EDI (Electronic Data Interchange)
This article describes the available functionality of EDI.
Overview
In case of new set up, if the user does not have the SFTP (Secure File Transfer Protocol) tool or currently downloaded the application FileZilla, are looking for some assistance how to use it.
We are going to walk them through the process, how to install FileZilla tool and will show them how to move a file from their mail box to their server so that they can retrieve the file.
The schools use different kind of application for SFTP set up for example FileZilla, ipswitch, winscp etc. and later they find problem with connecting the server, there we need to help them.
FileZilla Setup Instruction
FileZilla defaults to an FTP connection and we need to connect via SFTP.
Follow the steps below to connect:
In FileZilla, go to File►Site Manager.
The Site Manager window displays.On the right side of the window, select the SFTP - SSH File Transfer Protocol from the Protocol drop-down on the General tab.
Fill in the Host, Port, User and Password fields.
Note: Host is provided by the Follett team. Port for SFTP connection is generally 2039.Select Connect.
They will see a message at the top of the screen that shows you’re connected. They will see the drop off and pickup directories on the right side of the screen and on the left side they can see their C drive.
If they are dropping off a file, they can open the DropOff section and drag a file there; to pick a file open PickUp section and drag a file from there to the C drive.
Common Issues
Important scenarios
Sometime new users do not know how to connect with Follett. They do not have any idea that they need to use a SFTP tool. So, Follett sends emails to download FileZilla or winscp as they are free.
Sometimes they could not connect as FileZilla is a default to FTP and they try to connect to the wrong port.
If they connect to the application, they are not aware of the DropOff and PickUp section to get the files. There are categories and sub-categories for files under PickUp and DropOff section, but there are some files which will show directly to a separate folder in the right-hand side, for example, HEOA.
Sometimes, if they make a mistake while picking up a file, the file becomes unavailable to the mail box. At that time, we need to use the SI tool to make file available again.
Files like credentials, set up details, financial aids, books, and institution’s names are generally exchange through this SFTP application.
Use of Sterling Integrator (SI)
When store owners make a mistake while picking up a file, the file becomes unavailable to the mail box. Days at that time, we need to use the SI tool to make file available again. If the file has been sent within the last 7 days, we can resend it from SI. If it is older than 7 days, we have to go to the archived library.
In the SI portal, select Mail Box Messages►Log into SI.
From the Message Management page, enter the store name or store number to locate the files.
EDI Main Channel (Forms to fill in)
As an L1 employee, we can get the information from the store owner, like the store name or number, file type, under which program (One fee/ Financial aid/ HEOA) that they are expecting a file to drop off or pick up, first name, last name, phone number, email, what can we help you with.
There is a form that the store needs to complete from their end and send the info to EDI team. Although they have most of the information, they might call and ask what to fill in the description, protocol (differentiate between FTP and SFTP), purpose of file transfer, direction of transfer (Follett host, Follett retrievers), port, server, user id and password; or the store owners can ask us which option to choose from the drop-down.
SFTP (port 2039) is more secure than FTP (port 2033). For internal file transfer from one Follett department to another Follett department FTP can be used, but stores must use the SFTP connection.
