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 tiff_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 your real values. A complete file looks like this:

{
  "workflow": "insurance+patient",
  "insurance_file_type": "pdf",

  "ftps": {
    "host": "ftp.example.com",
    "port": 21,
    "tls": true,
    "username": "shared-username",
    "password": "shared-password",
    "tiff_path": "/{practice}/Insurance",
    "pdf_path": "/{practice}/PDF"
  },

  "sftp": {
    "host": "sftp.example.com",
    "port": 22,
    "username": "shared-username",
    "password": "shared-password",
    "patient_path": "/{practice}/Patient"
  }
}

Setting	Required?	What to put
workflow	Yes	insurance if no patient files, insurance+patient if both
insurance_file_type	No (defaults to pdf)	Set to tif for an entity whose imaging system exports the daily files as TIFs instead of PDFs (CAMBS, RMI, CONSENSIO, INLAND). Goes at the top level, next to workflow — NOT inside ftps
ftps.host	Yes	FTP server address
ftps.port	No (defaults to 21)	FTP port, only if not 21
ftps.tls	Yes	true for FTPS (secure), false for plain FTP
ftps.username	Yes	FTP username (shared across all practices)
ftps.password	Yes	FTP password
ftps.tiff_path	Yes	Remote folder for insurance files — keep {practice} in it. (The older name insurance_path still works too)
ftps.pdf_path	Yes	Remote folder for PT STMT files — keep {practice} in it
sftp.host	Only if insurance+patient	SFTP server address
sftp.port	No (defaults to 22)	SFTP port, only if not 22
sftp.username	Only if insurance+patient	SFTP username
sftp.password	Only if insurance+patient	SFTP password
sftp.patient_path	Only if insurance+patient	Remote folder 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.

Every "Yes" field must be present in entity.json unless every single practice under the entity supplies it in its own practice.json. If a required field is missing or blank, the run stops that practice with a CONFIG ERROR message naming exactly which fields it couldn't find — nothing uploads and nothing archives for that practice until it's fixed.

Editing JSON — the rules that bite:

• Key names must match exactly (all lowercase, underscores): host, not hostname; username, not user; tiff_path, not tiffpath
• Every "key": "value" pair ends with a comma except the last one in its block — a missing or extra comma breaks the whole file
• Keep values inside straight double quotes ("). Avoid editing in Word or anything that turns quotes curly — use Notepad
• port numbers and tls true/false do not get quotes; everything else does

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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 (next to its date folders, e.g. Entities\CAMBS\Export1\AJMAT\practice.json)
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.

The field names are the same ones as entity.json, wrapped in the same ftps / sftp sections. A practice.json can also add a field that entity.json doesn't have at all — e.g. if entity.json has no tiff_path because every practice's path is different, each practice's practice.json can carry its own.

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"
  }
}

Example — this practice has completely different remote folders for everything:

{
  "ftps": {
    "tiff_path": "/SpecialFolder/Claims",
    "pdf_path": "/SpecialFolder/Statements"
  },
  "sftp": {
    "patient_path": "/SpecialFolder/Patients"
  }
}

Note: a practice.json never needs workflow or insurance_file_type — those are entity-wide only.

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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.
• CONFIG ERROR: entity.json is missing or has blank: ... — the fields it lists couldn't be found in that entity's entity.json (or the practice's practice.json). Open the file and check those exact key names against the example above — a typo in the key name counts as missing.
• No .pdf files in <date>\ but the folder isn't empty — the files in the date folder are probably TIFs. Add "insurance_file_type": "tif", at the top level of that entity's entity.json (right under workflow).
• Every field shows missing at once — the section name itself is probably wrong (must be exactly ftps / sftp), or the file's structure got damaged while editing. Compare the overall shape against Entities\EXAMPLE\entity.json.
• The startup banner shows the wrong file type — the banner line (Entity: ... | File type: .pdf | ...) shows what was actually read from entity.json, so it's the quickest way to confirm your edit took effect.