This lesson will cover workflow creation:
- Applying Logic to EDI
Mapping is the act of creating a template of data elements for a file the that are needed for an import or an export. A mapping definition is a type of mapping that is an essential component of the EDI Tool and used for a specific purpose.
As seen in a previous session, there are 3 basic steps in any EDI import or export, as illustrated below. Step two in the export process and step three in the import process involves the ability to evaluate data elements at moment in time.
On the export process, the evaluation serves the purpose of identifying the records that qualify to be in the export file.
On the import process, the evaluation serves the purpose of identifying elements in the inbound data and comparing them to existing data and, based on the results of these evaluations, perform calculated updates.
Evaluations Using the "SOD"Workflow
The tool that will be performing these evaluations is the Strategy on Demand Workflow or “SOD” Workflow. By now, you are familiarized with this powerful tool and understand how to create a set of evaluations and updates.
In this session we will see how SOD Workflows of various Activity Types can be hinged to the EDI Tool to work in unison with this tool to perform these evaluations and optional updates. The combination of these two powerful tools will allow for the automation of many processes that, until now, required manual intervention.
We will cover examples of how the SOD Workflow can be coupled to the following EDI Tool processes:
New Business Import EDI
During a New Business Import EDI, an SOD Workflow of Activity Type “NWBSOD” can be hinged to the import process to evaluate accounts in the temporary batch repository table and, based on the results of these evaluations, perform targeted updates as shown in the diagram below.
Practical Business Example
For this example, a new business batch will be reviewed for the following conditions:
- Condition 1: Demographic name contains the keyword “UNKNOWN” or “REFUSED”
- Condition 2: Demographic address contains the keyword “HOMELESS” and demographic DOB is not present in the file (is null).
If either condition is true,
- Company code is updated to the archive company “ARCH”
- Client code is updated to “USRGRP”
- Debtor Category is updated to HML (“homeless”)
EDI New Business Import
An EDI Import has been provisioned that handles the record layout of the new business import file.
The following is the sample new business file and its corresponding IMD:
The New Business Import EDI is configured as follows:
- EDI Type: New Debtor Import
- File Format: Single Record Delimited “SIRED”
- Delimiter: Comma
- Import Mapping Definition: USRGRP
- File Has Header: Yes
- Data Interface Configuration: USRGRP
- Underlying SOD Workflow: USRGRP
See diagram below that depicts EDI and underlying SOD Workflow of Activity Type “NWBSOD”:
Executing the New Business Import EDI
The New Business Import EDI is executed:
The New Business file is successfully imported. Now, navigate to the New Business – Manual Entry to review the batch. Note that the file could have been automatically posted but the Data Interface Configuration was provisioned to keep the batch open.
The new business batch is ready for review. Accounts that met the criteria defined in the SOD Workflow have been automatically assigned to the ARCH company and the URSGRP Client.
Finally, the Debtor Category for all accounts that qualified under the defined conditions has been updated to “HLT”:
During an Export EDI, two SOD Workflows can be hinged to the export process to evaluate the accounts that will qualify to be included in the export file.
As shown in the diagram below, these workflows are the PRE SOD and POST SOD which act as second and third level filtering mechanisms to ensure the correct accounts are qualified in the data output. The first level filter, at the EDI Tool level, reduces the scope of the dataset evaluated by both SOD Workflows making the process that much more efficient and agile.
The PRE SOD Workflow qualifies accounts in accordance with the set of evaluations. All qualified accounts are flagged with a user-defined Result Code of Activity Type “ET”.
The POST SOD Workflow scans the history for the same Result Code that any agents may have manually executed. This SOD Workflow ensures that the accounts manually flagged by agents using the Result Code meet the evaluation requirements. If so, the account makes it to the file. If not, the account is disqualified and an optional user-defined message is appended into the account advising the agent of a response for the failure.
Practical Business Example
After a batch of new business is loaded, typically accounts need to be scrubbed for bankruptcy and deceased. Usually the services of third-party vendors are engaged to perform these searches. Most often than not, users need to conform to the file format requirements imposed by the vendor. In this example, we will create an export file to be sent to a vendor that requires accounts qualify based on a few conditions.
