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Importing Module Attachments in Assure

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The Import Module Attachments function allows new and existing customers to transfer historic data including attachments into Assure, processed one module at a time. This functionality is primarily used during the implementation of a module, but may also be used to retrospectively add attachments to existing records.

The process requires the customer to supply specific data files and upload attachment files to an AWS S3 location. The Evotix Customer Implementation Consultant handles the import tooling and confirms completion. Attachments are mapped to Assure module records using either an AdditionalReference (for historic/new records) or a SheModuleId (for existing Assure records).

Important: Importing attachments is completed module by module. Each module's attachments must be imported as a separate process.

Prerequisites

Customer-side

  • WinSCP must be configured before uploading attachment files. WinSCP is used to connect to the AWS S3 location and upload attachment files. Refer to the knowledge base article: Uploading CSV files for the Data Import Tool on Assure (WinSCP, AWS S3). 
  • Historic data must be available and organised -- a CSV file of accident details including the historic reference used for each accident, and the attachment files required for each accident, must be prepared and ready to provide to Evotix. 
  • A mapping CSV must be prepared -- a CSV file that maps each attachment file name to the corresponding historic accident reference must be created before the import can proceed. 
  • An active Assure account(inferred) -- access to Assure is required to participate in the process, though the import itself is performed by the Evotix Customer Implementation Consultant.

Evotix-side (actions required before the customer upload step)

  • The AWS S3 location must be set up and provided to the customer. The S3 location is organised by module name (for example, Incident Event) and is set up by Evotix in advance. 
  • Evotix Customer Implementation Consultant engagement(inferred) -- the process requires the Evotix Customer Implementation team to import the historic accident details and the Evotix team to upload the mapping CSV to the Import Module Attachments area in Assure Settings. This process is not self-service. 

System configuration

  • Assure file size limit configured -- the maximum file size setting must be configured within Assure System Settings. Attachments exceeding this threshold will be skipped during import. (Confirm the configured value with your Evotix Customer Implementation Consultant before preparing attachment files.)

 

Overview and Use Case

A common use case is importing the last 12 months of accident data, including photographs, PDF witness statements, and other related information, for a new module. 
 
This article follows that scenario throughout as an illustrative example. The same steps apply to any Assure module.
 

Required Items

To import attachments into Assure, the following three items of information are required. Items 1 and 3 must be provided to Evotix. 

 

CSV Format Reference

CSV Column Definitions

The following columns are used in the mapping CSV file:
  • AdditionalReference: The column used to indicate the original historic customer accident reference.
  • SheModuleId: For existing customers, this is the specific Assure module record ID. If both SheModuleId and AdditionalReference are used in the same CSV file, SheModuleId takes priority.
  • DocumentName: The case-sensitive file name of the attachment. 

CSV Example - Historic Data (Using AdditionalReference)

Use this format when importing attachments and matching them to historic customer data that has been migrated into Assure.

Table Description automatically generated 

CSV Example - Existing Records (Using SheModuleId)

Use this format when importing attachments against records that already exist in Assure and have a known Assure module record ID.

Table Description automatically generated

Rule: If both AdditionalReference and SheModuleId are included in the CSV, SheModuleId will be the only column recognised and must be placed as the first column.

 

Steps

Step 1 - Evotix imports historic accident details into Assure

The Evotix Customer Implementation team imports the historic accident details using the CSV file from Required Items 1 to create incident records in Assure. This import also includes an AdditionalReference column so that, when importing attachments in subsequent steps, the correct attachments are aligned to the new Assure records.The AdditionalReference value is not visible in Assure.  

Step 2 - Customer uploads attachment files to the AWS S3 location

Upload all attachment files to the specified centralised S3 location. The S3 location is organised by module name (for example, Incident Event). These S3 locations will already be set up and provided to the customer. WinSCP must be configured before this step can be completed. For setup instructions, refer to the knowledge base article: Uploading CSV files for the Data Import Tool on Assure (WinSCP, AWS S3). 

Step 3 - Evotix uploads the mapping CSV and triggers the import

Once the attachments have been uploaded to the S3 location, the Evotix team takes the mapping CSV file (required item 3) and uploads it to the Import Module Attachments area in Assure Settings. The Evotix implementation team then requests that the import tool be run. 
 

Step 4 - Import completes and confirmation is communicated

Attachments that exceed the configured file size setting within Assure System Settings will be skipped during import. The Customer Implementation Consultant receives confirmation that the tool has completed the import and communicates this to the customer.

 

Import Module Attachments - Details Form

When uploading the mapping CSV in the Import Module Attachments area within Assure Settings, the Details form contains the following fields:
  • Title* (required): A text input field for the import title.
  • Module* (required): A dropdown field to select the target module.
  • Create Mapping From File?: An option to upload the mapping CSV file using a Choose File button.
Graphical user interface, application Description automatically generated
The form includes the following warning:
  • When importing and matching attachments to historic customer data, use Additional Reference.
  • When importing attachments for existing customer data, use SheModuleId.
  • If both are included in the CSV, SheModuleId will only be recognised and must be placed as the first column.
The form contains two action buttons: Save and Close and Cancel. 

 

Key Rules and Behaviours

  • Module by module only: Each module's attachments must be imported as a separate process.
  • File size limit: Attachments that exceed the configured file size setting within Assure System Settings will be skipped. 
  • DocumentName is case-sensitive: The DocumentName column contains the case-sensitive file name of the attachment. File names in the CSV must exactly match the uploaded attachment file names. 
  • SheModuleId takes priority: If both SheModuleId and AdditionalReference are used in the same CSV file, SheModuleId will take priority. 
  • AdditionalReference is internal only: The AdditionalReference value is not visible in Assure.

 

AI Metadata

  • Product Area: Assure -- System Configuration / Data Import
  • User Role: Customer (data preparer); Customer Implementation Consultant (Evotix-side); System Administrator
  • Tags: import, attachments, module attachments, historic data, CSV, S3, WinSCP, data migration, implementation, SheModuleId, AdditionalReference, DocumentName
  • Version/Region: Not specified
  • Important synonyms: Module Attachments Import, Attachment Import Tool, historic data import, document import, file import, bulk attachment upload
  • Suggested embedding keywords: import module attachments, import attachments Assure, CSV mapping file, SheModuleId, AdditionalReference, attachment upload S3, WinSCP S3 upload, import historic attachments, bulk attach documents
  • Relevant modules and cross-module implications: This process is applicable to any Assure module (e.g., Incident Event, Risk Assessment). The workflow spans the Data Import Tool, Assure System Settings (Import Module Attachments area), and AWS S3 storage (accessed via WinSCP). The process requires co-ordination between the customer and the Evotix Customer Implementation Consultant. Cross-module: the attachment import process is independent per module -- each module's attachments must be imported separately.
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