this information, changing sequence number, file names, your initial. Incoming files are files in Incoming desktop folder. Outgoing files are files which were sent to Justice Canada

    

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

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• 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.

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