Using ILIA

Applies to: IT personnel and System admins responsible for ILIA in your organization

This article explains how to use ILIA.

Important! Reference information is located in the ILIA Reference Guide. This guide includes sample XML files, a data dictionary, troubleshooting information, and instructions on updating configuration settings in the WSB.Config file.

Note: The terms VDR and exchange are used interchangeably in Intralinks products.

Capabilities

You can perform the following activities using the Integration Adapter:

Create a VDR.
Add documents to Intralinks VDRs, permission them to groups and individuals, and provide email notification to a fixed or variable list of users.
Update documents, folders and groups in a VDR.
Set the current user’s access to the VDR as public or private.
Add groups and users to a VDR.
Assign values to custom fields on VDRs, groups, and documents.
Assign, change, and remove permissions to and from documents, folders, and subfolders.
Remove users from a specified VDR and send an email alerting them and providing a reason.
Remove groups and members from a VDR.
Remove files or folders.
Download documents and meta-information from Intralinks to a selected location.
Download deleted files from an Intralinks VDR.
Download a Document-centric report showing the contents of requested VDRs as well as their hierarchies.
Download a User-centric report showing information about VDRs, groups, and users (including removed users)
Download a customized Access report providing information about access to documents, users, and groups, including alert information.
Configure settings to clear all content older than a specified number of days from the Archive and/or Output folders.
Configure setting to clear successfully uploaded files from the local folder specified in the input file.
Rollback uploaded documents processed in an Input XML file.
Synchronize groups and users on Intralinks VDRs to match the groups and users in your organization’s back-end system.
View the status of files that are currently being processed.
Apply or update the sort order of documents and folders on an Intralinks VDR
Update metadata for existing VDRs
- Assign values to VDR custom fields.
- Update the configuration of custom fields at the VDR level, group level and document level, and publish custom fields.
- Update VDR phase.

How to create and load an XML file

Create an XML file

To use the Integration Adapter effectively, you will need to integrate it with any back-end systems you are currently using for customer management or for storing documents. The only requirement is that you generate XML files programmatically, in the schema required by our system. All of the data can be output in a single XML file or in multiple XML files, if that is more convenient. The rules for formatting XML files for use with the Integration Adapter are provided in the next two chapters, along with some sample files.

The input file

When you configure the Integration Adapter, you must specify the name of the XML input file you will be using and the directory you will place it in. The name you assign to the XML file is used by the Integration Adapter to locate and process the file.

If no input filename is specified in the Configuration Manager, all XML files placed in the input folder will be processed by ILIA. Otherwise, ILIA will process only input files whose names match that given in the Configuration Manager. (See Configuring the Intralinks Integration Adapter.)

Note that If the name you enter in the Configuration Manager and the name of the XML file you create don’t match, the Integration Adapter will be unable to process your input file.

Load an XML file

To initiate processing, simply place your XML file in the folder you specified in the Configuration Manager. The Integration Adapter continually monitors the input folder for new XML input. When it identifies a new XML file, the Integration Adapter uploads the contents of the file automatically for processing, removing it from the folder. Multiple files can be placed in the input folder but the input queue can process only one file at a time.

You also have the option to use a High Priority folder. If a specific file needs to be processed before other input files already in the input folder, it can be placed in a High Priority folder. The High Priority folder is specified in the Input Folder option of the ILIA Configuration Manager.

XML Validation

When you submit an input file for processing, ILIA will validate your XML according to the schema definitions specified in Chapter 7: ILIA Data Dictionary. If your file is not properly formatted, you will receive an error message indicating the line(s) and position(s) of the errors. The validation process will proof your input files before they are submitted for processing, saving time and processing resources.
Note: XML should be in UTF-8 format.

How to view the status of files being processed

View the status of the files being processed

The Process Monitor allows you to view the status of files that are currently being processed by ILIA. Files displayed in the Process Monitor are in one of the following states:

Currently being processed
Waiting to be processed
Already processed*

* The Process Monitor is not a history log. Processed files are removed once you close the Process Monitor. The Output file (explained below) is used as a history log.

