User Functionality

In order that the data in an extract can be understood, we have built a powerful yet simple to use function within the Setup areas of OpenProcess. Below you can see within Setup > Account Extracts we have 6 different back office extracts covering Council Tax, Benefits, Business Rates and Properties:

To illustrate the power of this function and also make the example simpler than those above, we will add a new extract of a totally different type.

Let’s say we needed to import all of the licensing references, people and email addresses held in a back office. The council has an extract, which is called

IDOXLicensingExtract

And it is CSV file which has these columns:

Col1 Col2 Col3 Col4 Col5 Col6

CaseRef FirstName Surname Email Phone LicenseType

But the file does not actually have headers it is sent like this: 1923923, John, McMahon, [e-mail], 07713491749, Taxi Private Hire 1923924, Andrew, Cope, [e-mail] , 07713491748, Taxi Hackney

Using the account extract functionality, we can actually set up an import mechanism, as well as set up how a user can search and index the items. Below you can see that we’ve started by doing this:

So these fields are:

Field What it is for
Name	The name that you want to appear when indexing an item
Filename	The exact file name that is being imported each night etc.
Search account	This will be automatically set by IEG4 and is where the files imported are referenced in our software
Key field	This is the primary key - the first column of the extract. It is very important this is set correctly.

Below this you can see we have said that the file does not contain headers and by setting this we then have the ability to add each column in the file. It is important that the number of columns in the file matches up with the number of header fields. The names of these is not that important but these are what you will use if you want to show information information fields when an item is indexed.

You will see below that we have added 3 display labels: CaseRef, FirstName, Surname, Email, Phone. These have been separated into Primary display label, Label 1 and Label 2. The best way to understand labels is that each label will correspond to a different line in the indexing card. Each field represents data inside that line.

So in our example the labels/fields are like this:

Primary Label 1 Label 2

So when I index a file it will appear like this:

We can see the key field is what the search label is and that the Case Ref is more prominent as that is what we set the Primary label field as.

We can also see that Email and Phone number are on the same line which we might want to change. I.e. by updating the labels/fields like so:

Primary CaseRef

Label 1 FirstName Surname

Label 2 Email

Label 3 Phone

The thing we’ve not mentioned yet is the field separator and is not relevant at this time. But that’s it we’ve just created an indexable mechanism for an extract which we’ve just made up. Meaning that such extracts from back office apps can be easily imported in a format that makes sense to users.