FLEXBridge DocDrop Service API Documentation

FLEXBridge FLEXBridge FLEXBridge DocDrop Service API Documentation

1. Introduction to DocDrop API Service

The Document Drop API Service, available for FLEX Releases 8.04 and up (Release 1.49 and up), enables a third party to securely place documents into a Shared Folder location. These documents are then added to a credit union’s document database.

To successfully add a document, the service requires two files for each entry:

  • A PDF file of the document.
  • A text indexing file (.idx) to attach the document to a specific credit union member.

2. Setting Up the DocDrop Process

Setting up the DocDrop Service involves coordination between the credit union, the third party, and FLEX.

Here’s a quick overview of the setup process:

  • Credit Union Responsibilities:
    • Create the Shared Folder Location that will be used for document drop-off.
    • Create all Report IDs needed for the archival process.
    • Ensure the Shared Folder location permissions allow the Linux script to read, execute, and modify files. Failure to do so can lead to duplicate documents being archived.
  • Third-Party Responsibilities:
    • Provide an indexing file (.idx) with the required FLEX attributes for each PDF document.
    • Place (drop) both the PDF and indexing files into the designated Shared Folder.
    • Ensure the PDF and indexing files have matching naming conventions (excluding the file suffix).
  • FLEX Responsibilities:
    • Set up and deploy the Document Drop API Service to the credit union’s FLEXBridge Server.
    • The FLEX Linux Team creates a custom script that pulls all PDF and index files from the Shared Folder location on a daily basis.

3. How the DocDrop Process Works

The DocDrop Service workflow depends on the third party placing documents into the Shared Folder location.

The daily process is as follows:

  1. Document Placement: The third-party places the PDF documents and their corresponding indexing files into the Shared Folder.
  2. Daily Script Run: Each day, the custom Linux script runs.
  3. File Transfer: The script moves all items from the Shared Folder over to the credit union’s FLEXBridge server.
  4. Data Processing & Archiving: The Document Drop API Service reads the information in the indexing file (.idx) and uses it to move the PDF document into the credit union’s Document Manager Database. The service reviews the index file’s data, specifically using the reportId attribute along with other field values, to archive the PDF.

4. Output Image and Index File Naming Conventions

The Document Archiving API Service does not rely on specific naming conventions assigned by the third-party to the indexing file and the PDF document.

  • Matching Files: FLEX only requires that the identification of the two files match (e.g., document.pdf and document.idx). The file suffix is excluded from this matching requirement.
  • Labeling Flexibility: Files can be labeled to express an application number or to separate various types of documents. FLEX has no preference for the content of the naming conventions, as long as the PDF and index file titles match (excluding the suffix).
  • Examples of Labels:
    • Loan documents labeled as Completed Loan Packet_(Loan Application number).
    • Using a unique sequencing number, such as an application number, for the label.

5. Indexing File (.idx) Requirements

FLEX requires a text file with a suffix label of .idx for each PDF document submitted for archiving. This indexing file contains attributes necessary for processing.

Required Attributes:

  • reportId (String, maximum 10 characters): This is a credit union-defined value used to archive documents. It serves as the document description that FLEX uses to store the document in the Document Database.
  • reportDate (Date, format as MM/DD/CCYY): The date the document will be indexed under.
  • accountNumber (Number, maximum 9 characters) OR taxId (Number, maximum 9 characters):
    • A document can be stored under an account number or a tax ID.
    • Both accountNumber and taxId can be sent in the indexing file simultaneously for additional indexing without issue.
  • tellerId (String, maximum 4 characters): The Teller ID to be stored with the document.

Optional Attributes:

  • suffix (Number, maximum 3 characters): Suffix number to store the document under.
  • numberOfPages (Number, maximum 3 characters): Number of pages in the document.

6. Report ID Index Information

The Report Id attribute value is created by the credit union. It is the document description that FLEX uses to store the document into the credit union’s Document Database.

