The Document Conversion program allows you to bulk import your linked household/family member and staff member document files from RecTrac 10.3 to RecTrac 3.1, in the event this did not occur during the 10.3 to 3.1 migration.
This program runs as a Scheduled Event and goes through linked documents in your 3.1 database. If the associated file is NOT found in the database, the program will attempt to upload the file using the path the file would have had in RecTrac 10.3. This path is the path you need to enter in the Main RFS Folder field.
Note: Depending on the number of documents which need to be converted, Scheduling this program to run over a period of days may be necessary. Once all documents have been converted, there should be no need to ever run the program again.
Standard Documents are also checked, but they do not follow any sort of "As of " date logic. The process runs for Standard docs once and only once, after the initial run of your Schedule. This takes place over and above the time limit entered. If this program is run a second time (or a third, fourth, etc… the process will NOT check Standard Docs again. For Example: To convert your 10.3 Household and Family Member documents, you schedule this program to run for 300 minutes over a three-day period. The first time the program runs, it will convert HH and FM docs for 300 minutes. Upon completion of that run, the program will make one pass through Standard documents. However long that pass takes is variable based on the number of Standard docs you have. The second and third time this program runs, HH and FM docs will be converted only. The system will no longer look to convert Standard documents.
To Run the Document Conversion Program
- Enter a Time Limit. This is the number of minutes over which the program will run. The maximum value you can enter in this field is 300. The program will search for and convert as many HH and FM docs as it can find over the time limit entered. For Example: You enter 120. The program will run for 2 hours.
- Click the Calendar Icon to select an "As of" date for your HH and FM docs. Any documents with a Linked Date prior to the date entered will NOT be converted.
- Enter the path to your RecTrac File System (RFS) directory as it would have appeared in RecTrac 10.3. This path must be valid on the 3.1 AppServer, and your VSI Customer Code and a terminating back slash are needed. For Example: C:\VSI\RecTrac103\filesystem\VTVSI\.
- Click Schedule. You will continue to Schedule Generator screen.
Note: VSI recommends scheduling this program to run for a week at 300 minutes per run. Choose an overnight time frame, such as 12:30-5:30am.
- The program will not provide a message to say when all documents have been converted. However, the Audit Log will contain an entry with a SourceProgram of DocumentBlobLastDate The Message will be No records Found To Update After Stop Date: " + string(StopDate) if no records were found.
CAVEATS
This will not work for:
- Family members whose ?Order? has changed from 10.3 to 3.1. For Example: If the Family Member was FM 2 in 10.3 and is now FM 4 in 3.1, linked Family Member docs will not be converted.
- Any Household whose number has changed. For Example: If the Household was number 123456 in 10.3 and is 654321 in 3.1, Household docs will not be converted.
- Any Staff Members whose Staff ID/RecordCode has been converted For Example: If the Staff Member was LMART in 10.3 and is now LMARTIN in 3.1, linked Staff docs will not be converted.
From the bottom of the screen…
Click Schedule to have this process run at regular intervals. You will continue to the Schedule Generator screen.
DocumentConversion_Tab1
Time Limit in Minutes (max 300) (DocumentConversion_TimeLimit)
Enter a value in this field. This is the number of minutes over which the program will run. The maximum value you can enter in this field is 300. The program will search for and convert as many HH and FM docs as it can find over the time limit entered. For Example: You enter 120. The program will run for 2 hours.
DeleteOnly Convert Documents Linked After This Date (DocumentConversion_StopDate)
Click the Calendar Icon to select an As of" date for your HH and FM docs. Any documents with a Linked Date prior to the date entered will NOT be converted.
DeleteMain RFS Folder (DocumentConversion_Folder)
Enter the path to your RecTrac File System (RFS) directory as it would have appeared in RecTrac 10.3. This path must be valid on the 3.1 AppServer, and your VSI Customer Code and a terminating back slash are needed. For Example: C:\VSI\RecTrac103\filesystem\VTVSI\
THEN
Click Schedule. You will continue to Schedule Generator screen.
Note: VSI recommends scheduling this program to run for a week at 300 minutes per run. Choose an overnight time frame such as 12:30-5:30am.