In this article, we will delve into two distinct yet interconnected subjects: the Image Delivery Extract and the Historical Image Delivery Extract. These two powerful services bring a blend of modern efficiency and a nostalgic glimpse into the past. Let's explore how they work hand in hand to cater to your needs, whether it's about managing current image assets or unearthing historical treasures from the archives.
- Image Delivery Extract: An ongoing service designed to provide you with batches of images. These images are included within your entity, and the best part – this service comes at no cost!
However, please ensure that your FTP service is enabled, as this is the only way we can deliver the images. If you're missing Concur FTP, feel free to reach out to your Account Manager. Please note that obtaining Concur FTP might involve a billable project.
This service is exclusively available for customers with the Professional Edition, specifically for Production instances without any feature restrictions. If you're transitioning from "Standard" to "Professional," you can also set up the Image Delivery Extract. For those still on the "Standard" platform please reach out to your Account Manager to explore different options.
Keep in mind that the "Image Delivery Extract" job will begin capturing images from the moment it's set up and moving forward. To access historical images, take a look at the "Historical Image Delivery Extract" on this article.
Technical Details:
The scheduling of the "Image Delivery Extract" job usually aligns with your Standard Accounting Extract schedule for your convenience and the service provides batches of image files (.png, .jpg, .jpeg, .pdf, .html, .tif, .tiff) linked to reports or invoices marked as 'Sent For Payment'.
It includes various image types such as Receipts, Invoices, eReceipts, and W9 forms. This service covers all modules (expense, invoice, etc.) and includes images submitted via fax, file uploads, or mobile attachments. Orphaned files from deleted reports won't be included. The job operates daily and delivers encrypted .ZIP files to your FTP site. If no images are found, an empty file is delivered with a specific name. The file size limit is 5 MB per image, and the total zip size can't exceed 500 MB. Larger files result in sequentially numbered ZIPs.
How to Activate the Service?
Please use the article How to Open a Case for Extract Services? and describe the need to activate the Image Delivery Extract, our analysts will be in contact with your company afterwards to proceed with the activation of the service.
- Historical Image Delivery Extract
This service is tailored for situations when there is a need for a comprehensive retrieval of historical images – potentially filtered by specific entities or groups, this is a billable service.
Our dedicated MBS-MIS Team will work closely with your Account Manager to provide an estimated timeframe for this project, which will provide us with the needed information to proceed with the calculation of hours that will be needed to create the project and deliver the images.
Technical Details:
This service covers all modules (expense, invoice, etc.) and includes images submitted via fax, file uploads, or mobile attachments. The job will run once, based on the project details, and will deliver encrypted .ZIP files to your FTP or temporary WebShare folder. There is no file size limit per image, however the the total zip size can't exceed 500 MB. Larger files result in sequentially numbered ZIPs.
Accompanying each ZIP file is a .csv document enumerating the identifiers of the images contained within. Unlike the Image Delivery Extract , the historical dump offers a broader collection of images associated with reports and invoices stored in the database. This might encompass redundant, unused, or partially uploaded images.
How to Activate the Service?
Please use the article How to Open a Case for Extract Services? and describe the need to activate to extract the historical images, use the description field with the following details:
- Start and End Date for the Historical Images
- Additional Specific Filter for the Historical Images (If all site images are needed then this is not needed)
- Estimated Time to Have the Images
With those information's our analysts will start the engagement with your Account Manager to start the Sales Order Form and the Project creation. (Please note that the Sales Order Form and the Project need to be created before the images are delivered, the usual process takes around 4 weeks to be completed)
