Justice Canada - Family Orders Data Transfer

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 ncrws548 for 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 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

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

Create a FOAEA folder on your desktop, with 2 subfolders: Incoming and Outgoing.
Go to \\ncrws548\scripts\CivAv\FOAEA\FOAEA\OutputMail.
Move the files into your Outgoing desktop folder.
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.
Copy Outgoing encrypted files into \\ncrws548\scripts\CivAv\FOAEA\FOAEA\ArchiveOut and delete the unencrypted files.
Delete the files in \\ncrws548\scripts\CivAv\FOAEA\FOAEA\OutputMail after archiving files in step 5
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
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.
Select all the files and decrypt them (Right-click → Decrypt & Verify).
Go to \\ncrws548\scripts\CivAv\FOAEA\FOAEA\InputMail.
Delete the existing files in here (only delete the files that have the same number as those you just sent by email).
Move decrypted files into the InputMail folder.
Move encrypted files from Incoming desktop folder to \\ncrws548\scripts\CivAv\FOAEA\FOAEA\ArchiveIn.
Update the log file (RDIMS #8026700), for example entering this information
Update your task “Justice Canada-Family Order..” with the above information from the RDIMS
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

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 ?

To check log files:

\\ncrws548\scripts\CivAv\FOAEA\FOAEA\FoaeaLog
- Verify that the files added have “Database download successful” message.
\\ncrws548\scripts\CivAv\FOAEA\FOAEADownload\Log
- Verify that connection to DAPLS and ACES was successful.

SKIPPED files

Details in PBI #195723 - August 2022

In this instance, 2 output files at (\ncrws548\scripts\CivAv\FOAEA\FOAEA\OutputMail) produced by the overnight job, were destroyed during the encryption process. (*SIL* files)

TC3SLSIL.007087.XML

TC3SLSIL.007088.XML

However we did still have the input files (*SOL* files) both in the email bucket and on the server at (\ncrws548\scripts\CivAv\FOAEA\FOAEA\ArchiveIn)

As these files are numbered sequentially and subsequent files had been processed and forwarded to Justice afterward.

This posed an issue in terms of finding a way to get the database to re-process files having a lower cycle number.

The following unsuccessful attempts were made to correct this issue :

Altering the MDB files in the “database” directory (as per the directions in the System Information guide 8018693), to remove references to the skipped files, thus hopefully, rolling the cycle counter backward.
Pasting the XML data from the input files into 2 newer input files with higher cycle numbers. Analysis of the output showed that the data that had been “pasted in” was ignored.

The solution agreed upon was to ask Justice if they could do the following (Eric Gardner was their IT contact - all emails can be found in the PBI)

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.

All of the decrypted SIL files should be copied to both OutputMail and OutputMail-Backup ( either by the overnight procedure - or - manually the next morning ) before any attempt is made to encrypt the new files for emailing to Justice.

In this way we would ensure that a copy of all SIL files are retained in event of an accident during encryption.