Bulk XML upload

Welcome to the Data Exchange training module – Administrator functions – Bulk XML upload.

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As an administrator there are many functions that you can perform for your organisation such as:

• complete a User Access Request form
• add users for your organisation
• create and manage outlets
• bulk upload client, case and session information, and
• access Reference data files.

This module will discuss how to bulk upload.

The intention of the bulk XML upload file is to allow service providers that operate existing client management systems (and who can align those systems to the Data Exchange Technical Specifications) to export files from their system to the Data Exchange. To successfully operate XML upload methods, some development work will be required.

Service Providers are responsible for building (or have built) the XML files that are to be uploaded on to the Data Exchange.

As an administrator you are able to perform the uploading function for your organisation.

It is important to note that the maximum file size that can be uploaded at a time is 10MB so it is beneficial for you to bulk upload your organisation’s data on a regular basis rather than all at once.

To bulk upload into the Data Exchange, select the Upload files hyperlink on the Data Exchange home page.

Then select on the Upload New File button

You will then need to browse for the file that you wish to upload into the Data Exchange and as you can see here, this is a required field.

You can also enter in comments for this upload but please note this is for your information only.

Once you have retrieved the applicable file and entered in comments, select the Submit button.

On initial upload of your XML file, a message will be displayed advising that the file has been successfully accepted by the Data Exchange for processing.

This does not mean that the file has been successfully processed and is without errors.

After upload, your XML file will move from a status of ‘Pending’ into a status of ‘Processing’, which is the stage that the file is being read, and data is being written to the system.

There are three status types that could be shown:

• Successful
• Successful with warning report, and
• Failed with error report.

To view these reports you need to select the blue arrow.

Once you select the blue arrow you will be able to view the report.

Here are two examples of the reports. One being for a warning report and the second, being a failed report.

The report will come back with the same name as the file that you have uploaded however in a csv format.

Here is an example of what a report looks like once you have opened it, detailing what the error is.        

Select the below options to find out more information on common errors and warnings. Once you have finished viewing this information, select Next to continue.

• Start and end dates:
  
  You may be trying to submit sessions that are outside the programme activity's start and end dates.
  
  If the session occurred within the reporting period, you will need to amend these dates and resubmit the data.
  
  If the session did not occur within the reporting period, then you will need to exclude this information and resubmit the data.
• Address amendment notification:
  
  There may be a notification such as:
  
  "Please note the entered address is changed to 20 Example St MAWSON ACT 2607 with the following amendments".
  
  This is to advise you that this address has been amended to the closest match found on the geographic information system database.
  
  If this change is appropriate, no action is required on your part.
• Address details invalid:
  
  There may be a notification such as:
  
  "Address details are invalid. Please ensure the address details are correct. Closest matched address: SYDNEY NSW 2000: or SYDNEY NSW 2001."
  
  You will need to provide the correct address details and resubmit the data.
• Outlet activity ID:
  
  There may be a notification such as:
  
  "Outlet Activity Id 778 does not exist or you do not have access to it."
  
  You will need to make sure you are using the correct outlet activity ID for your outlet and resubmit the data after amending.
• More information required:
  
  There may be a notification such as:
  
  "Client Id is a required field. Please provide an answer."
  
  You will need to provide the information for the required field and resubmit the data.
• Bulk XML upload errors and explanations document
  
  The Bulk XML upload errors & explanation document is available to assist service providers undertaking the bulk XML file upload method.

If your organisation is changing the upload method from manual entry in the web-based portal to bulk upload, you will need to ensure that any Id’s for the new method of upload are different or start after the last Id number allocated in the web-based portal.

For example: If the last client created in the web-based portal has a Client Id of A0015 then the new upload method Client Id must start at A0016.

If the Id’s are not adjusted and unique, then any existing records that you have entered into the web-based portal manually where the Id is being used again, will be overwritten with the new information.

In order to successfully build an XML file compatible to the Data Exchange please refer to the Bulk File Upload Technical Specifications.

The Data Exchange Technical Specifications are intended for service providers wanting to use bulk XML uploads to submit their data to the Data Exchange.

The Technical Specifications detail the requirements for uploading an XML file on to the Data Exchange, and are primarily aimed at IT managers, system developers and software providers.

This document covers the following:

• Interface details – such as technical infrastructure, security and authentication
• The relationship to Reference data files
• Data element validation rules
• Bulk Upload XML File - data formats, commonly used data terms and examples, and
• Error processing.

The Frequently Asked Technical Questions document also provides further information.

There is a wealth of information and support materials available to assist you in using the Data Exchange effectively. These include the Data Exchange website, the Protocols document, task cards along with other eLearning modules and Helpdesk.

Select an icon below to access these.

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