This is a function to receive files from someone and at the same time distribute files him/her with one Email.
You can send Email to up to 10 address and send up to 10 files with one operation. (It is able to change another setting administrator have set)
It is possible to set the security setting on every time you send files and collect files. According to your need, you can set security-function freely. It provides you to high security. This function is available when you can send Email to inform the file distribution and file collecting.
Please press the [distribute] button on the right of the file you want send. You will move to “Notification of registered file” page. Please press [The notification of file and collection Email send] button.
Please enter and select the items, and set security-settings as your need.
Destination address |
Enter the destination address or add from the address book. Up to 10 items can be set. (The number may have been changed by the administrator. Please contact the administrator for details.) Enter the destination address and click the [Add destination address] button. Alternatively, click [>>Add from the address book] to add from your address book. To delete an added destination address, click the [×Delete] button on the right of each destination address. On the window of select from the address book, please click the address you want to add or check the check-box, and click [↓] button. After check on the address, please click [Add Destination address] button. These addresses are added to the file distribution area. If you enter the address that is not on the address book, you are able to add it to your address book after you send this Email. (It will be registered as “No group”. If you need divide it into group, you can change the group of address. (→Change group of address) If a mail address is inputted when the mail address is registered into the address book, it will come to be indicated by prediction from an address book. When clicking a mail address to input, the mail address clicked in the input area of the address is displayed. Also, if you enter multiple email addresses separated by comma (,) in the mail address entry field or named mail addresses like name <mail address>, you can add "name" that can be added automatically We can detect the candidate "mail address" and add the checked one. |
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File name |
This is a file will be sent. Up to 10 items can be set. (The number may have been changed by the administrator. Please contact the administrator for details.) If you send another files with the same time, please click [>>Add another file] and add files. If you want to delete the file you select, please click the [×Delete] at the right hand of the file name. Select files you want to send. Please select the folder which has files you want to add. When you select the folder, files in that folder are displayed. Please select the file you want to add. If you hover the cursor over a file name, the entire file name can be displayed in the callout. After you select the file and click the [↓] button, files you select is displayed in the added files below the browser. If you want to delete the file that in the added files, please click the [×Delete] at the right hand of the file name. When you click the [ Add another file ], you can add more files. |
Save folder |
When the “appoint save folder function“ is available, you can select the save folder. Beforehand, you can appoint the folder in which file will be uploaded. In case you appoint the folder, a file you collect will be uploaded directly in the folder not in the file list. |
Tag of the file collection |
With the tags, you can manage your Email to collect files. If some tags are already set, you can see the tag list with press the [select tag] button. When you want use the tag already set, please click the tag name link and the name will be set into the text box. If you want to set a new tag, please enter the name into the text box. |
From address |
According to the usage, you can send email of file notification with another sender name and sender email address. You can register another sender name and email address in the sender settings(→Sender setting). When the sender setting is invalid, the From address is not displayed. |
Email subject | Title of the Email. |
Email text |
Text of the Email. Please enter necessary items. (→About Email text of the Email to collect and distribute) |
Security settings |
Security setting for the notification file sending and file collecting. Please set security function according to your need. (→About security settings of the Email to collect files and distribute files) |
Character encoding | You can set up character encoding of e-mail. You can choose either for ISO-2022-JP or UTF-8. |
Send Wait setting |
An item is displayed when a transmission standby function is effective. Even if a transmission standby function distributes a file, it will be in a standby state, and it is a function made to be unable to perform download of a file for a while. When time is set up beforehand, standby is performed in time set up. When a setup of transmission standby is possible, you can choose use and can do transmission standby.And time can be set up. Time lower than an initial value cannot be set up. |
Upload notification settings |
It is a setup which can be used when having chosen the shared folder by the storage place folder. When a file uploads, the selected share member is notified of what the file uploaded. Selection of "Notify the group members share " will display an "Notify all member of the shared group" or "Select a member" radio button. If you select "Notify all member of the shared group", make the notification to all members. If you select "Select a members", will be displayed "Select a member " link. When clicking a link, a member selection screen is displayed.Please choose the member who notifies and click a [Add Destination address] button. When adding a member, the member name chosen as the notice setup of upload is displayed.Please click [×Delete], when you delete a member.It is deleted from a notice member. |
If all you entered is correct, please click [Confirm Email] button.
You move to the "Notification of registered file and collection Email send (confirm)" page.
In the case of superiors are set (*Option),
"Superiors infomation" or "Select your superior" area is also displayed on this page.
If "Select your superior" area is displayed, please select superiors to request approval.
Your request to distribute files will be sent to your superior by Email.
The distribution Email will be sent after the superior approved your request. If the superior rejects, the Email will not be sent.
You can check the approval status in the Approval list. (→Approval list(※Option))
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After check on items you entered or selected, please click [Send Email] button.
Page of notification of registered file (completed) will appear. The notification Email was sent and file distribution was completed.
You can write Email text with transformation characters more easily. Transformation characters will be change into download-URL to distribute files, upload-URL to collect files, the term of validity, names that Emails are sent to and addresses that Emails are sent to.
