Totalconnect User Guide

1  Introduction to Totalconnect

Totalconnect allows your organisation to download payment files and transactional data on an automated schedule. In order to use this allpay service you are required to download a Totalconnect installer via the allpay Payments Hub by accessing the Totalconnect product tile.  

Totalconnect is compatible with: 

Desktop: 

Windows 10 and 11 

Please note: Windows 7 and 8 are Not Supported.  

Windows Server Versions:  

2012 R2, 2016, 2019 and 2022. 

Specification 

Totalconnect requires: 

.Net framework 4.8. (the installer will prompt an install for this as well if it is not already present) 

We recommend: 

1gb of space for installation 

1.1      Security Acknowledgement

Access to the Totalconnect tile of Payments Hub is via the User Management section of Manage Organisation in the Payments Hub. For more information about managing users in the Payments Hub please refer to the Payments Hub User Guide.

Any user with an active subscription key or the ability to generate one on the Payments Hub will be able to access all of an organisations payment information files so access to generate Totalconnect keys should be considered mindfully.

Generate Subscription Key is what allows a user to generate and gain access to a new Totalconnect subscription key.

Delete Subscription Key allows a user to delete or revoke a key from the list, this will stop anyone using this key in future.

For more information regarding keys and using them mindfully please refer to Appendix B Safeguard your Keys: Protect your Data

1.2      Download and Install Totalconnect

Note: The User will need local administrator rights within their organisation in order to carry out some of the steps below

When accessing Totalconnect on the Payments Hub the following option will appear at the top of the page

Select Download and your browser will download the zip file pictured below.

Open the setup exe file. You may need an administrator password from your IT team for this next step.

The following window will open:

Select Next to proceed.

Use the Browse... option to select an install location. You will also need to select if you are installing Totalconnect for all users or just for yourself. Select Next.

Once your system has finished installing Totalconnect, the following will be displayed.

1.3      Accessing Totalconnect

Once you launch Totalconnect you will prompted to enter a Subscription Key.

You can generate subscription keys by accessing Totalconnect on the Payments Hub. To do this navigate to the Totalconnect product on your dashboard or under Data & Analytics.

Under Subscription keys on the right-hand side you will find Generate Key, give the key a name, select Generate Key, and Totalconnect will pop up with the below, including a key for you:

On the following page the same key will be displayed and can be copied to clipboard by selecting the copy icon on the right side of the key field. Once you navigate away from this page you will be unable to see the full key again. If you have 3 keys at any one time, you will need to select ‘delete’ on the right side of the key you wish to delete in order to generate another.

Please note: This key should be stored securely and only be accessible to authorised users. A password manager would be appropriate for this.

Once you have entered the subscription key into the Totalconnect window, select submit.

By selecting the cog icon on the right, users can opt to Use Proxy Server. For more information on this please see appendix A Use Proxy Server.

The following page will be displayed:

Select Schedule Service Manager Page, then select INSTALL SCHEDULER SERVICE. You may require an administrator login at this stage.

2  Dashboard

Dashboard provides the user a quick summary of the Download Scheduler, Notifications and Preferences sections.

3  Subscription Key

The Subscription Key page will provide you a preview of the current subscription key you are using, as well as the name of your organisation and what client codes you are accessing.

By selecting the eye icon in you can preview the current subscription key you have loaded Totalconnect with.

4 Download Scheduler

The Download Scheduler page will allow you to configure an automated schedule to download files to a designated location on your computer or network.

Use the toggle button next to Enable Schedule to display the rest of the interface.

4.1      Schedule

Under the Schedule heading you will find the below:

Use the time box to enter the time you would like files to be automatically downloaded, this should be in the 24hrclock format (e.g. 13:30).

Retries dictates the amount of times Totalconnect will try again to download files if none are available or the download fails in any capacity. Retry Interval (minutes) dictates the time taken between each attempt to redownload these files.

allpay aims to make all Payment Information Files available by 10am Monday to Saturday. Standard procedure is that if files are not available by at least 10am email communications will be sent out to designated contacts within 15 minutes advising of what time in the day files will be made available.

4.2      File Types

Under the File Types heading you will find the below:

You can select using the radial buttons whether you would like to download All Files just Payment Files or just Information Files.

For more information regarding what is included in the different file types please refer to the File Manager User Guide.

4.3      File Download Location

Under the File Download Location heading you will find the below:

This will display the location on your computer or network where scheduled files will be downloaded to. To configure this location you can either enter the file path directly into the box or alternatively use the … to select a file location using your File Explorer.

Selecting the VIEW button will take you directly to the file location in your File Explorer.

4.4      Save Settings

Once you have selected your Schedule, File Types and File Download Location, select Save Settings. If you make any further changes you will also need to select Save Settings. 

