This article covers:

• Setting Up File Attachments
• Setting up the Automation manager task

Aico’s Closing Task solution allows users to import and attach files of any type to a closing task. This functionality supports all file formats such as PDF, XML, XLSX and CSV enabling users to efficiently manage and analyse data during the financial close process.     

These reports are saved in designated locations—such as SFTP servers, Windows network shares or the file upload area within Aico itself—where Aico can pick them up and read them into the respective closing tasks.

For XLSX and CSV formats, Aico offers an additional capability. Using an import template, Aico can read data from these files and convert them into journal entries. For more details, refer to the following articles on how to set up an import template to extract Excel data.

Setting Up File Attachments

The setup process involves four key steps, the first three of which are managed by Aico’s Delivery team:

1. Define a file location:

Agree on a file location, typically an SFTP server provided by the customer, where reports will be stored. Aico’s Delivery team will need the customer’s IT team to set up the SFTP server and provide the necessary login credentials.

2. Establish naming conventions:

Determine a consistent naming convention for the files. This usually includes the report name, company code and period, and ensures Aico can identify the correct report for each task.

3. Configure an Aico document template:

Create and configure an Aico document template that integrates with the SFTP server and recognises the agreed naming convention to locate and read the appropriate report.

4. Set Up Automation Manager Tasks:

Configure Automation manager tasks to retrieve the correct reports and attach them to the Aico document tasks.

Setting up the Automation manager task

Once the infrastructure is in place then the customer administrator will follow the steps below to set up the Automation Manager task which will define which report to retrieve, when and to whom it should be sent:

1. Create a manual workflow task:

Use the Manual workflow task type to configure the basic settings, such as Preparer, Approver and due dates. Refer to the article entitled How to set up a manual task for step-by-step instructions.

2. Assign an Aico document template:

Set the newly created Aico document template in the task settings.

3. Set the report name and file extension:

Once the document template is assigned, headers will appear, allowing you to specify the report name and file extension for retrieval. Hidden within the template configuration is a formula that combines your selections to generate the complete file name.

4. Automate file naming for future periods: 

Using the values set in the Report name and File Extension above, Aico automatically prefixes the file name with the company code and appends the period number as a suffix, using corresponding headers in the Aico document. This dynamic naming ensures that when tasks are generated for subsequent periods or different company codes, the correct file name is automatically recognised without requiring manual updates. The resulting document will appear as follows: