Automate file retrieval and import
Discover how to configure, run, and delete an automated job in WorldShare Acquisitions.
Configure an automated job
You can configure the automatic retrieval and import of vendor files using any secure FTP protocol (SFTP or FTPS).
- Contact your vendor to enable secure FTP (SFTP or FTPS) and grant edit permissions to your existing FTP account.
- Enter your secure FTP account information into the Links and Logins section for that vendor. See Edit a vendor.
- From the left navigation, expand Automated Jobs.
- Click Jobs.
- Click New Job to open the New Job dialog.
- Enter a name for the job, select a type (see below) from the Type drop-down list, and click Save.
- Invoice Import (EDIFACT)
- Order Import (MARC)
- Import order response data (EDIFACT)
- Invoice and Shelf-ready Import (MARC)
- Serial Issues Claim(s)
- Click Save to close to New Job dialog.
- From the Job Details screen, enter the following information:
- Vendor - Select from any vendor marked as In Use
- Secure FTP Link - Previously configured for this vendor
- Source Folder - Folder from which you want to retrieve files
- File Type - Retrieve all files in this folder or only files with a specific file extension or prefix
Note: File type extensions and prefixes are case sensitive
- Post Processing - Leave the files in the folder or move them to a new folder
- If you choose to move the files, you must specify a destination folder.
- Options (for select import types)
- Tax Handling (options for the tax calculation method)
Note: This option only applies currently to EDIFACT invoice import jobs.- Tax item cost - Calculates tax amount by multiplying tax percentage by the price
- Tax item, service charge, and shipping cost - Calculates tax amount by multiplying tax percentage by the price, service charges, and shipping
- Includes taxes in costs - Calculates tax amount by considering it as included in the price, service charges, and shipping
- Schedule (Weekly, Daily, Manual, or Inactive)
- If you select Manual, the job will only run when you manually run it.
- If you leave Inactive, you cannot run the job at all, but the job details will be saved for running later.
- Notify - Enter the name of the user you want to be notified of the import
Note: This is an auto-suggest text field. Auto-suggestions for field-appropriate elements start with the first keystroke in the text field. Auto-suggestions include an email address for the user pulled from Delivery Notification of the WorldShare Admin module. If no email exists in the Delivery Notification section, the Library Record email address will be used.
- Click Save.
Run an automated job manually
- From the left navigation, expand Automated Jobs.
- Click Jobs.
- Select Manual from the Schedule filter drop-down list.
- Click the name of the job.
- Click Run.
Delete an automated job
- From the left navigation, expand Automated Jobs.
- Click Jobs.
- Search for the job you would like to delete.
- Click the name of the job.
- Click Delete.