Task 3.25: Schedule Data Transmissions
Video - Coming Soon
Purpose: Schedules state data transmissions to run automatically on a computer at periodic intervals so that office administrative personnel do not have to manually transmit citations.
Special Note: With the new baseline moving everything to Web Services, we have removed the instructions on automating End Shifting and Start shifting forms.
Requirements
Task 1.4.1 SMTP —set up an email database connection.
Complete Task 3.21: Configure Notification Service batch transmission doesn’t work without the email and notification services.
Complete Task 3.24: Enable Batch Transmission Doesn’t work until the services are installed.
Using UNC Naming in the settings.ini file is best practice
DO NOT TO USE DRIVE LETTER MAPPINGS
Create a BatchUser Account in TraCS Config. Manager Task 1.7.2: Configure BatchUser Account
Create an e-mail notification for imports and exports. |
Click Transmission tab.
Click the Import/Export button.
Click the Scheduling button.
Click the Edit Notifications button.
Click the Add button.
Enter Daily in the name field and click the ok button.
Select the notification instruction that was just created
In the Server Settings field select e-mail.
(If email is not available you need to complete the SMTP setup - Task 1.4.1 SMTP)
Enter the e-mail address of the individual(s) that should receive notifications about Export issues.
A group email address would be the preferred method long term
Enter TraCS Export Notice in the subject field.
Enter any additional message text in the body field.
Click the OK button.
The email subject/body can always be edited once everything is up and running.
Schedule Export for Auto-transmitting forms |
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Note: Can setup a single form type to start with, then apply to all the forms later on.
Set the selection criteria to be used for auto-transmitting forms.
Click the Search Criteria button.
Click the Add button.
Enter a name for the search criteria in the Name field. (For example, Accepted Forms.)
Create the search criteria.
Select Status
Check the Accepted box
Click OK and it should look like screenshot below.
Click the OK button to save search criteria.
Click OK again to save scheduling.
Click OK to save overall instruction.
Bring in Global Instructions for TransExport to run.
Press the Import button
Select the Global template from the drop-down menu
Change to selection to ‘No, Let Me Choose’
Expand ‘Actions’
Select the ‘TransExport’
Press OK
Expand Export Instructions
Expand the TransExport Instruction
We recommend leaving all the forms.
You can reorder the forms if you like.
Click the Apply then
Click the OK button.
Schedule state data export (TransExport.)
Note: the TransExport action prepares data for transmission to the state and courts/DA.
Click Import/Export button
Click the Scheduling button
Select the Batch User account you setup and enter password.
Select Export Types.
Click the Add button
Click the Action radio button
Type = Export
In Action Name, select TransExport from the drop-down list
Click the OK button
Click the OK button again
Click the Apply button
Click the OK button
Click the Import/Export button
Click the Scheduling button
Expand the Export Types item and select TransExport.
Select your Search Criteria from the drop-down list.
Click the Add button.
Enter a name for the interval that describes how you want the import to run. (For example, Daily)
Click the OK button.
Click Scheduling button
Expand Export Types
Expand newly created Export Type.
Choose an interval type from the drop-down list.
We recommend ‘Hour’
Here is an example of our recommended settings, your agency can adjust to your preferences.
Note: Scheduling of tasks should be spaced out. You do not want tasks overlapping each other during the day. This will be important in the TransComm section below.
Click the OK button when complete.
Click the Apply then
Click the OK button.
Set up Communications |
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Click the Communication button.
Create an e-mail notification for transmission
Click the Scheduling button.
Click the Edit Notifications button
Click the Add button
Enter Daily in the name field and click the ok button.
In the Server Settings field select e-mail.
Enter e-mail address of the individual(s) that should receive notifications about Communication issues
A group email address would be the preferred method long term
Enter TraCS Transmission Notice in the subject fiel
Enter any additional message text in the body field.
Click the OK button
Click the OK button
Click Apply and then OK button
Bring in Global Instructions for TransComm to run.
Press Communications button
Press the Import button
Select the Global template
Change to selection to ‘No, Let Me Choose’
Click OK
Expand ‘Actions’
Select the ‘TransComm’
Press OK
Expand Communications Instructions
Expand the TracsComm
Click the Apply then
Click the OK button.
State Transmission files are all labeled like:
formsToWIJIS
pursuitToDSP
crashToTOPSLab
RMS Transmission files are all labeled like:
elciToRMS
ntcToRMS
crashToRMS
DO NOT DELETE ANY OF THESE INSTRUCTIONS
Schedule data transmission to court/DA, state, and local Records Management System.
CLick Communications button
Click the Scheduling button
Select the batch user name and enter password you setup in the TraCS database.
Click the Add button
Click the Action radio button
In Action Name, select TransComm from the drop-down list
Click the OK button
Select TransComm
Click the Add button
Enter a name for the interval that describes how you want the transmission to run. (For example, Daily)
Click the OK button
Select the newly created interval
Choose an interval type from the drop-down list
Note: Scheduling of tasks should be spaced out. You do not want tasks overlapping each other during the day.
Click the OK button
Click Apply and OK again
Start Import/Export and TransComm services.
Go back to the installed Windows services and start the TraCS Batch Import Export and TraCS Batch TransComm services.
Right click on the service
Select the Start option
That Service will start and you should see it running like the screenshot below.
Make sure services are running, set to Automatic, and the Logon assigned to all.
The next task (3.27) will setup an automation to STOP and START services daily.
To properly reset services you need to Stop then Start.
The “Restart” option doesn’t cycle the services completely.
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