Justice Canada - Family Orders Data Transfer

Must be done on Tuesday & Thursday every week.

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

access to the folders in ncrws548 for 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.
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)
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)
Access to RDIMS document #8026700 - if you don’t have access, ask a team lead. Don’t forget to check the document back into RDIMS once you have finished editing it.
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

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

Create a FOAEA folder on your desktop, with 2 subfolders: Incoming and Outgoing.
Check and empty the Outgoing desktop folder (to prepare for this time’s file transfer)
Copy the files from \\ncrws548\scripts\CivAv\FOAEA\FOAEA\OutputMail into your Outgoing desktop folder.
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.
At this step, you will see new encrypted files (extension p7m) shown up in your Outgoing desktop folder. To see file extension, enable the checkbox for “File name extensions by going to the Window Menu->View->File name extensions.
Copy the Outgoing encrypted files (extension p7m) from “Outgoing” folder into \\ncrws548\scripts\CivAv\FOAEA\FOAEA\ArchiveOut.
Delete the files in \\ncrws548\scripts\CivAv\FOAEA\FOAEA\OutputMail after steps 3,4,5. The “OutputMail” folder should be empty for now.
Delete the unencrypted (extension xml) files from your Outgoing desktop folder.
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. Mark it as Protected B. For example, if there are two encrypted files, there must be two separate emails
- From: dsd-foaea-laeoef-dgsn@tc.gc.ca
- To: FOAEAEXC@justice.gc.ca; Flas-it-SO@justice.gc.ca
- Subject: Name of file
- Include your signature
  
  Example:
- PART 2 - Process Incoming
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’ desktop folder (i.e move the Unprocessed files to the local ‘Incoming’ folder) , then mark the Unprocessed emails with the “Processed” Category tag in the Inbox (Click on the ‘Lock’ symbol) . When you open the emails to move the files, the files are Decrypted automatically.
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 to Justice Canada).
Copy Decrypted files from Step 9-Incoming local desktop folder into the InputMail (\\ncrws548\scripts\CivAv\FOAEA\FOAEA\InputMail) folder. This step is to prepare the files for next transfer.
Copy same Decrypted files from ‘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 incoming files.
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
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”.
Don’t' forget to check the document back into RDIMS once you have finished editing it.

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.