| Pre-requisites: n/a |
Topics Covered
Importing Diplomatic Notes From Your Legacy System
Target Users
Post Administrators
Required Permissions
Post Administrator
Introduction
Post administrators have the ability to import diplomatic notes from their legacy system (i.e. SharePoint or locally developed applications) to the DipNotes application.
Importing Incoming or Outgoing Diplomatic Notes
1. Downloading the template for importing notes
From the left navigation bar, click Admin -> Import DipNotes.
From the Import DipNotes page. Locate "Templates Available for you to use:" then select the desired templates from the following options: Outgoing Template for outgoing diplomatic notes & Incoming Template for incoming diplomatic notes.
Clicking the link allows users to download the appropriate Excel file.
When the user clicks Outgoing Template, user will download the Outgoing.xlsx file that allows them to enter the Outgoing Diplomatic Note information.
Clicking Incoming Template downloads the Incoming.xlsx.
2. Populating and uploading the template
When the user opens the Outgoing Template (Outgoing.xlsx file), user needs to fill out the following:
* Required fields
| COLUMN | DESCRIPTION |
| Number * | Sequential number |
| Year * |
Combination of year and number must be unique; Value cannot be greater than the current year |
| DipNote Number * | Must be unique |
| Subject * | Subject of the diplomatic note |
| SendDate * | Follows the format mm/dd/yyyy |
| IsPII * | Yes or No value only |
| MRN | Message Reference Number |
| Summary | Summary of the diplomatic note |
| Classification * | Unclassified or SBU value only |
| Recipient Email Address * | Must exist in My Incoming DipNotes > Contacts menu |
| Office * | Must exist in Admin > Offices |
| Official File Name * |
Filename must be unique in Outgoing Notes menu; Filename length must be less than 65 characters including file extension |
| Drafter | The name of the drafter |
When the user opens the Incoming Template (Incoming.xlsx file), user needs to fill out the following:
* Required fields
| COLUMN | DESCRIPTION |
| Year * | Cannot be greater than the current year |
| DipNote Number * | Can be repeated / Not unique |
| Subject * | Subject of the diplomatic note |
| Date Received * | Follows the format mm/dd/yyyy |
| IsPII * | Yes or No value only |
| MRN | Message Reference Number |
| Office * | Must exist in Admin > Offices |
| Official File Name * |
Filename length must be less than 65 characters including the file extension; Accepts *pdf files only; Filename must be unique in all imported incoming notes |
Once the excel file has been populated with the diplomatic notes information, save the file.
3. Upload the template
From the Import DipNotes page. Locate "Upload Your Excel Template:" then click the SELECT YOUR TEMPLATE HERE button.
This will navigate the users to the Upload Your Excel Template window.
From the Upload Your Excel Template window -> Choose File -> select the Excel file from the File Explorer -> Open.
This will redirect the user to the Import DipNotes page.
Locate to Upload Your Excel Template then click the IMPORT DIPNOTES button.
4. Uploading the official diplomatic note files
From the Import DipNotes page, click the GO TO IMPORT FILES PAGE button.
Once clicked, user will receive a System Message pop-up window.
Click the YES button to confirm.
Related Article
For additional help, please contact ISC at Post or ADG Support by selecting the ‘Submit a request’ button at the top of the page or by emailing adg-support@state.gov.
Visit the Global Application Portal (GAP) for the latest news and information on all the ADG's applications.
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