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Court Transmission Client Setup Instructions

Introduction The CourtTransmissionClient application provides courts a secure way to submit Major Convictions, Minor Convictions, and Failure to Comply Suspensions and Reinstatements to DMV as well as retrieve corresponding result files. The application can send files in two formats: fixed length text files (using DMV record layouts) and comma separated value (CSV) files (using DMV provided files). The result files (received from DMV) are in a fixed length format. This documentation contains instructions to:

• Download and install .Net Framework 2.0. • Install the CourtTransmissionClient application. • Setup the application. • Use the application.

The setup will take 30 – 60 minutes. The download time for .Net frameworks is not included in this estimate.

Installation of .NetFramework 2.0 CourtTransmissionClient requires that your computer have .Net Framework 2.0 installed. To install: Note: Depending on the setup of your PC, you may need Admin privileges to install this. If so, please contact your system administrator. 1) Go to Microsoft’s .NET Framework Home page at http://msdn2.microsoft.com/en-us/netframework/default.aspx. 2) Click on Downloads (left side of screen), then click on “.Net Framework 2.0.”

3) Under the .NET Framework Version 2.0 Redistributable Package heading, click on “Download x86 version”.

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4) Click on the Download button.

5) On the next window, choose the Save option.

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6) A “Save As” window will come up. For ease, choose Desktop to save the file. Leave the filename as dotnetfx.exe.

7) Once the file is downloaded, click on close. On your desktop you will see the file called “dotnewfx.exe.”

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8) Double-click on the file to start the installation process. You may see a “Open File – Security Warning” window. If so, click on the “Run” button.

9) Follow the on-screen instructions to finish installation of .Net Framework 2.0.

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Directory Setup The email you received contains an application called “CourtSoftware.exe.” This application is a self-extracting zip file that contains the eleven (11) files that allow you to send and retrieve Major Convictions, Minor Convictions, and Failure to Comply Suspensions & Reinstatements. For ease of use and support, it is suggested that you create directories on your PC as indicated below to house these files and the files that you will be sending and receiving. To set up these directories: 1) Open Windows Explorer and create a directory on the local drive (usually the C: drive) by double-clicking on the drive.

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2) Add a new folder. This folder will be the “Parent Directory” for the electronic transmission process. Name the folder so that it is easily located, for example the name of the court (“CourtName” is used in the example below).

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3) Within your folder (i.e., “CourtName”), create 3 additional folders named “Majors”, “Minors”, and “SusRein”.

4) In the “Majors” folder create four additional folders named “Upload”, “Errors”, “Adds”, and “Duplicates”.

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5) In the “Minors” folder create five additional folders named “Upload”, “Errors”, “Adds”, “999”, and “Duplicates”.

6) In the SusRein folder create four additional folders named “Upload”, “Errors”, “Adds”, and “Duplicates”.

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When finished, you will see a directory structure like below:

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DMV Web-based Application File download Detach “CourtSoftware.exe” in the email to the “Parent Directory” (“CourtName” is used in the examples below).

Double click "CourtSoftware.exe".

Set the unzip path to the "Parent Directory" – then click on "Unzip"

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When complete, your “Parent Directory” will look like below:

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Court Transmission Setup When completing the Court Transmission Settings form, the file name entered in “Upload File” is the court file that will be sent to DMV. The file name entered for “Error File”, “Adds File”, and “Duplicates File” will determine where on the court PC results from the upload are saved. This process is completed for Major Convictions, Minor Convictions and Failure to Comply Suspension and Reinstatements. Note: If you are using the DMV supplied CSV files, please ensure the box “This Upload file will be a CSV (Comma Separated Value) formatted File” is checked for each upload file. You will also need to change the file type from “.txt” to “.csv” when entering in the upload file names. 1) Double-click on the Setup.bat file located in “Parent Directory”. The Court Transmission Settings window will open.

2) Enter your DMV supplied Username, Password, and Court Code. (If you have not yet been assigned these, contact MV_Electronic_Support@kdor.state.ks.us).

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3) Enter the file name to be sent to DMV in “Upload File”. Click on the “…” box (to the right of the Upload field) and choose the file name (Maj_Upload.txt” or, “Maj_Upload.csv” if using DMV CSV files).

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4) Enter the file names for “Error File”, “Adds File”, and “Duplicate File”. Click on the “…” box (to the right of each field) and choose the file name (“Maj_Err.txt”, “Maj_Add.txt”, and “Maj_Dup.txt”) for each. Major Error File:

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Major Adds File:

Major Duplicates File:

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The Court Transmission Settings window will look similar to the image below once all file settings have been entered:

NOTE: The same process (steps #3 and #4) is used to set up Minor Convictions and Suspension/Reinstatements. When all settings are complete, click “Save”.

