Automatic File Upload Job
- Cathy Allison
Automatic File Upload Job
The Automatic File Upload Job is a service that regularly checks designated folders available to the VetView server (either a local folder or on a network drive) and processes the uploads based on the file names.
A data entry team can manually change the file names and then the service will match the records, reducing the amount of manual labor needed to upload attachments to accessions or patient records.
Job Settings
This section is where you add in basic configuration for the API job.
| Field | Description |
|---|---|
| Active Flag | Indicates that this API job is active and available to start, even if it has not been started or is not currently running. If you turn this flag off and Save, the job returns to the Add Interface or Job list on the main Jobs and Interfaces apge. |
| Server to Run On | Selects the connected server to run this job on. VetView recommends having a dedicated Tomcat server running VetView (connected to the same database as other VetView servers) since certain API jobs can be very processor intensive, and sharing the API jobs with a production server can lead to lag for end users. If two servers with the same name are connected to VetView, this job will not run if it is assigned to that server, and having a dedicated API server can help prevent that issue. |
| Auto Start | Indicates that this API job will automatically start on the timer. If this is turned off, it will need to be manually started. |
| Error To Email Address | If the server encounters an error, it will send a message to this email address. This should ideally be either a dedicated email address that is monitored, or the email address of someone on your organization's technical team. You can also have a dedicated error address assigned to each individual upload folder. |
| Job Runs Every | The frequency for the job. Certain jobs can be safely set to run once a minute; others may only need to run once an hour or once a day. If the server is set to Auto Start, this will also display the Last Executed and Next Execution fields. |
Additional Settings
This section is where you define the local or network folders that the files will be stored. The server will check each of the folders on the timer, and process them based on the file name.
Document Attachment
These folders are also loaded under the Document Attachment Screen.
Add/Edit Setting
To create a new upload location to check, click on the Add button. A window will open. To edit an existing setting, select the row and click on the Edit button.
Some of the options in this window will change depending on the Type selected. The most common ones are included in the descriptions below.
| Field | Description |
|---|---|
| Name | The folder name for this setting. This can match the Type name to keep things cleanly organized, or you can add additional details if you will have multiple folders uploading to the same type from different users. |
| Type | The type of documents that will be added to the folder. VetView currently supports automatic uploads for Labs Accessions, Labs Clients, Hospital Clients, Hospital Episode, Hospital Patients, and Hospital Requests. The file name for each document should include the number that matches the type - e.g. Lab Accessions will attempt a match based on Accession number, so that should be included in the file name. |
| Active | Indicates this folder setting is active and available to run when the job runs. |
| Auto Attach | Automatically attaches the files to the most recent report associated with the document type. If this is not selected, it will be uploaded but not automatically attached. |
| Path | The location of the folder, either on the local server or the network drive. VetView can support SAN or NAS storage so long as there is an available logical address for the network to use. |
| Failure Email | If files from this particular folder have a failure, send a message to this email address. |
| File Description | VetView will either save the file using the Completed File Name, or only the Description portion of the file name (stripping out the matched accession or client number.) |
| Archive | Either keep the original in the folder or delete it once it has been attached within VetView. |
| View Portal | Allow clients to see this attachment on the VetView portal where appropriate. Not available for Client, Patient, or Episode files. |
| Attach Report | For Labs Accessions only, you have the option to attach this to the accession report and include both. |
| Delete Report | For Labs Accessions and Hospital Requests only, you have the option to have this upload replace the accession/request report and delete the original. |
| Doc Category / Record Group | Indicates that the uploads from this folder will always be one of a specific set of documents, e.g. grossing images or accession reports. |
Delete Setting
If a folder will no longer be used to upload files, it can be set to inactive for a temporary break, or deleted permanently. Folder locations can also be adjusted without inactivating an existing job.
File Upload History
This section displays the logs for the File Upload as they are stored in VetView.
If there are a large number of failures appearing in the logs, it may indicate that something is wrong with the selected settings for that folder.
These logs are automatically cleared out after a period of time by the Purge Interface Logs API job.
VetView Wiki Most recent releases of VetView: Version 4.2.5 Hotfix (Released 10/31/2024)
To see commonly used terms in VetView Hospital, please visit our Hospital Glossary of Terms.