Automated Attachment Import (NA75)

Automated Attachment Import is a utility that allows you to automatically attach a group of files to master-account records, name/address records, or gift records/miscellaneous receipts/event receipts. While designed primarily as a method of importing scanned images such as forms or signed documents, it can be used to import any type of document that can be attached to a memo. There are certain system settings that should be configured for the import process. For information on those settings, please reference this page: Name/Address System Settings

This utility uses the names of the imported files to attach them to the appropriate master accounts, name/address, or gift/receipt records in the form of a memo. It can only import files from a single folder (on a drive accessible to your Citrix session) and of a single type at one time. For example, for one session you can import master account record attachments, and in the next session import gift records/miscellaneous receipts/event receipts. Note that the system does not differentiate between the different types, so if you have name/address records mixed in with event receipts, the system will error out whatever type you are not importing. One suggestion for alleviating this is to create sub-folders for each TYPE of record you are importing (i.e., Investments, Loans, Gifts, etc.) and select the folder for the type of documents you wish to import.

Before running the import, you will need to make sure that you have done the following:

• In the folder that you will be importing from, make sure that each attachment is named according to the type of record you are attaching it to
  • Gift records should have the name of the gift number.file ext
  • Miscellaneous receipts should have the name of the receipt.file ext
  • Event receipts should have the name of the event.file ext
  • Master account attachments should have the master account PIN.file ext
  • Name/Address attachments should have the constituent PIN.file ext
  • Investment documents should have the investment number.file ext
  • Loan documents should have the loan number.file ext
  • Line of credit documents should have the line number.file ext

An example would be, if you are importing an attachment for master account PIN 123456, the attachment that you are importing should be named 123456.txt

NOTE: You are able to add more information to the file name, however the number for the loan, investment, master account PIN, etc must be listed first or you will receive an error or risk the item attaching to an incorrect record.

To import the attachments:

• From the DDI Connect main menu, double-click Name/Address (It may also be beneath User Utilities)

• Double-click Utilities

• Double-click 75 Automated Attachment Import. You will see this screen:

• Verify that the "Import files from" directory is the correct one. If it is not, click the file icon to the right of the field. This launches the Browse for Folder screen. Locate the folder that you will be importing attachments from, and click OK

• Select the type of import you are running in the "Attach files to" field. Click the drop down arrow to the right of the field to select the type of import

• If you select "show only errors", the system will only display attachments that failed to import

Once you select the type of import, the system will display the list of items that match:

• Click the Import button on the toolbar. If the import is successful, you will see a screen that looks like this:

Click OK. You can now continue to import other types of attachments, or exit the screen.