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If there is a field in error an error message will be received with a red flashing “!” next to the field in error. See below:

Your have completed setup of the application. You are now ready to submit convictions and suspension/reinstatements to the DMV. The following pages explain the upload and download processes and possible errors.

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Upload and Download File Results When using the “.bat” files included a result file will be generated each time a file is uploaded and/or downloaded to/from DMV. Each file will create a message stating the action was successful or that there was an error. Successful upload messages:

• The file was uploaded successfully. • Processing download file was successful.

Possible error messages:

• The file you are trying to upload was not found, please check the file and try again. • The CSV you are trying to upload was not formatted properly, please check the file

and try again. • This file does not appear to be formatted correctly. Please check the file and try

again. • This file does not appear to have the correct Court Code. Please check the file and try

again. • An unknown conviction type was transferred, please contact the Kansas Department

of Revenue for assistance. • An unknown file type was transferred, please contact the Kansas Department of

Revenue for assistance. • An unknown error occurred, if you continue to get this error please contact the

Kansas Department of Revenue. • There was a connection error, please try again later. • There was a database error, please try again later. • There was a problem with the file you uploaded, check the file and try again. • There was not a security header with this transmission. • The username token was missing from the transmission. • Password types were not the same. • Your username/password combination was invalid. • An Unknown error has occurred.

NOTE: Errors should be corrected and resubmitted to DMV.

Major Convictions To upload Major Convictions to DMV: 1) Double click on the “Upload_Majors.bat” file (in the “Parent Directory”). When the upload is complete, a file named “UploadMajors.txt” will be created in the same directory. The “UploadMajors.txt” file will contain the results of the upload – whether it was successful or that there was an error.

2) Verify the file was successfully sent. Example of a successfully uploaded file:

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To download the Major Convictions results from DMV: 1) Double click on the “Download_Majors.bat” file (in the “Parent Directory”). When the download is complete, a file named “DownloadMajors.txt” will be created in the same directory. The “Download_Majors.bat” file will contain the results of the download – whether it was successful or that there was an error.

2) Verify the file was successfully sent. Example of a successfully downloaded file:

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Minor Convictions To upload Minor Convictions to DMV: 1) Double click on the “Upload_Minors.bat” file (in the “Parent Directory”). When the upload is complete, a file named “UploadMinors.txt” will be created in the same directory. The “UploadMinors.txt” file will contain the results of the upload – whether it was successful or that there was an error. Note: A Command Prompt window will appear for the length of time the program is running for each of the following file transfers.

2) Verify the file was successfully sent. Example of a successfully uploaded file:

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To download the Minor Convictions results from DMV: 1) Double click on the “Download_Minors.bat” file (in the “Parent Directory”). When the download is complete, a file named “DownloadMinors.txt” will be created in the same directory. The “Download_Minors.bat” file will contain the results of the download – whether it was successful or that there was an error.

2) Verify the file was successfully downloaded. Example of successfully downloaded file:

NOTE: After a successful download, the Errors, Adds, 999s, and Duplicate files will be created in the directories entered during setup.

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Suspensions/Reinstatements To upload Suspensions and Reinstatements to DMV: 1) Double click on the “Upload_SusRein.bat” file (in the “Parent Directory”). When the upload is complete, a file named “UploadSusRein.txt” will be created in the same directory. The “UploadSusRein.txt” file will contain the results of the upload – whether it was successful or that there was an error.

2) Verify the file was successfully sent. Example of a successfully uploaded file:

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To download the Suspension and Reinstatements results from DMV: 1) Double click on the “Download_SusRein.bat” file (in the “Parent Directory”). When the download is complete, a file named “DownloadSusRein.txt” will be created in the same directory. The “Download_SusRein.bat” file will contain the results of the download – whether it was successful or that there was an error.

2) Verify the file was successfully downloaded. Example of a successfully downloaded file:

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Changing Password To change your password:

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1) Double click on the “ChangePassword.bat” file (in the “Parent Directory”). The Change Password Dialog window will appear:

2) Enter New Password; Enter New Password Again 3) Click on “Save” (click on “Cancel” to keep your existing password). A successful message in the command window will be displayed when the password is successfully changed. To close the window, press the “Enter” key.

Technical Information (typically used by programmer) This application can also be run from the command line. Double click “CourtTransmissionClient.exe”. The following window appears providing the details to run the application from a command prompt. To close the window, press the “Enter” key.

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