5 Find Old Files

The Find Old Files page will provide a functionality to download old files in the event that they are lost or corrupted. Files can only be downloaded that have been made available in the past 120 days. If you require files from beyond this period, please contact our Client Services team and we will investigate.

Please Note: Re-downloading payment and information files through Totalconnect may result in the duplication of data. Care must be taken to prevent new or recently acquired files from being confused with older, more historic data.

Three sets of filters are available when downloading old files, File Details, Client Codes and File Types

5.1      File Details

When filtering by File Details you can filter by the date and time the files were downloaded using the From Date and To Date data boxes. Both dates can be entered directly into the box in the DD/MM/YYYY HH:MM:SS format, or selected using the dropdown on the right of each box respectively.

You can also filter by File Number and File Name.

The File Number fields will search for any file with a number between the two provided (e.g. searching from 0005 to 0007would yield files with numbers 0005, 0006 and 0007). The File Names filter will search specifically for files by exact name, this is case sensitive. You can search multiple files by separating different queries with a comma (e.g. DUM10004,FUMR1045).

5.2      Client Codes

By selecting the checkbox in the row that corresponds to a client code you can filter the download to only contain certain client codes. By checking Select all, all client codes will be checked, allowing you to search through all of your files.

5.3      File Types

Using the radial buttons you can select whether you’d like to download All Files, just Payment Files or just Information Files

5.4      Download

Once you have entered all the relative filters for the files that you require, select DOWNLOAD at the bottom of the screen.

6 Download New Files

Here you can download newly available payment information files that have been made available since the last time you have downloaded them. This check and subsequent download will be for all Client Codes in your organisation. This functions as an alternative to downloading files using the File Manager.

Select whether you would like to download All Files, just Payment Files or just Information Files using the checkboxes and then select DOWNLOAD.

For more information regarding what types of files you will download, please refer to the File Manager User Guide.

7 Notifications

The Notifications page will allow you to configure your SMTP email server as well as an email address to receive notifications when Totalconnect attempts to download payment information files via the download scheduler. Use the toggle button to display the rest of the interface on this screen

7.1      Email Server Details

In order to receive email notifications you will need to provide the details of your SMTP server in the above section. Enter this detail into the respective boxes and then select Save Details.

7.2      Email Addresses

Enter the email address you would like to receive notifications into the Add Email box and then select Add.

You can add as many emails as you would like to these notification emails provided they share an SMTP server, as you add multiple addresses they will appear in the same box as a list.

If you would like to remove an email address from receiving notifications, left click on the email address you would like to delete and press the Delete button. 

To test your settings you can also use the Send emails option at the bottom of the screen. An email notification will be sent to all email addresses in this list every time a download is attempted on the system and will look like the below.

8 Preferences

In preferences users will be able to configure their settings if they wish to use Totalconnect with a proxy server. For more details in how to set this up please refer to Appendix A Use Proxy Server

9 Logs

Logs contains a list of events that have taken place on Totalconnect including things like errors and schedule changes. You won’t need to access this regularly but when troubleshooting we may ask you for some information from these logs in order to resolve. This will display results up to the moment Totalconnect was launched. To update the logs to include this session, select REFRESH LOGS.

10 Contact Information

allpay provides a wide range of support services which covers all aspects of the business and its products and services. Normal office hours at allpay are 8:00am to 6:00pmMonday to Friday.

For all contact details please refer to our contact page on our website: www.allpay.net

11 Appendix A – Use Proxy Server

When you first load Totalconnect, and through the preferences screen you have the option to select to use a proxy server.

Enter the Proxy Server Address, Proxy Port, Proxy User Name and Password into the respective boxes and then select Save. Enter this information before selecting SUBMIT on the launch page of Totalconnect to use the service with a proxy server. You may need to speak with your IT team to get this information.

12 Appendix B – Safeguard Your Keys : Protect Your Data

Understand the Implications: Familiarise yourself with what these keys give access to and the potential risks involved if they were to fall into the wrong hands. Understanding the risk helps in appreciating the need for stringent security measures.

Treat Your Keys Like Your Most Valued Possessions: Just as you wouldn't leave your housekeys lying around, don't be careless with your digital keys. Anyone who gets their hands on them can access your data, compromising your privacy and security.

Keep It Safe: Store your keys in a secure location. Avoid storing them in easily accessible files or notes on your devices. Consider using a password manager that encrypts your information for an added layer of security.

Share with Caution: Only share your keys with individuals or entities that absolutely need them and whom you trust implicitly. Be wary of phishing attempts or social engineering tactics aimed at tricking you into revealing your keys.

Change if Compromised: Change your key immediately if you suspect they might have been compromised.