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Full Site Export/Termination

Michael Satterfield
Updated

Tickets get created by IC or Sales Support and an email gets sent to the Imaging Data Services Group. Verify that the email address recipient for this data return matches the email address within the Apteryx Sites Dash for this customer. Do not send data returns to unauthorized email addresses.

Requirements

Steps

  1. Assign the Zendesk ticket to yourself immediately, so that no other technician begins working on the same extract.

  2. Go to the ServiceTool portal, and Isolate the site for 24 hours.

  3. Once the site is isolated, go to the Commit tab, and commit the site. Wait until the commit completes before moving on to step 4.

  4. Go to VM1, and in your ServiceTool folder, create a new Text Document named <URL>.txt

    1. For example: 1234.Apteryx.net.txt

  5. Open the new text document you created, paste the URL of the site being extracted, and save the text document.

  6. Open the Windows Command Prompt and navigate to your ServiceTool folder via command line.

  7. ServiceTool Export process:

    1. For a full site extract, run the following command, replacing the <URL> with the URL to export: Apteryx.ServiceTool.exe export <URL>.txt

      1. The command line will ask for a StudyDate. For full extracts, leave this blank and hit enter.

      2. You will then be asked for Modalities. For full extracts, leave this blank and hit enter.

    2. For a specific office / OID export, do the following instead:

      1. Get a list of the Patient IDs for that specific office only.

      2. Copy the patient ID list, and paste it into a new Notepad++ file. The document should look similar to this:
        1234
        5678
        91011
        121314

      3. Within Notepad++, do the following commands, with Regular Expression enabled under Search Mode:

        1. Find/Replace step 1:

          1. Find: ^

          2. Replace: ,

        2. Find/Replace step 2:

          1. Find: $

          2. Replace: ,,,,,,

      4. The document should now look similar to this:
        ,1234,,,,,,
        ,5678,,,,,,
        ,91011,,,,,,
        ,121314,,,,,,

      5. Check the last line(s) of the document to make sure there are no extra / empty lines that don’t include an ID number (e.g. ,,,,,,, ). Remove those extra lines if they exist.

      6. Save this document as <url>.csv, for example: 1234.Apteryx.net.csv

      7. Copy this new csv file to your servicetool’s \input\ folder.

      8. Run the following command from the servicetool folder. Replace <URL> with the actual URL to export.

        1. Apteryx.ServiceTool.exe downloadpatients <URL>.txt

  8. The command will start to perform the extract. You can verify by checking the "output" folder in the ServiceTool folder. A new subfolder is created, with the folder name set to the URL of the extract.

  9. While the extract is happening, open your 7-Zip folder and open 7zFM.exe

  10. Navigate to the ServiceTool\output folder and right-click the folder that the export is dumping files into (usually has the name of the Apteryx Site) and select 7-zip > Add to Archive. Set up the Archive window to look like below. DO NOT CLICK OK until Step 23 below. Proceed through the next steps 11-22 while the data is exporting from Apteryx.
     

image-20250409-203224.png

  1. Generate a secure password at https://www.lastpass.com/features/password-generator#generatorTool using the following Criteria:

image-20250409-203259.png

  1. Make sure to paste the password into a text document where you can easily find the password again if needed in the near future. 

  2. In the Zendesk ticket, use the "Link Sent - SFTP Credentials" Macro to fill the composer box.

  3. Paste the 7-Zip password in the appropriate spot in the ticket:

image-20250409-203318.png

  1. While you have the ticket window open, fill in the UserID and Blob Container names you will be creating in a few moments.

    1. The Blob name will be the first part of the Apteryx URL. For example, http://customercare.Apteryx.net termination would have a blob name of customercare

    2. The UserID will be the name of the container with sftp at the beginning. Using the customercare example, it would be sftpcustomercare

    3. Continuing with the customercare example, the full text in the User ID section would be stsftpclxtractconvincent.customercare.sftpcustomercare

    4. The password for that user will be created in a few steps.

image-20250409-203347.png

  1. On the ServiceTool VM, open a browser and go to the following link:
    stsftpclxtractconvincent - Microsoft Azure

    1. It should look like this:

image-20250409-203407.png

  1. Click Add Local User at the top.

  2. In that Add local user window, past in the userid you created previously (e.g. sftpcustomercare) and click the SSH Password box. Click Next.

image-20250409-203427.png

  1. On the next page, click Create new and fill in the box with your Blob name (e.g. customercare) and click Ok.

image-20250409-203443.png

  1. Set permissions to All and click "Add"

image-20250409-203456.png

  1. A new window will pop up with the set SSH Password. Click the copy icon on the right side of the box. Paste this into the Password field in the Zendesk ticket.

image-20250409-203513.png

  1. Wait for the command line to report “Done!” on the export.

image-20250409-203530.png

  1. Once the export is done, go back to the “Add to Archive” window in 7-Zip that was setup in step 10 above. Click OK to start the zip process.

  2. The Archive window will close when it is complete.

  3. Using Azure Storage Explorer, upload the zip files to the container created earlier and send the Macro in the ticket when the upload completes. You may need to refresh the Storage Explorer container list (CTRL+R) to see the new container.