File Importer Service overview

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The File Importer Service enables you to import network files into GoFileRoom. The files are indexed according to rules defined in a Visual Basic (VB) script file and can include, but are not limited to the following criteria.

  • File name (for example, “06C_12345-01CLNT_v1.pdf”)
  • File type (PDF, DOC, etc.)
  • Folder name
  • Database lookups

For tax returns that were generated in another application and saved to your firm's network as PDF files, you can use the File Importer Service to import them into GoFileRoom. Documents are typically saved in a designated network location with a special file naming convention. You can also use the service to facilitate the back-file migration of existing files in network folders into GoFileRoom. Follow the steps in the multi-part process below to install and configure the File Importer Service.


  • A GoFileRoom consultant can install and configure this application for you. For more information, contact your account representative.
  • These are standard installation instructions. If your firm needs additional custom configuration for the File Importer service, contact your account representative.

Configuring the network file location

  1. On your firm’s network, create a folder, such as GFR_FILE_IMPORTER, that will be easy to recognize. This is the location that GoFileRoom will use to temporarily store PDF copies of tax returns that will be imported into GoFileRoom.
  2. Right-click the folder and choose Properties.
  3. Click the Sharing tab, then click the Advanced Sharing button.
  4. Mark the Share this folder checkbox, then click the Permissions button.
  5. Ensure that the folder is shared and the checkbox in the Allow column for Full Control is marked for the Everyone group.
  6. Click OK to close the Permissions dialog, and then click OK to close the Advanced Sharing dialog.
  7. Copy the Network Path location from the Sharing tab.

Installing the File Importer Service utility

  1. Download the file.
  2. Save and extract the files to an easy-to-find location.
  3. Double-click the GoFileRoom_FileImportUtility.msi file, and follow the prompts in the installation wizard.
  4. Close the File Import Configuration dialog that opens automatically.
  5. Click Finish.
  6. Navigate to the location where the extracted files are saved, and locate and copy the .vbs script file that corresponds to the tax program your firm uses. For example, for UltraTax CS, locate the extracted folder named UltraTaxCS and copy the script_tax.vbs file.
  7. Navigate to the C:\Program Files (x86)\GoFileRoom\GFRFileImporter folder, and paste the .vbs file there.
  8. Right-click the GFRFileImporterConfiguration.exe file and choose Run as administrator.
  9. On the General tab of the File Import Configuration dialog, enter the appropriate login and scheduling information.
    1. GFR User ID: Enter your firm’s upload account.
    2. GFR Password: Enter the password for your firm’s upload account.
    3. Scheduling: Enter these times in Military time. We recommend the best practice of configuring the utility to run every 30 minutes between 6:00 a.m. and 11:00 p.m. as follows:
      • Start: 0600
      • Interval: 0030
      • End: 2300
  10. Click the Folders tab to enter folder and drawer information.
    1. Folder: Enter the path to the shared network folder that PDF copies of tax returns will be printed to. Mark the sub Folder checkbox if there are subfolders.
    2. GFR Drawer ID: 0000000001
    3. GFR Cabinet ID: 1
    4. Script File Name: the name of the .vbs file you added in step 8.
    5. Done Action: DELETE.
    6. Error Action: RENAME.
    7. Delimiter: _ (a single underscore).
    8. Click Add.
  11. You do not need to make any changes on the Exclude tab.
  12. Click the Email tab to specify email and login information.
    1. Level: Errors Only.
    2. Customer email: enter the email address that you would like to receive notifications if an error occurs in the File Importer utility.

      Enter multiple email addresses using the semicolon as a separator.

    3. Immediatech Support eMail:
    4. Leave the Login ID and Password fields blank.
  13. You do not need to make any changes on the Database tab.
  14. Click Apply, then click Save.

Configuring the service

  1. Click the Windows Start button, click the Run link, and enter services.msc in the Run dialog.
  2. In the Services dialog, right-click the new GoFileroom FileImporter Utility service and choose Properties.
  3. Click the Recovery tab and select Restart the Service for the three failure fields.
  4. Click Apply, click OK, and restart the service.

You should now be able to test the utility by printing a PDF copy of a tax return to the shared network location.

Monitoring the service

  • If an error occurs, the Administrator will receive an email message that explains the error. Review the error emails.
  • In the C:\Program Files (x86)\GoFileRoom\GFRFileImporter\Logs\ folder, look for logs that contain “successfully imported” to confirm proper that everything is functioning properly and for error messages related to importing files to facilitate troubleshooting.
  • Monitor folders on the network, such as \\server\data\wfx32\client\pdf, for the Auto File Import. Check for files that have been renamed to ERR_*.

    Note: The utility automatically deletes files that are successfully uploaded to GoFileRoom, moves them to another location, or renames the with IMM_* prefix.

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