To access the Process Monitor, go to Start > Intralinks > Intralinks Integration Adapter
and click ILIA Process Status Application. The ILIA Process Monitor opens.

Top Window

When you input an XML file for processing its name will appear here. When it is first submitted it will have an .xml suffix. Once it is ready for processing, the suffix will change to .log. Highlight a file to see its details, shown in the bottom window.

File—Name of file submitted to the input folder or Priority queue.
Submitted On—Date and time the file was submitted.
Status—Waiting, Initializing, Staging, Staged, In Progress, Completed, Partially Completed, Failed, Canceled.
Progress—Indicates visually how much of the job has been completed.
Completed On—The date and time processing was completed.
Result—Opens the output file (see Checking the output file).

Bottom window

Shows the details for each operation performed on the file highlighted in the top window.

File—Shows file name selected in the top window.
Machine—The name of the computer that is processing the file.
User ID—Person who submitted the XML file.
Step—Lists a number for each operation performed on the file.
Operation—Add, Update, Copy, Move, Delete, Download.
Type—Document, Exchange, Folder, Group, User
Name—The name of the type shown (document, VDR, etc.)
Status—Pending, In Progress, Created, Complete, Partial, Error.
Progress—Indicates visually how much of the operation has been completed.

Configure email notifications

The Integration Adapter can provide status information on your job at various stages in the process via email. You specify your notification recipients and preferences using the Configuration Manager. (You can also send notifications via you XML input file. These settings will override the settings in the Configuration Manager.)

The alert options are:

On job initiation
On error
On successful completion
Always (on any of the three conditions above).

Sample email notifications

On Job Initiation

A new Input XML file is being processed by the Intralinks Integration Adapter. User: user@Intralinks.com
Batch ID: 1001
Job ID: 1
Operation Type: Create
Workspace ID: 333434
Workspace Name:

On Error

Unable to login user user@Intralinks.com
Error: Login Failed

On Successful Completion

An Input XML file has been processed by the Intralinks Integration Adapter.
Report Description:

Process Date / Time: Wednesday, October 14, 2009 9:30:43 AM Archive Input File: C:\Intralinks\Intralinks EIS Service\Archive Files\NewUsers_input.xml 10.14.2009 9.30.43 AM.xml Batch ID: 1001 Job ID: 1 Job Status: Completed Operation Type: Create Workspace ID: 333434 Workspace Name: User’s workspace
Description:
Status: Completed

How to check the output file

When you configure the Integration Adapter, you must specify the name of the XML output file and the directory you want it placed in.

After processing, this file will contain information about all the actions performed by the Integration Adapter, plus any errors that may have occurred during processing. Users must have write access to the location where the output file will be created.

Sample output files

On error

<?xml version="1.0" encoding="utf-8"?>

</Workspace>

</Job>

</Batch>

</ProcessReport>

On successful completion

<ProcessReport xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema" ProcessingDateTime="2010-11- 02T17:56:18.500367-04:00" Description=""

InputFileArchive="C:\temp\CSA\Archive\Archive 11.2.2010 5.56.18 PM.xml" MachineID="BOSDVDSK110">

<Batch>

</Workspace>

</Job>

</Batch>

</ProcessReport>

In the event of a network disconnection

If you lose your Internet connection while ILIA is processing an XML file, you will receive an email informing you of the failure, if you have configured email notification on failure (see above). However, the XML Output file will not indicate which operations were completed, if any, prior to the network failure. ILIA does not resume processing your XML file after a network disconnection. You will need to log in to Intralinks VDRPro and inspect your VDRs to identify what has changed.

How to check the archive folder

After an XML file is processed, successfully or not, it is moved to the Archive folder. This is your repository for jobs that have been submitted and processed.

The Archive folder location is set using the Configuration Manager. Users must have write access to this location.