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Autoloader Overview

Updated

The Autoloader feature automatically creates and updates SmartSimple records using data extracted from an external file. When a file is added to a designated SmartFolder or Configuration Folder, the Autoloader detects it, processes the upload, and logs the results.

Who: Global User Administrators who manage data imports from external systems into SmartSimple

When to Use Autoloaders

Use Autoloaders when:

  • Syncing external HR, financial, or organizational data with SmartSimple records on a recurring or scheduled basis.
  • Bulk-updating companies, contacts, UTA/module Level 1, Level 2, or Level 3 records, notes, or associations without manual data entry.
  • Automating data imports from a remote source, such as an SFTP server, HTTP endpoint, SOAP service, or OData feed, on a defined schedule.

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How Autoloaders Work

The Autoloader monitors a designated SmartFolder or Configuration Folder for new files. When a file is added, the Autoloader processes it and updates the corresponding database records. A log file is generated after each run, and optional email notifications can alert designated users of the results.

Key behaviors:

  • Once a file is processed, it cannot be reprocessed unless a new file with the same name is added to the folder.
  • An Autoloader can create new records, update existing records, or both.
  • When settings are applied to update matching records based on unique ID selected field values, each record in the uploaded file updates the corresponding record in the database.
  • If a new version of the file is added, the Autoloader processes it as a new upload.

Autoloaders can upload data to: companies, contacts, Universal Tracking Application (UTA) Level 1, Level 2, or Level 3 records, notes, and associations.

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Prerequisites

  • The Global User Administrator role is required to access and configure Autoloaders.
  • The user uploading the file must have write permissions for the designated folder.
  • The upload folder must be restricted to file uploads only, the Autoloader processes every file added to the folder.

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SmartFolder and Configuration Folder Setup

Any SmartFolder or Configuration Folder can serve as the source for an Autoloader, but it must be used exclusively for that Autoloader. Every file uploaded to the folder is processed, including incorrectly formatted files, which may result in data loss or invalid records.

IMPORTANT  Permission and label the SmartFolder or Configuration Folder carefully. Only authorized contacts should have access to upload files for autoloading.
  • Restrict folder access to authorized contacts only.
  • Position all Autoloader-enabled folders within a parent folder named Autoloader with role-restricted access to reduce the risk of unintended file uploads.
  • When creating a new Configuration Folder, set the Folder Type to Autoloader/Export Storage.

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Resources

For more information about Autoloaders, see:

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Helpful Links