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Automate File Transfers
How-to Video Tutorial

First Energy Case Study
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AUTOMATE FILE TRANSFERS:
VIDEO TUTORIAL

COVIANT PRODUCT:
DIPLOMAT MFT (All Editions)

PRESENTED BY:
Greg Hoffer (CEO)

How-To Configure your first automated file transfer in Diplomat MFT

KEY REQUIREMENTS:

Install Diplomat MFT

Object Configuration

Workflow Creation

Inbound Transaction

File Criteria Configuration

Source Partner Profile

Destination Configuration

Scheduling

BENEFITS:

Automation Efficiency

Centralized Management

File Criteria Flexibility

Secure File Transfer (SFTP)

Post-Transfer Actions

Real-time Testing

Scheduling Options

Notifications and Feedback

Archive and Record Keeping

Interactive Execution

FULL VIDEO TRANSCRIPT: How To Configure your first automated file transfer in Diplomat MFT (Managed File Transfer)

All right, let’s get started creating your first automated file transfer within Diplomat MFT. After installation and initial configuration of the service account, we can simply log in. At first login, it prompts you for a new password. I’ve already done that. So here I am logging in of a blank Diplomat MFT canvas here.

On the left hand side is a tree navigation of all objects configured by the Diplomat MFT server. We’re creating a workflow for pulling files from a fictitious Remote SFTP server. Imagine this is a trading partner that generates reports in PDF format for you, and it’s your job to download those on a daily basis.

To automate this, you will choose an inbound transaction. We’re going to right click, create inbound transaction, and call it something we can remember, right? Report PDF pull. You can also use the transaction menu to create inbound and outbound transactions.

Let’s look for all start-up PDF files on this remote server. The file information allows you to configure the set of files that need to match the criteria you’re looking for. I want all PDF files, and I am going to say uppercase or lowercase, so I’ll uncheck match case and close. Destination file name, we don’t want to rename them, so I’m going to leave it blank.

And we’re not interested in things like modify date on source. Or sequence numbers or modified dates in the file name. So, we’ll leave the rest of this blank. The only other one I’m interested in down here is post transfer action. After a file is successfully downloaded from my trading partner.

I’m going to delete it from that remote SFTP server source because I don’t need it anymore. And in fact, by deleting it, I won’t download it again next time this executes. Once I’ve specified the files I’m interested in, now I say where do they come from under source partner profile. Because it’s an SFTP server, I choose SFTP from our list of transports, and then I fill out the details of that FTP server according to what that trading partner gave me to access the server.

Which directory are we interested in? This again comes from your trading partner. If you leave it blank, it’s just whatever folder you land in when you log in. And last, I want to make sure the files are ready. So I’m going to choose a file ready condition saying that the files must have been idle for at least 30 seconds, meaning their modified date on that source SFTP server must be at least 30 seconds old.

This helps me ensure that the files are not still being written to on that server side. Okay, next we’re going to say, where do these files go? In my fictitious scenario, I am going to move them to a UNC path called Coviantwin10\Diplomatdata. In both of these cases, I can use the test button to ensure that everything is working.

Notice here I had a typo, so the test button saves me some headache down the road by correcting my typos before I try to execute this working folder tree, ssdb server, working connection. And it lists the contents of the directory I’m interested in. Sure enough, they’re PDF files. Alright, I’m going to save as I go.

We have specified which files I’m interested in, where they come from, where they go, and for a simple transaction, the last step is simply scheduling it. By default, DoNotRun is checked for any newly created or copied transaction because you don’t want it executing underneath you as you’re editing. We’re almost ready, so I’m going to uncheck DoNotRun, and I’m going to set the schedule.

Again, I want to pull these reports down from my partner at some period, right? Every five minutes, every one hour. In our case, it’s a daily workflow. So I’m going to run every one day, starting today, and we’ll call it midnight. So AM 1200. So every night at midnight, I will attempt to download these files.

On the right, you can even exclude certain days. I don’t want you to run on Saturday and Sundays, for example, or create your own custom calendar. And, last but not least, you do have the opportunity to create notifications, either email, slack, or teams, when jobs or a successful failure or some combination.

In our case, I’m just interested in getting the job done, so I’m largely done. I’ll click save. Now, I don’t have to wait for midnight for this to execute. I can click run now. And this is an interactive way to run the job from this web interface. Also, right click run now. When I click run now, it directs the server to execute these operations, and it gives me feedback on what’s going on.

So it’s found a bunch of PDF files. It’s attempting to download. It tells me that it found seven at source. It’s downloaded four to destination. But notice here, it’s following my overwrite rules, which specify don’t overwrite the UNC path version if it already exists. These files had already existed, so it skipped those.

These files were new, so it downloaded those. And notice we even keep an archive copy of all files flowing through this system, so that you can retain those for your records in the future. This notification information that you see here is also what is included in the email notifications if you were to enable that.

Okay, so there you are. We’ve established our first transaction for automating file transfers from one location to another in Diplomat MFT.

For more about managed file transfer, please visit our Guide to MFT >>>

Video Summary

How-to automate file transfers in 8 easy steps

Step 1: Initial Setup and Login

  • After installing Diplomat MFT, perform the initial configuration of the service account.
  • Log in to Diplomat MFT. The system prompts for a new password upon the first login.

Step 2: Create an Inbound Transaction

  • On the left side, navigate through the tree structure to create a new workflow.
  • For this example, create an inbound transaction for pulling files from a Remote SFTP server.
  • Right-click and select “Create Inbound Transaction,” naming it (e.g., “Report PDF pull”).

