Server Setup
SFTP in eCourtDate has two parts that work together:
- A Server is the source of files: an eCourtDate managed server, the agency's own external SFTP server, or an S3 bucket.
- An SFTP Profile tells eCourtDate which directory on that source to watch, which Upload Template to process files through, and how often to sync.
Create the server first, then create one or more SFTP Profiles against it. Both are managed in the Console.
Have the following ready:
- For an external SFTP server: the host or IP address, username, and password or SSH key.
- For an S3 bucket: the bucket name, region, and access key credentials.
- For a managed server: nothing in advance. eCourtDate provisions it. See Managed Server.
- A directory to watch on the source where the case management system places export files.
- An Upload Template that maps file columns to eCourtDate fields. Create it within the active agency in the Agency app, then select it on the SFTP Profile.
Step 1: Create a Server
In the Console, open the Servers area and click Create Server. Fill in:
- Name: a label for the server (for example,
County Court SFTP). - Type: SFTP or S3.
- Managed: leave checked to have eCourtDate host the server on AWS GovCloud. Uncheck it to connect to a source the agency operates.
- Agency: the agency the server belongs to.
Managed server
Leave Managed checked and choose SFTP. eCourtDate provisions the server, its SSH key, and its firewall. Then find the server's IP in the Console, allowlist the connecting IP, and download the key. See Managed Server for the full walkthrough.
External SFTP server
Uncheck Managed and choose SFTP. After creating the server, open it and complete the connection settings on the Settings tab:
| Field | Description |
|---|---|
| Host or IP Address | The hostname or IP address of the SFTP server. |
| Username | The login username on the server. |
| Port | The SSH port. Default: 22. |
| Timeout | Connection timeout in seconds. Default: 30. |
| Source Directory | The root directory on the server to watch. |
| Private Key File | Upload the SSH private key (.pem), or set a password. |
eCourtDate connects to the server from a fixed set of IP addresses. The Console shows these under Whitelist IP Addresses on the server's Overview tab. Allowlist the values shown in the Console on the server's firewall so eCourtDate can connect.
S3 bucket
Choose S3 as the type. After creating the server, complete the bucket settings on the Settings tab, including the bucket name, region, access key, secret key, and an optional path. The IAM credentials must allow listing, reading, and writing objects on the bucket (and deleting, when Delete File After Upload is enabled).
Step 2: Create an SFTP Profile
Open the SFTPs area and click Create SFTP Profile. Choose the Agency, then click Create. Open the new profile and configure it on the Settings tab:
| Field | Description |
|---|---|
| SFTP Name | A label for this profile. |
| Source Directory | The directory on the source to watch for new files. |
| Upload Template | The Upload Template that maps file columns to eCourtDate fields. |
| Filename Keyword | Include filter. Only files whose name contains this keyword are picked up. |
| Filename Blockword | Exclude filter. Files whose name contains this word are skipped. |
| Max Files per Upload | Maximum number of files to process per sync cycle. Default: 1. |
| Delete File After Upload | When enabled, the source file is removed after successful processing. Default: enabled. |
| Skip Processing (Preview Files) | When enabled, files are retrieved but not processed through the template. Useful for previewing what will be picked up. |
| On-Failure Notification Contacts | Comma-separated emails or phone numbers to notify when a sync fails. |
| On-Success Notification Contacts | Comma-separated emails or phone numbers to notify on a successful sync. |
| Failure Grace Period | Hours to wait before sending a failure notification. Default: 24. |
A profile connects to its source in one of two ways:
- Linked to a server: select an eCourtDate server. The connection details come from the server. The profile shows a Server badge.
- Manual: enter the Host or IP Address, Username, Password or SSH Private Key, Port, and Timeout directly on the profile. The profile shows a Manual badge.
Create multiple profiles to route different file types or directories to different Upload Templates. See Directory Structure for recommended layouts.
Step 3: Enable Auto Sync
Toggle Auto Sync Enabled on the profile. The Console notes that it "automatically checks for new files and reports every hour." When enabled, eCourtDate checks the source once per hour for files matching the profile's keyword and blockword filters.
After enabling Auto Sync:
- Place a test file in the source directory.
- Use Test Connection on the profile to confirm eCourtDate can reach the source.
- Wait for the next sync cycle (up to one hour).
- Open the profile's Files tab to confirm the file was retrieved.
- Check the corresponding Upload for processing results.
See Auto Sync and Downloads for scheduling guidance.
Need help? Open a support ticket in the Console using the Help button in the bottom-right corner.