Upload methods

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If your organisation is changing your upload method from manual entry in the web-based portal to bulk upload or system-to-system, 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.

Bulk XML upload

The Data Exchange home page

When you log in to the Data Exchange web-based portal as an Administrator, the screen options below will appear. Reference data and Uploaded files are accessible via the My Organisation box.

Figure 1 – The Data Exchange home page

Screenshot of the Data Exchange Home page.

Reference data section

The Reference data section is only for those organisations that perform bulk uploads into the Data Exchange.

Files that contain all the Data Exchange codes can be downloaded through Reference data.

  • Select >Reference Data on the Data Exchange home page to download data fields from Data Exchange.
  • The Reference data screen displays.

Figure 2 – Reference data screen

This is a screen shot of the Reference data screen showing links for:
File upload XML schema
Reference data
Outlets and Programme activities data, and
Organisation Activity data

Reference Data administration functions

File upload XML schema

It is recommended that this file is downloaded every 3 months, so that any changes to the validation rules in the Data Exchange are up to date.

This file defines the validation rules for bulk upload, for your organisation to validate your own bulk data XML file against.

  • Select Download XML schema
  • Select to either Save or Open the DEXFileUpload.xsd file

Reference Data

It is recommended that this file is downloaded every 3 months, so that any changes to data codes in the Data Exchange are up to date in your system.

This file contains all the data codes for the clients, cases, sessions and SCORE assessment.

  • Select Download reference data
  • Select to either Save or Open the DEXReferenceData.xml file

Outlets and Programmes activities data

It is recommended that this file is downloaded whenever there are changes to outlets or program activities so that any changes to data codes in the Data Exchange are up to date in your system.

This file is relevant to your organisation only as it contains your outlets and program activities.

  • Select Download Outlets and Programme activities data
  • Select to either Save or Open the OutletActivityData.xml file

Organisation Activity data

This file is only relevant to organisations that choose to create their outlets via bulk XML upload.

It is recommended that this file is downloaded whenever an organisation creates new outlets or receives new program activities so that any changes to data codes are up to date.

  • Select Download Organisation Activity data
  • Select to either Save or Open the OrganisationActivityData.xml file

Uploaded Files section

Uploaded files are for organisations that perform bulk upload into the Data Exchange.

The maximum file size that can be uploaded at a time is 5MB. Bulk uploading your data on a regular basis, rather than all at once, will help avoid going over this limit.

  • Select >Uploaded Files on the Data Exchange home page to upload a new .xml file.
  • The Uploaded files screen displays.

Figure 3 – Uploaded files screen

Screenshot of a uploaded files screen.

  • Select UPLOAD NEW FILE.
  • The Upload new file screen displays.

Figure 4 – Upload new file box

Screenshot of the upload new file box.

  • Select Browse… to choose your .xml file that you wish to upload.
  • Select the file and select Open.
  • Use the Comments field to add additional information about the file as needed.
  • Select SUBMIT.

On initial upload of your XML file, a message will be displayed advising that the document has been successfully accepted by the Data Exchange for processing.
Please note: This does not mean your file has been successfully processed and is without errors.

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

After ‘Processing’ is complete, your file will receive a status message of either ‘Successful’, ‘Successful (with warning flag)’ or ‘Failed’, indicating if the data contained in your XML file is correct or incorrect.

‘Processing’ times vary depending on file size and system traffic. You will need to check the status of your file a few hours after the initial upload to confirm if your upload has been successful or contains errors that need resolving.

Figure 5 – Uploaded files screen

Screenshot of an Uploaded files example

The file will show the status of Successful once it has been successfully uploaded.

  • There may be some instances your file status can be Successful with a Warning This is a screen shot of the Successful with a warning icon which is a yellow exclaimation mark. to flag that addresses, or multiple addresses, were modified slightly in order to pass validation. These changes can be viewed on the Warning Report.
  • If the file did not upload completely, the status will show Failed. The records that failed can be viewed on the Error Report.

To view the report:

  • Select This is a screen shot of the blue arrow that is selected to view details of he uploaded report. to access the report.
  • Select the report name hyperlink to open the file and view the errors that have occurred.

If you experience errors during the download process you can refer to Bulk XML Upload Errors & Explanations or contact the Data Exchange Helpdesk dssdataexchange.helpdesk@dss.gov.au

System-to-system

Access to staging/testing environment

It is mandatory for software vendors of organisations that are going to be using system-to-system as their data upload method to apply for access to the staging/testing environment. This is to ensure that the data will perform correctly prior to live upload to the Data Exchange environment. Please liaise with your software vendors to ensure that the system you are intending to use is compatible and required testing has been completed.

Access for the staging/testing environment can be requested via the Data Exchange Helpdesk dssdataexchange.helpdesk@dss.gov.au

Back up data files

It is recommended for organisations to save a copy and back up their data prior to live upload into the Data Exchange. This is to ensure that data is not lost if there has been a problem with the upload process.

If you experience errors during the download process please contact the Data Exchange Helpdesk dssdataexchange.helpdesk@dss.gov.au

It is recommended that data is updated on a regular basis during the reporting period well before the final reporting period due date (30 July and 30 January each year), as the upload process for bulk upload and system-to-system can take longer during peak periods.

 

For more information, refer to the Data Exchange Technical Specifications, Bulk File Upload Technical Specifications and Frequently Asked Technical Questions documents.