While CAVO® has a robust API, we also allow organizations to load documents by sending files to an SFTP server with a standard filenaming convention. This document will describe the procedure for properly naming documents so they end up in the correct case.
The document naming convention requires 3 segments separated by a _ character and terminated with the file extension.
facility_encounter_filename.pdf
To submit a document named test.pdf to case 1234 / 5678 , you would name the file:
1234_5678_test.pdf
SFTP
CAVO® can work with any standard SFTP server. You may choose to use one under your control or we can provide credentials for you. In either case, both parties must have read/write access to a designated directory and exchange the following information:
Server IP or fqdn
Username
Password
Port (We use the standard port 22 by default, but if you host it, we can use the port you specify.)
DIRECTORY STRUCTURE
In your root sftp directory after logging in, you should see two directories. The PRODUCTION directory is for your live data while the STAGING directory is for your test data.
PRODUCTION
STAGING
After logging into the PRODUCTION directory, you will see these directories
CAVO® requires the following directories be named exactly as specified (all caps).
ERROR
PROCESSED
MANUAL
1234_5678_test.pdf
1234_3454_test2.pdf
In the scenario above, there are two files awaiting processing. We will sweep this directory and process the files. If processing is successful, the files will be zipped and placed into a dated directory within the PROCESSED directory, otherwise they will be placed in the ERROR directory and your previously-designated IT contact will be notified.
ERROR DIRECTORY
The error directory over time will end up with additional directories within it depending on the nature of failures. These failures can vary in severity. Each directory will contain files that failed for the corresponding reason below:
RESEARCH
PASSWORD
FILETYPE
EMPTY
DUPLICATE
DAMAGED
DUPLICATE
We received a file indicating a document that already exists in CAVO®.
DAMAGED
If we are unable to process the file we will move it to this folder. You can download and attempt to open the file with Acrobat. If you are able to open a file we classified as damaged, please let our support team know and we will move it to research in an effort to identify the issue.
PASSWORD
This file was password protected and our EDI server could not open it for processing. For these files, you should download it, open it with the password if you know it, and then use a tool to "print to pdf". This will effectively re-save it without a password. You can then upload it to the SFTP sweep folder again.
FILENAME
Files in this directory were not named according to our required naming convention which requires at least two _ characters and no leading or trailing spaces. Example: 1234_5678_record.pdf Rename the file according to this convention and resubmit to the SFTP sweep folder.
FILETYPE
Files in this directory are either an incorrect filetype or do not have an appropriate file extension. Examples might include example.txt or example. Files posted to CAVO® must include an appropriate extension. This list includes: .pdf, .tiff, .tif, .jpg, .jpeg, .png, .gif, and some predefined formats of .xlsx.
EMPTY
Files in this directory will generally be 0 bytes in size. If we sweep a file that is essentially empty, we will move it to this directory.
RESEARCH
Files in this directory failed for an unknown reason. Our team will review these files and determine if they can be loaded into CAVO®. This can take time in most cases. If there are documents in this folder, it's best for your team to make copies of them for your use and leave them in this folder for our team. If you move them, we will be unable to test various fixes on them.