Justice Canada - Family Orders Data Transfer

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.

      Open

      

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

   • Don’t copy the xml files to the ArchiveOut directory.

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

   • The “OutputMail” folder should be empty.

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

8. Send each outgoing encrypted file from Outgoing desktop folder in 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.
    
    
    

     

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 Decrypted automatically.

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

   • If multiple emails having the same filename are received, process the first one and mark the duplicate(s) as duplicate with the “Duplicate” category tag.

     • 342761 Process Family Orders Justice Canada files - 2024-08-15

5. 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).

6. To prepare for the next file transfer:

   • copy Decrypted files from Step 9-Incoming local desktop folder into the InputMail (\\ncrws548\scripts\CivAv\FOAEA\FOAEA\InputMail) folder.

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

8. 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

9. 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”.

10. 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”.
    
    
    

    
    
    
    

The process ends here. The following steps are for verification/debugging errors:

To check log files:

1. \\ncrws548\scripts\CivAv\FOAEA\FOAEA\FoaeaLog

   • Verify that the files added have “Database download successful” message.

2. \\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.