The file for this example will be a single record comma-separated values “CSV” file. The columns are as follows:
- Account Number
- Zip Code
- Social Security
- Date of Birth
An Export Mapping Definition (“EMD”) is provisioned as follows to match the above-referenced layout:
An Export EDI is provisioned as follows:
Executing the Export EDI
To create the export file, launch the EDI Export by selecting it and then clicking on the “Execute” button:
The system will display a progress dialog box:
And show the following message when the process completed:
This EDI Export produces the following results with the accounts that qualified for export. The file conforms to the requirements:
During an Import EDI, an SOD Workflow can be hinged to the import process to perform evaluations of the incoming data in the import file against existing data in the IMPACT database.
As shown in the diagram below, the system leverages a user-defined table to temporarily store the inbound data so a Strategy on Demand (“SOD” Workflow of Activity Type “EDIIMP” can perform these evaluations. The results of these evaluations and comparisons can result in updates executed by the EDIIMP SOD.)
In line with the previous example of an export to a vendor, this scenario will show how a return file with the results of the scrub can be imported and, at the same time, the inbound data be evaluated. Based on the results of these evaluations, the underlying EDIIMP SOD Workflow will execute updates on the accounts.
First, the return file needs to be examined to determine its format and layout. Then, an Import Mapping Definition “IMD” is created to mirror the file layout. Then and EDI Import is provisioned that uses the predefined IMD. Finally, the EDIIMP SOD Workflow is configured to perform the desired evaluations and updates.
The Import File
The results file is a single-record comma-separated values “CSV” file and it contains bankruptcy and deceased information. A column that indicates whether a row has a “hit” will be evaluated for a “Y” (column 2), as shown in the image on the next page:
A Temporary Mapping Definition “TMD” containing the mapping for each of the fields in the file is leveraged to import the file and to hinge a user-defined table that mirrors the layout of the inbound file.
Temporary Mapping Definition (TMD)
User Defined Table
EDIIMP SOD Configuration
First Set of Evaluations
Second Set of Evaluations
Third Set of Evaluations
Fourth Set of Evaluations
Fifth Set of Evaluations
Sample Updated Account - Deceased
Sample Updated Account - Bankrupcty
The account below was updated as expected. The Account Status was updated to “B13” according to the chapter in the data file, the Demographic Status was updated to “B13”, as well, and a bankruptcy record was inserted in the Bankruptcy table with the chapter number, the case number and the attorney or record.
The IMPACT! EDI Scheduler allows users to program the automated execution of an EDI based on a user-defined schedule.
To access the EDI scheduler, click on the icon in front of the EDI code.
The following configuration window will appear:
The EDI Code field will automatically be populated with the corresponding code for the EDI.
1. Job Name: Enter a name for the schedule you are creating.
2. Start Date: Manually enter, or use the calendar icon, to choose a date for this schedule to begin.
3. End Time: Use the drop-downs to choose a beginning hour 00 – 23, and a beginning minute 00 – 59 for this schedule to begin.
4. Intervals: Use the drop-downs to choose an interval 1 – 365 and a unit for this schedule to recur.
5. End Date: Manually enter, or use the calendar icon, to choose a date for this schedule to end.
6. End Time: Use the drop-downs to choose a beginning hour 00 – 23, and a beginning minute 00 – 59 for this schedule to end.
7. File Location: Use the drop-down to choose a file location.
LOCAL: to specify a folder on your IMPACT server when there is a static filename for the file that the EDI will use or create.
LOCAL (WILDCARD): to specify a folder on your IMPACT server when there will be a dynamic filename for the file that the EDI will use or create.
FTP: to specify an ftp/sftp location when there is a static filename for the file that the EDI will use or create. Additional fields for ftp configuration provided with this option.
FTP(WILDCARD): To specify an ftp/sftp location when there will be a dynamic filename for the file that the EDI will use or create. Additional fields for ftp configuration provided with this option.
DROPBOX: To specify a dropbox folder. Additional field for dropbox code provided with this option. When configured, the lookup will allow you to browse folders of your dropbox.
VIEW: to specify a view as a data source for EDI Import
8. Recurrence: Choose between recurrence Every Day or only on Weekdays
9. Name: Enter a filename for the EDI to use or create.
10. Name Convention
11. Email Confirmation: Choose Yes or No to send an email confirmation when the schedule calls the EDI. Additional fields provided when choosing Yes.