  • Purpose: Credit unions can create any number of Report IDs as needed for document archiving. The Report ID aids in sorting documents into searchable groups.
  • Examples of Report IDs used by other credit unions:
    • LOANDOCS
    • MEMBDOCS
    • MBRDOCS
    • MERGDOCS
    • ADVA
    • CRDTRPTS
    • SCANDOCS

Creating a Report ID in FLEX:

  1. From the FLEX Main Menu, type “document” or “document manager”.
  2. Select the Document Manager Configuration option.
  3. Click the Add button (located across from the “Spool File Cross-Reference List Heading”) on the lower portion of the screen.
  4. Fill out the required fields and save the entry.
    • Note: FLEX refers to the Report ID as User Data.
    • The User Data field has a maximum length of 8 to 10 characters, depending on the credit union’s current FLEX Release.
  5. Optional: Create a Report Group under the “Document group” option if you want all documents from the third party to archive under a specific Report Group. This can make filtering and searching easier.

7. Handling Missing and Invalid Documents

The Document Drop Service is designed to handle situations where indexing attributes are missing or invalid, ensuring that PDF documents are still archived.

What Happens When Information Is Missing or Invalid?

  • If any required indexing attributes (reportId, reportDate, accountNumber or taxId, tellerId) are missing a value or have an invalid value, the PDF document will still be archived into the credit union’s Document Manager database.
  • The suffix attribute is the only truly optional field in the document indexing file.
  • When issues occur, the service creates a daily log report indicating any document archiving problems.

Invalid Document Log Reports

  • The DocDrop Service generates a log report that allows the credit union to check for documents that did not archive as expected.
  • If there is no log for a given day, it means all documents archived correctly.
  • These log reports are stored in a folder on the credit union’s server, not in the Document Manager database, due to the nature of API services.
  • FLEX recommends checking these log reports often and maintaining any documents that couldn’t archive as expected through Document Manager.
  • Documents with issues are stored under the User Data DMINVALID until adjusted by the credit union.
  • The logs will not show documents that were never shared by the third party. If a document is not archived or found under DMINVALID, the credit union should contact the third party.
  • The log specifies the reason why a document failed to archive under its expected index values. Common errors include incorrect field values for accountNumber, taxId, or tellerId (e.g., an account number exceeding 9 digits).

Locating the Log Reports:

  • Log reports are stored by year, month, and day on the credit union’s server.
  • Path: Navigate to the FLEX folder on your server, then follow the path: /flex/logs/dmimport/{YEAR}/{MONTH} (e.g., /flex/logs/dmimport/2020/01).
  • There will typically be only one log file per day containing all failed items.

How to Reindex and Reassign Documents in Document Manager

Documents may not display correctly in Document Manager because they were unable to archive correctly, often due to blank index attributes. FLEX archives these failed documents under the DMINVALID User Data in Document Manager to allow credit unions to manage them.

  • Reviewing Invalid Documents:
    • FLEX recommends reviewing DMINVALID documents often.
    • You can use the log reports generated by the service or filter for the DMINVALID User Data directly in Document Manager.
    • If filtering for DMINVALID yields no results, all documents archived correctly.
  • Correcting Invalid Documents:
    • The DMINVALID User Data is typically created in the “Work with Spool Descriptions” section.
    • FLEX usually sets up default custom indexes for DMINVALID, such as Member First Name, Member Last Name, Application Number, and Tax Id, which can be modified by the credit union.
    • Invalid documents filtered under DMINVALID can be corrected through Document Manager using the Reindex or Reassignment options.

Steps for Updating Documents in Document Manager:

  1. Navigate to Document Manager:
    • Go to Document Manager via the FLEX Main Menu.
    • Click on the “Filter” option at the top right of the screen.
    • Under the “User Data” dropdown list, select DMINVALID.
    • Select a Date Range from the dropdown options (FLEX recommends checking daily or weekly).
    • Click ‘OK’ to apply the filter.
  2. Select Reindex/Reassign:
    • Right-click on a document in the filtered list to reveal the Reindex and Reassign options.
  3. Populate Custom Indexes (Optional):
    • The Reindexing option uses Custom Indexes set up for the DMINVALID User Data.
    • By default, these include Member First Name, Member Last Name, Application Number, and Tax ID, but can be customized.
    • Click ‘OK’ to save any entered values.
  4. Reassign Document Type:
    • Select the “Reassign Document Type” option.
    • Adjust the Document Type from DMINVALID to the desired type (e.g., LOANDOCS or SCANDOCS).
    • This option also allows an Account Number or Suffix to be added or changed if incorrect or missing.
  5. Finalize:
    • Validate all selections.
    • Click ‘OK’.
    • Repeat this process for any other invalid entries until none remain.