Step 3: Define File Criteria

  • Specify criteria for the files to be pulled (e.g., PDF files).
  • Configure file information such as match case, destination file name, and post-transfer action (e.g., deleting files from the remote server after a successful download).

Step 4: Configure Source Partner Profile

  • Specify details about the source server, such as SFTP as the transport method.
  • Fill in server access details provided by the trading partner.
  • Define the directory of interest on the SFTP server and set file ready conditions.

Step 5: Set Destination for Files

  • Specify where the downloaded files will be moved to (e.g., a UNC path).
  • Use the test button to ensure that the configuration is correct.

Step 6: Schedule the Transaction

  • Save the configuration.
  • Uncheck “DoNotRun” (default for new transactions) to enable the transaction.
  • Set a schedule for the transaction (e.g., daily at midnight), excluding specific days if needed.
  • Optionally, configure notifications for job success or failure.

Step 7: Test and Execute the Transaction

  • Click “Save” to save the configuration.
  • Optionally, click “Run Now” to execute the transaction interactively for testing purposes.
  • The system provides feedback on the number of files found, downloaded, and any skip actions based on overwrite rules.

Step 8: Verify Results

  • Verify that the transaction executed successfully by checking the notification information.
  • Confirm that files were transferred according to the configured rules.

Conclusion:

  • The process involves setting up an automated file transfer workflow using Diplomat MFT.
  • Key steps include defining file criteria, configuring source and destination details, scheduling the transaction, and testing the execution.

This summary provides a structured overview of the key actions and decisions involved in configuring the automated file transfer in Diplomat MFT as described in the tutorial transcript.

What are the key requirements for automating file transfers?

Key Requirements:

Service Account Configuration:

  • Install Diplomat MFT and perform initial configuration of the service account.

Login and Password Update:

  • Log in to Diplomat MFT after the initial setup.
  • Update the password prompted during the first login.

Object Configuration:

  • Navigate through the tree structure on the left side, which represents all objects configured by the Diplomat MFT server.
    Workflow Creation:
  • Create a workflow for pulling files from a Remote SFTP server.

Inbound Transaction:

  • Choose an inbound transaction to automate the file transfer.
  • Use right-click or the transaction menu to create inbound and outbound transactions.

File Criteria Configuration:

  • Define file criteria, such as searching for PDF files.
  • Configure file information, specifying uppercase or lowercase criteria.
  • Set destination file name and post-transfer action, e.g., deleting files from the remote SFTP server.

Source Partner Profile:

  • Configure the source partner profile, selecting SFTP as the transport method.
  • Fill in details provided by the trading partner, including the directory of interest.
  • Specify a file ready condition to ensure files have been idle for at least 30 seconds.

Destination Configuration:

  • Specify the destination for the files (e.g., a UNC path).
  • Utilize the test button to ensure proper functionality, correcting any typos.

Scheduling:

  • Schedule the transaction based on desired intervals, such as daily at midnight.
  • Optionally exclude specific days from the schedule.
  • Enable notifications for job success or failure if desired.

What are the key benefits for automating file transfers?

Key Benefits:

Automation Efficiency:

  • Diplomat MFT allows users to automate file transfers, reducing manual effort and improving efficiency.

Centralized Management:

  • The tree navigation on the left provides a centralized view of all objects configured by the Diplomat MFT server, streamlining management.

File Criteria Flexibility:

  • Diplomat MFT offers flexibility in defining file criteria, allowing users to configure criteria such as file types (e.g., PDF files).

Secure File Transfer:

  • Utilizing SFTP for file transfer ensures secure and encrypted communication with the remote server.

Post-Transfer Actions:

  • Users can define post-transfer actions, such as deleting files from the source server, optimizing file management and storage.

Real-time Testing:

  • The test button allows users to verify the configuration in real-time, avoiding potential issues during execution.

Scheduling Options:

  • Diplomat MFT provides diverse scheduling options, allowing users to set intervals based on specific workflow requirements (e.g., daily at midnight).

Notifications and Feedback:

  • Users can receive notifications via email, Slack, or Teams for job success or failure, enhancing awareness of workflow outcomes.

Archive and Record Keeping:

  • Diplomat MFT maintains an archive copy of all files processed, facilitating record-keeping and compliance.

Interactive Execution:

  • The ability to run the job interactively from the web interface or via right-click allows for immediate execution and feedback on the ongoing operations.

 

In summary, Diplomat MFT provides a user-friendly platform for automating file transfers, offering flexibility in configuration, robust security features, and options for real-time testing and monitoring.

About our CEO, Greg Hoffer 

Greg is CEO at Coviant Software, responsible for company operations as well as the product design and software development of the award-winning secure file transfer automation platform, Diplomat MFT. Throughout his career, Greg has proven himself to be a transformational leader with a talent for educating and nurturing success in business and technology, employing his excellent interpersonal skills to drive unified strategies and products that satisfy critical needs in data security and management. 

First Energy

His areas of technical expertise include enterprise architecture; agile software and product development; data analytics and business intelligence; IT operations; process automation and improvement; and IT governance. On the business end Greg has applied his skills in product development and strategy; application development, P&L management; customer service; partner development; sales enablement; data-driven decision making; and team-building leader, coach, and mentor to guide established enterprises and startups to growth and success.

“There isn’t any other IT file tool that I recommend as highly or as often as I recommend Diplomat MFT.”

Ryan Andrews

Ryan Andrews, Senior IT Security Analyst, First Energy

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