Welcome to Dispatch, the release management platform by Concourse! This tool helps you track application files being deployed to your production and staging applications such as Blackbaud CRM and BBIS. This comprehensive tutorial will guide you through the complete workflow from uploading package files through managing dispatches.

Creating a Dispatch Package

File deployments in Dispatch are grouped into packages. These packages can then be approved and scheduled for release. A copy of past deployments is maintained in an Archive folder.

To create a Dispatch package, you’ll need to upload the files you’d like included in the package to a folder on your Concourse-hosted FTP server.

Once you log into the FTP server, you should see an Archive and a Deploy folder alongside your other folders.

You may need to navigate back to the root folder (”/”) in your FTP account in order to see the Archive and Deploy folders.

If you are approved to use Dispatch and you do not have an FTP account or are missing the Archive or Deploy folders, reach out to your Technical Account Manager (TAM) for assistance.

Archive Folder

The Archive folder contains a copy of past Dispatch packages.

The timestamps on these folders are in Universal Time Coordinated (UTC).

Deploy Folder

The Deploy folder is where you will upload files you want to deploy.

Environment Folders

Within the Deploy folder are folders for your Production and Staging environments.

Application Folders

The folder structure within those environment folders will vary depending on the applications set up in your environment. The image below is an example of what you will see if you are running Blackbaud Internet Services (BBIS) and Blackbaud CRM:

Within an application folder (the “CRM” folder in our example), you’ll find a empty re-creation of the application’s folder structure. The below example shows the Blackbaud CRM application’s folder structure.

Uploading Files

We mimic the application’s folder structure so that when you upload a file to one of these folders, it will be deployed (after approval and scheduling) to the corresponding folder in your running application.

In Blackbaud’s CRM application, customization files are often deployed to its vroot/bin/custom and vroot/browser/htmlforms/custom folders. Below are examples of how files should be uploaded in order to deploy to those folders.

Periodically (currently every 5 minutes on the hour, as in 12:00pm, 12:05pm, etc.), Dispatch will examine these application folders. If any files are found, they will be collected in a package, and moved to a folder in the Archive folder.

The “custom” folder after the file(s) have been moved into a Dispatch package.

The “test_form” folder after the file(s) have been moved into a dispatch package. **Note that the “test_form” folder gets added to the package, but is also left behind in case future files need to be deployed to that folder.**

If all files intended for a single Dispatch package are not uploaded within that 5 minute window, any files added after the window will be picked up in a second package. If you need the window to be longer than 5 minutes, reach out to your Technical Account Manager (TAM) for assistance.

Notification Emails

When a Dispatch package is created, a Approval Request email will be sent to your Dispatch users.

If you need users added or removed from this Dispatch users list, reach out to your Technical Account Manager (TAM).

Below is an example of what this email looks like:

You can click on the link to be taken directly to the Dispatch detail page for approval and scheduling, or you can access Dispatch via your Concourse Portal and check the Pending Dispatches section.

Accessing Dispatch

You’ll find Dispatch as a page within your Concourse Portal. Log into your Portal and click on the “Dispatch” button in the navigation bar.

If you do not see the Dispatch button in your navigation bar and are approved to use Dispatch, reach out to your Technical Account Manager (TAM) for access.

Main Dispatch List

The main Dispatch page lists all your past and present deployments, grouped by status.

Recently created packages that are awaiting approval will be in the Pending Dispatches section at the top.

Continuing our Blackbaud CRM example from earlier, the package we just created is at the top of the list below:

Dispatch Details

Clicking on a Dispatch package in the list will take you to the details page.

Here you can see some details that were also displayed in the main list, along with which files are included in the package and what folder(s) they will be deployed to in the application.

You’ll also see a section with some actions that can be taken on the package. These actions will vary based on the status of the package and the permissions level of the logged in user.

In the case of a pending Dispatch, Administrators will see an option to Approve and schedule deployment of the package, or Deny the package and remove it from pending status.

Approving a Dispatch

Clicking the Approve button will reveal an Approve Dispatch window, allowing you to choose the date and time you would like the package to be deployed, and to provide a description of what is being deployed.

After clicking the Approve button in the window, the Dispatch will be moved to the “Approved For Release” section of the main Dispatch list, and an approval confirmation email will be sent to your Dispatch users.

Both the email (see example below) and the Dispatch details indicate which user approved the deployment.

Denying a Dispatch

Clicking the Deny button on the details page of a pending deployment will reveal a window requesting a reason for the denial.

Entering a response and clicking Submit Denial will move the deployment to the “Denied” section. A denial notification email will be sent to your Dispatch users that includes the reason for denial.

Rescheduling a Dispatch

Once a deployment has been approved and scheduled, the details page now shows Reschedule and Cancel Release actions.

Clicking the Reschedule button will reveal a Reschedule Dispatch window, allowing you to choose the date and time for which you would like to reschedule the deployment, and to provide a reason for rescheduling.

Clicking Reschedule Dispatch will schedule the deployment for the new time. Another approval confirmation email will be sent to your Dispatch users.

Cancelling a Dispatch

Clicking the Cancel Release button on the details page of an approved and scheduled deployment will reveal a window requesting a reason for the cancellation.

Entering a response and clicking Submit Cancellation will move the deployment to the “Cancelled” section. A cancellation notification email will be sent to your Dispatch users that includes the reason for cancellation.

Released Dispatches

Once a Dispatch is deployed at its scheduled time, the deployment is moved to the “Successfully Released” section and a release confirmation email will be sent to your Dispatch users.