Introduction to importing and exporting in ReflexBlue

Introduction

In ReflexBlue, you can exchange data by importing or exporting it. This saves a lot of time, for example when setting up a new administration, because you can quickly import data. By exporting data, you can provide external systems with information from your ReflexBlue administration.

You import and export data based on import/export definitions. You create these definitions in the Import/Export Definitions overview screen in the ReflexBlue Desktop Client. They are created and managed per administration.

Because ReflexBlue is a cloud application, the locally installed ReflexBlue Import/Export Service provides the connection between your local network and the cloud. This way, import and export files can be exchanged securely.

Import/export definitions are linked to synchronizations via the ReflexBlue Import/Export Service. The service automatically checks the local import folders for new files and uploads them to the ReflexBlue Application Server for import into your administration. Files that have already been uploaded are moved to an archive folder. If new exported files are available in your administration, the service downloads them and places them in the local export folders.

You can also download export files that have been prepared during an export via the ReflexBlue Desktop Client. To do this, open the import/export in the Import/Export detail screen and select the download option in the Files tab.

The entire process is schematically shown as follows:

Imports/Exports in ReflexBlue

Every time you use an import/export definition to import or export data, ReflexBlue creates an import/export. This contains the files to be exchanged and the configuration from the corresponding import/export definition.

Each import/export has a status indicating the progress of the process. The table below shows the possible statuses.

An import/export consists of one or more block definitions. A block definition is a logical, independent part of the import or export process that must be executed. The number of block definitions depends on the type of import/export definition.

Block definitions are executed in order and each has its own status:

• New: The block definition is new and has not yet been executed.
• Active: The block definition is being executed.
• Recovering: Execution is being recovered after an error.
• Has errors: A fatal error occurred, stopping execution. Check the log messages for more information.
• Completed: The block definition was executed successfully.

Viewing and managing imports/exports

In the Imports/Exports overview screen in the ReflexBlue Desktop Client, you can monitor and manage all imports/exports. Here you see the progress and status per import/export. You can also re-execute an import, for example if the first attempt failed due to a configuration error in the import/export definition.

Cleaning up imports/exports

Executed imports/exports can be automatically cleaned up periodically using Scheduled tasks in ReflexBlue. The task Clean up Import/Export Tasks is available for this.

Automatically executing exports with scheduled tasks

Do you want an export to be executed automatically at fixed times? Use Scheduled tasks in ReflexBlue.

Follow these steps to execute an export automatically:

1. Open the overview screen for Scheduled tasks in ReflexBlue.
2. Add a new task and choose Execute Export Import/Export Definition.
3. Set the desired schedule for when the export should be executed.
4. Link the correct export definition to the task.
5. Save the task.

The selected export will now be executed automatically at the scheduled time.

The import process

The import process consists of several components. The table below gives an overview.

The export process

The export process also consists of several components. The table below gives an overview.

Flexible and scalable setup

The way importing and exporting is designed in ReflexBlue makes the system flexible and scalable. You can adapt the connections and infrastructure for synchronizing data to your own situation.

For example, you can install multiple ReflexBlue Import/Export Services for one or more administrations. This allows you to synchronize data from different locations or environments simultaneously.

Examples of situations:

• A head office exchanging data with multiple external systems.
• Different branches each using their own ReflexBlue Import/Export Service.
• Remote workers using a personal ReflexBlue Import/Export Service to import or export data.