Auto-Sync & Downloads
Auto-Sync is the automated file retrieval mechanism of SFTP. When enabled, eCourtDate checks the remote server or S3 bucket once per hour for new files and processes them through the linked Upload Template.
How Auto-Sync Works
- At each sync cycle, eCourtDate connects to the remote server using the credentials stored on the server record.
- It scans each SFTP Profile's source directory for files matching the Keyword filter and not matching the Blockword filter.
- Files that have already been uploaded are automatically skipped.
- New files are downloaded, processed through the associated Upload Template, and logged in the Console.
Note: Expect up to a 1-hour delay between when a file is placed on the remote server and when it is processed by eCourtDate.
Recommended Schedules
Coordinate the case management system's export schedule with the Auto-Sync cycle. All times should be based on the agency's local timezone.
Two rules shape every recommendation below:
- Export after the period's work is done. An export that runs before staff finish entering data sends a partial picture. Schedule it late enough that continuances, resets, new settings, cancellations, and dispositions entered during business hours are all in the file.
- Export at the start of an hour. This gives Auto-Sync the full cycle window to discover and process the file rather than racing the next check.
| Frequency | Recommended Export Time | Notes |
|---|---|---|
| Hourly | Start of each hour (e.g., 9:00, 10:00) | Best for near-real-time feeds. |
| Nightly | 10:00 PM or 11:00 PM | Recommended for most case management system feeds. Captures the full day of activity, and Auto-Sync processes the file overnight so records are in place before staff arrive. |
| Weekly | 10:00 PM or 11:00 PM Sunday | Captures the week through Sunday. Records are in place Monday morning. |
| Monthly | 1:00 AM on the first day of the month | Captures the completed prior month. Best for reconciliation files. |
Schedule the run at 10:00 PM or 11:00 PM rather than 11:45 PM. A job that starts just before midnight and slips past it computes any date-based window, such as "hearings in the next 30 days", from the following date, which shifts the range of records in the file by a day.
Delete File After Upload
Enable the Delete File After Upload toggle on the SFTP Profile to automatically remove files from the remote server after they have been successfully processed. This reduces clutter and prevents confusion over which files have already been picked up.
If preferred to keep source files for the agency's own records, leave this setting disabled. eCourtDate will still skip previously uploaded files on subsequent sync cycles.
Delivering Reports to the Server
In addition to retrieving files, an SFTP Profile can deliver eCourtDate reports back to the server. Configure these fields on the profile:
| Field | Description |
|---|---|
| Download Report | The report to deliver to the server on each sync cycle. |
| Download Directory | The directory on the server where the report is placed. This directory must exist on the server. |
| Skip Past Reports | When enabled, only new report output is delivered, rather than re-delivering past results. Enabled by default. |
If the Download Directory does not exist on the server, the Console shows an error when checking for downloads. Create the directory first, or adjust the path.
Monitoring
After Auto Sync runs, verify results in the Console:
- Navigate to Console > SFTPs and select the SFTP Profile.
- Open the Files tab to confirm that new files were retrieved.
- Open the linked Upload to review processing status and any row-level errors.
Need help? Open a support ticket in the Console using the Help button in the bottom-right corner.