melissa-uploader/README.md

Melissa Uploader

Automated upload tool for practice exports. Uploads insurance PDFs and patient files to the correct FTP/SFTP servers for each practice, then archives what was sent.

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First-time setup

1. Double-click setup.bat — this downloads WinSCP (needed for uploading)
2. Set up your entity folders (see below)
3. Double-click run-all.bat each day after running the PT STMT rename script

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Daily workflow

1. Run the PT STMT rename script manually (as usual)
2. Double-click run-all.bat to upload everything
3. Check the window for any failures — failed files stay in place for retry

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Folder layout

run-all.bat                        <- double-click to run everything
engine.ps1
setup.bat
WinSCP\                            <- created by setup.bat automatically
Entities\
  CAMBS\
    entity.json                    <- server details for this entity
    run.bat                        <- double-click to run just CAMBS
    Export1\
      AJMAT\
        practice.json              <- only needed if AJMAT has its own FTP login
        20260629\                  <- today's insurance PDFs go here
        Archive sent to FTP\       <- uploaded date folders move here
        Patient\
          Export\
            PT STMT_20260629\      <- created by rename script
            Archive Sent to FTP\   <- uploaded patient folders move here
      CIIR\
        ...
  CONSensio\
    entity.json
    ...

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The two config files

There are two JSON files, and they work together — one sets the defaults for the whole entity, the other overrides just what's different for one practice.

• entity.json — lives in the entity folder (e.g. Entities\CAMBS\entity.json). Required. This is the default server info used by every practice under that entity: which server, which login, which folder paths.
• practice.json — lives inside one practice's folder (e.g. Entities\CAMBS\Export1\AJMAT\practice.json). Optional — only add it if a practice needs something different from entity.json. Whatever fields you put in here replace the matching field from entity.json for that practice only; anything you leave out still comes from entity.json.

Common reasons to add a practice.json:

• The practice has its own separate FTP/SFTP login instead of the shared one
• The practice's files need to go to a different folder path on the server than the standard {practice} pattern (e.g. the imaging vendor set it up with a different folder name, or a nonstandard structure) — override insurance_path, pdf_path, and/or patient_path to whatever that practice actually needs

You can mix and match — e.g. override just pdf_path for one practice and leave its login and every other path alone.

entity.json

1. Create a folder under Entities\ with the entity name (e.g. Entities\CAMBS\)
2. Copy run.bat into it
3. Create entity.json in that folder — copy from Entities\EXAMPLE\entity.json and fill in:

Setting	What to put
workflow	insurance if no patient files, insurance+patient if both
insurance_file_type	Optional, defaults to pdf. Set to tif for an entity whose imaging system exports the daily insurance/PT STMT files as TIFs instead of PDFs (e.g. CAMBS, RMI, CONSENSIO, INLAND)
ftps.host	FTP server address
ftps.username	FTP username (shared across all practices)
ftps.password	FTP password
ftps.tls	true for FTPS (secure), false for plain FTP
ftps.insurance_path	Remote path for insurance PDFs — keep {practice} in it
ftps.pdf_path	Remote path for PT STMT PDFs — keep {practice} in it
sftp.host	SFTP server (only needed if workflow is insurance+patient)
sftp.username	SFTP username
sftp.password	SFTP password
sftp.patient_path	Remote path for patient files — keep {practice} in it

4. Create the Export1\ folder and a subfolder for each practice inside the entity folder

{practice} in any path gets automatically replaced with that practice's folder name — so one entity.json can serve every practice as long as they all follow the same folder-naming pattern on the server.

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practice.json — overriding one practice

If one practice needs a different login, a different folder path, or both:

1. Create a practice.json file inside that practice's folder
2. Copy from Entities\EXAMPLE\Export1\PRACTICE_NAME\practice.json
3. Delete every line you don't need to change — keep only the fields that differ for this practice. Everything you delete falls back to entity.json.

Example — this practice only has its own PDF folder name, nothing else differs:

{
  "ftps": {
    "pdf_path": "/{practice}/PDF_Statements_Custom"
  }
}

Example — this practice has its own SFTP login but uses the same paths as everyone else:

{
  "sftp": {
    "username": "ajmat-sftp-user",
    "password": "ajmat-sftp-pass"
  }
}

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Something went wrong?

• Files failed to upload — they stay in the date folder. Fix the issue and run again.
• A date folder is still there after running — one or more files failed. Check the output window.
• WinSCP error on startup — run setup.bat again to re-download WinSCP.