Download the Data to Your Machine

Overview

All active Pilot members will be sending their invoices to a dedicated Migadu mailbox which we have set up for them.

These emails will have been automatically delegated/forwarded to the pilot_data Migadu inbox. This inbox should only contain emails with invoices that are yet to be processed, or are in progress. If there are any emails that do not qualify as yet to be processed, or in progress, they should be deleted or archived as appropriate.

This sequence is step 2 in Pilot Invoice Processing

This sequence involves:

• accessing the Migadu pilot_data mailbox
• ensuring mailbox tidiness
• properly logging all received invoices
• downloading all invoices to your local machine

The Sequence:

1. Log in to the Migadu mailbox '[e-mail]' on webmail.migadu.com.
   • The sign-in details will be stored in Proton Pass under 'Pilot Data Migadu Email' in the 'Merseyside Pilot Data' vault.
   • If you do not have access to Proton Pass, or cannot find the appropriate password, contact Dil
2. Find any unprocessed invoices, which will be attachments to new emails in the inbox.
   • If there are any already processed emails, put them in the archive (you will need to check the logged actions to see whether the invoices have been logged or processed)
   • Any spam can be deleted

For each new email:

3. To ensure you are ascribing the invoices to the appropriate organisation, check the Pilot ID.
   - There are multiple ways to do this, but the easiest is to check the original email recipient. The first part of the email address should be the Pilot ID .
   - This can be checked against the Pilot ID in the 'Pilot Participants' tab of this spreadsheet (see this note for further details about this tab if needed)

4. Create a folder in your machine, it should be called the <Current Date> e.g. Folder Name: 21/01/2025

tfwoodroof: Not clear why step 3 is needed, i.e. where the 'ascribing' comes in (folder name is by date). For review in v1.0/1.1. Update: relevant in next stage, steps 4/7 - move as necessary.

5. Download all email attachments into that folder

If necessary, 'unzip' the data

For all data:

6. Split the data into sub-folders
   - Make new folders for each type of invoice data (pdf, csv, images/photos, documents {any text file}). Often there will only be one type, but a sub-folder is still needed. Folder names should be exactly as follows (so we can search for data types):

   • pdfz

   • csvz

   • imgz

   • docz

   • zipz

   • xlsz

     • there will sometimes be image attachments which are irrelevant (not invoices), such as logos. You should delete these.

7. Once you are sure you have got all the data, delete any zip files and folders which were created by the unzip process.

8. Go back to the Migadu mailbox (from step 1), find the email with the attachments you just downloaded and move it to the archive

At the end of this process you should:

• Have a clean pilot_data mailbox (e.g. free of any spam or processed)

• Have a full set of invoice data downloaded to your local machine

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To continue invoice processing you will need to UPLOAD THE FOLDER INTO PROTON DRIVE