In addition, you can use function as follows. Function to enter the sample text to your Email text, create Email text template, and create your signature template.
[Insert sample text] | You can insert sample text the system prepared in advance into your Email. Please click [Insert sample text] button. | ||||||||||||||||
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Template |
You can select template text users prepared and insert it into your Email. If users do not create template, it does not appear. |
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Sign off |
You can select template signature you prepared and insert it into your Email. If you do not create signature, it does not appear. |
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Transformation characters |
Transformation characters are changed automatically into specific words when Email is sent. You click “Insert” on the left hand of each transformation characters, they are inserted into your Email text.
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You can set security function every you send Email to collect files and distribute files. It is able to use by combination according to your need.
This feature makes the receive (collect) files and distribution of files from own mailer.
It is able to send up to 10 files to 30 addresses in total at once. (10 addresses can be sent respectively of To, Cc, and Bcc.)
You can set security function every time. According to your need, you can set security function freely. It provides you to high security.
It is able to use if this function had been set on.
Please click [Distribute] button on the right of the file you want to send in the file list page.
Please click [Send email of the notification of file and collection from own mailer] button, then you will move to the page to send someone notification Email.
Please enter and select some items, and set security function as you need.
Destination address Cc. Bcc. |
Enter the destination address, Cc, Bcc or add from the address book. Up to 10 items can be set. (The number may have been changed by the administrator. Please contact the administrator for details.) Enter the destination address, Cc, Bcc and click the [Add destination address] button. Alternatively, click [>>Add from the address book] to add from your address book. To delete an added destination address, Cc, Bcc, click the [×Delete] button on the right of each destination address. When you select the address you want file to send from the address book, on the window of address book, please click the address you want to add or check in the check-box beside the address. Please click [↓] button, and the address will be added in the address area. Please certain the address and please press[Add destination address] button. So, the address add to. If a mail address is inputted when the mail address is registered into the address book, it will come to be indicated by prediction from an address book. When clicking a mail address to input, the mail address clicked in the input area of the address is displayed. Also, if you enter multiple email addresses separated by comma (,) in the mail address entry field or named mail addresses like name <mail address>, you can add "name" that can be added automatically We can detect the candidate "mail address" and add the checked one. |
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File name |
This is a file will be sent. Up to 10 items can be set. (The number may have been changed by the administrator. Please contact the administrator for details.) If you send another files with the same time, please click [>>Add another file] and add files. If you want to delete the file you select, please click the [×Delete] at the right hand of the file name. Select files you want to send. Please select the folder which has files you want to add. When you select the folder, files in that folder are displayed. Please select the file you want to add. If you hover the cursor over a file name, the entire file name can be displayed in the callout. After you select the file and click the [↓] button, files you select is displayed in the added files below the browser. If you want to delete the file that in the added files, please click the [×Delete] at the right hand of the file name. When you click the [ Add another file ], you can add more files. |
Save folder |
When the “appoint save folder function“ is available, you can select the save folder. Beforehand, you can appoint the folder in which file will be uploaded. In case you appoint the folder, a file you collect will be uploaded directly in the folder not in the file list. |
Tag of the file collection |
With the tags, you can manage your Email to collect files. If some tags are already set, you can see the tag list with press the [select tag] button. When you want use the tag already set, please click the tag name link and the name will be set into the text box. If you want to set a new tag, please enter the name into the text box. |
From address |
According to the usage, you can send email of file notification with another sender name and sender email address. You can register another sender name and email address in the sender settings(→Sender setting). When the sender setting is invalid, the From address is not displayed. |
security settings |
Security setting for the notification file sending and file collecting. Please set security function according to your need. (→About security settings of the Email to collect files and distribute files) |
Upload notification settings |
It is a setup which can be used when having chosen the shared folder by the storage place folder. When a file uploads, the selected share member is notified of what the file uploaded. Selection of "Notify the group members share " will display an "Notify all member of the shared group" or "Select a member" radio button. If you select "Notify all member of the shared group", make the notification to all members. If you select "Select a members", will be displayed "Select a member " link. When clicking a link, a member selection screen is displayed.Please choose the member who notifies and click a [Add Destination address] button. When adding a member, the member name chosen as the notice setup of upload is displayed.Please click [×Delete], when you delete a member.It is deleted from a notice member. |
If all you entered is correct, please click [Confirm Email] button.
You will move to the “Notification of registered file (confirm)” page.
The page is for the user sending file with their own mailer.
In the case of superiors are set (*Option),
"Superiors infomation" or "Select your superior" area is also displayed on this page.
If "Select your superior" area is displayed, please select superiors to request approval.
Your request to distribute files will be sent to your superior by Email.
Untill your superior approves the request, downloading files from the URL is unabled.
You can check the approval status in the Approval list. (→Approval list(※Option))
If all you entered and set are correct, please click [Complete Email Creation Preparation] button.
You move to the page of Notification of registered file and collection email send (completed).
The file distribution via your mailer is ready.
The URLs to download and to upload files appear on this page.
Please copy these URLs into your Email text, and send Email to the address you have set into To, