Integration Task: Local File Copy

The Local File Copy Plugin allows customers to save a copy of files attached within a request to a local or network folder.

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To configure the Local File Copy plugin select it from the Task options and drag it to your process canvas.

Select Configuration > Configure Task to access the window below:

The following configurations are required to use the local file copy plugin:

Settings tab:

Yes/No slider. The settings tab allows the administrator to determine whether they want the path to show in the request summary.

Below the slider you will see a list of all attachment questions that are eligible to be saved through the local file copy plugin. This will include questions from any of the following question and task types:

• File attachment questions from form tasks
• Multifile attachment questions from form tasks (note: copies saved from multifile attachment questions will include an underscore and sequential number appended to the file name.  for example resume_1.doc, resume_2.doc.)
• File upload mappings from developer form tasks
• PDF merge tasks
• PDF generator tasks

A path must be configured for each of the files you want to save. Attachments you do not wish to save should be left blank which will cause the system to bypass that question.

The system will automatically assume the file extension of the original uploaded file. To preserve save the copied file with the same name as the original uploaded attachment simply end your folder path with a '\'.  (for example d:\folder\)

You can also use dynamic names with the Local File Copy.  To configure a dynamic mapping in the folder or file naming structure you would initially add it to the save path segregated by doubly curly braces.  (For example D:\Folder\{{Variable}} would use the Variable in the name of the file itself while D:\Folder\{{Variable}}\ would instead create a dynamic folder using the Variable and then preserve the original attachment name when saving the copied file.)

Click 'Save'.

Configure Mappings:

If dynamic folders are names are desired you must complete configuring by clicking on the "Configure Mappings" button.  To add a mapping click on the "Add Mapping" icon.

 

Variables should be entered in this screen without the double curly brackets '{{}}'.  You can then map your form or other request related data element. Click 'Save' to return to the Inbound Mappings screen.

Multiple variables are acceptable. Once you have finished adding them, click 'Close' to return to the configuration screen.

Configuration and Troubleshooting Notes:

• Illegal Characters - You should not use / ? < > \ : * | " ^ or any character typed with the control key as these can cause Windows errors or task failure.
• File Name Limitations - It is strongly advised that you avoid, or rename, long file names to prevent directory problems or task failure due to file name limitations.
• Windows Restrictions - File saving and folder creation on Windows - especially on networks - introduces variables that are beyond Integrify's control. Check to be sure you have access to the save path using the command line terminal.
• Failed Tasks - If you are experiencing failed tasks, but your files seem to be saving correctly, go to the 'Settings' tab and uncheck 'Show new file path in request summary?'.  Also ensure that the Local File Copy task comes AFTER the task(s) in which attachments are added to the request in the process workflow.
• Completed Tasks, No Files Saved - The plugin will still show as Completed and your workflow will continue if path information is incorrect or empty. This could also be the case with other Windows failures that do not produce adequate notifications.
• Duplicate File Names - If the file already exists in the local file destination it will be overwritten each time the Local File Copy task executes

Training Example

For our training example for this plugin we will use a process designed to gather certification documentation from employees.  In this process users upload their documents, after which the Local File Copy plugin will copy the attachments to the network drive and save them with the employees last name.

 

The configuration for this example is as follows:

SELECT QUESTIONS:

 

Configure Mappings:

 

When the request is completed the requester will see the original attachment uploaded as well as the location where the file was saved for reference (if optional setting is checked).

 

Likewise, the file is now available within the local folder or network drive.