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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 ):

      1. log an Orion request “Request Access to a Shared Network Folder”.

        • 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)

      • 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: in step 8, it use your email address and your password, not FOAEA credentials

  3. Team members need additional permissions in order to be able to open the emails, see Decryption permissions - BSD - Civil Aviation - Confluence (atlassian.net)

  4. To access to RDIMS document #8026700:

    1. Launch the Windows DM Extension from your computer’s desktop.

    2. Click RDIMS in the upper right hand pane of the dialog.
      image-20240229-123051.png

    3. Select Search.

    4. Search for 8026700.
      image-20240229-123141.png

    5. Right click the document name (8026700).

    6. Select Check-out. If you don’t have access, ask a team lead.
      image-20240229-123530.png

    7. Add your changes to the end of the document.

    8. Save and close the document.

    9. Important: once you are finished, Right click the document. Select Check-in. Otherwise, other team members won’t be able add their updates.

  5. If 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 Right click on a file you want to move, choose move to 'Other folder” , choose the FOAEA inbox

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) - Outgoing files should have “SIL' inside file names
Part 2 - Process incoming files sent from Justice (steps 7-15) - Incoming files should have “SOL” inside file names

PART 1 - Process Outgoing

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

    1. if you already created the Incoming and Outgoing folders, make sure they are empty.

  2. Copy the files from \\ncrws548\scripts\CivAv\FOAEA\FOAEA\OutputMail into your Outgoing desktop folder.

  3. Select all the files from this ‘Outgoing’ desktop folder and encrypt them (right-click → Entrust Encrypt Files).

    1. Ensure that the “Encrypt the files for other …. “ check box is checked. Click Next.

    2. Click “Add”.

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

  4. The encrypted files have the extension p7m.

    • To see file extension, enable the checkbox for “File name extensions by going to the Window Menu->View->File name extensions.

  5. Delete the unencrypted (extension xml) files from your Outgoing desktop folder.

  6. Copy the Outgoing encrypted files (extension p7m) from “Outgoing” folder \\ncrws548\scripts\CivAv\FOAEA\FOAEA\ArchiveOut.

    • xml files should not be copied to the ArchiveOut directory.

  7. Delete the files in \\ncrws548\scripts\CivAv\FOAEA\FOAEA\OutputMail after steps 3,4,5.

    • The “OutputMail” folder should be empty.

  8. Send each outgoing encrypted file from Outgoing desktop folderin a separate email to both FOAEAEXC@justice.gc.ca and Flas-it-SO@justice.gc.ca.

    • If there are two encrypted files, there must be two separate emails.

Example:

  • From: dsd-foaea-laeoef-dgsn@tc.gc.ca

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

  • Subject: Name of file being sent.

  • Don’t forget to mark the email as Protected B.

  • Include your signature.

    Image RemovedImage Added

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

    • Delete the existing files corresponding to the files sent. (only delete the files that have the same number as those you just sent by email to Justice Canada).

PART 2 - Process Incoming

  1. Empty your local ‘Incoming’ desktop folder.

  2. Open the DSD FOAEA / LAEOEF DGSN (TC-FOAEA@tc.gc.ca) inbox.

  3. Save the files from the new emails into your ‘Incoming’ desktop folder.

    • When you open the emails to move the files, the files are Decryptedautomatically.

  4. Mark the Unprocessed emails with the “Processed” Category tag in the Inbox (Click on the ‘Lock’ symbol).

  5. To prepare for the next file transfer:

    • Go to \\ncrws548\scripts\CivAv\FOAEA\FOAEA\InputMail

    .

    • Delete the existing files. (only delete the files that have the same number as those you just sent by email to Justice Canada).

    To prepare for the next file transfer:

    • copy Decrypted files from Step 3-Incoming local desktop folder into theInputMail (\\ncrws548\scripts\CivAv\FOAEA\FOAEA\InputMail) folder.

  6. Copy same Decrypted files from ‘Incoming’ local desktop folder to \\ncrws548\scripts\CivAv\FOAEA\FOAEA\ArchiveIn.

  7. Retrieve the RDIMS document 8026700, as explained at the beginning of this document.

    1. Add the following updates :

      1. Date.

      2. Sequence number (previous number incremented by 1).

      3. the incoming and outgoing files you processed.

      4. your initials.
        Example

  8. 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:

    1. notify the team leader, and product owner.

    2. mark the task “Done”.

  9. Don’t' forget to check the document back into RDIMS once you have finished editing it.
    There should not be a red-check mark next to the name of the document in the Windows Explorer DM Extension and it should not show “checked out”. The status can be verified by right clicking the document and selecting “History”.

    image-20240220-165613.png



The process ends here. The following steps are 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.

...