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There are five data file templates (each with unique extensions) that you can use to accomplish populating import data in into the Docupace system. The fields used by each data file template are explained in more detail later on in this guide.

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Tip

Remember: Not all data file extensions are used by all clientsDocupace sites. If you are not sure which file types you should use, please contact your system administrator.

Template

Extension

Description

1

Rep File

.REP

This data file adds information about individual reps.

This file builds the relationships between Rep #, OSJ Office, Sales Branch, and Region.

2

User File

.ACL

The ACL file provides the mechanism to add/disable

users into the system

system users or update their settings.

3

Client File

.CLT

The Client file load is a mechanism to deliver a one-time load or an ongoing update of client information.

Each line item is equivalent to an account/subfolder for a client.

4

Licensing File

.LIC

Docupace can perform licensing validation checks as part of the workflow validations for a task.

The validations are determined based on the Advisor's licensing information being imported into Docupace.

5

Additional Pooled Actors

.APA

Docupace can add additional layers of hierarchy processing beyond the typical field advisor and OSJ relationship.

6

Request help from

your support team.

Docupace Support

.SLF

Allows

users

you to insert and/or update data in domains 135 and 155.

7

Request help from

your support team.

Docupace Support

.CL2

This updates the same fields as .CLT, including date of birth, telephone numbers, and DL Issue Date, etc.

8

Request help from

your support team.

Docupace Support

.REPNOUPDATE

This is similar to the .REP file

extension

.

Upload Sizes and Time Restriction

All .CLT files 1MB or less will be processed immediately. Additionally, any other file type that is less than 10MB will also be processed without a time restriction.

Tip

Important: If the file size doesn’t meet the requirements above, the file Files of larger size will be placed into a queue and automatically uploaded after normal working hours. For most sites , normal working hours are 3:00 AM to 3:00 PM PT.

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Warning

Warning: Failure to follow these steps carefully precisely will guarantee result in a failed upload.

Rw ui steps macro
Rw step

Once your data is in the appropriate column order columns in Excel, click File > Save As (or press F12) and save the data file as a CSV (.csv) file.

The image highlights the Save as dropdown in excel, which is set to save the example file as a .csv.
Rw step

Rename the file extension by single-clicking on the file name or right-clicking on the file name.

Change the file extension from .csv to the appropriate extension for your process (See the Data File Templates section).

Tip

Remember: Close the file before renaming.

The image contains a callout that explains users must change the .csv extension to whatever data file they are attempting to upload by right clicking on the item and selecting rename.
Rw step

Upload your changes to Docupace.

  1. Click New.

  2. Click Upload File.

Rw step

The Data File will be processed.

Note

Important Note: If you do not have Security Permissions to upload files, the load will not succeed.

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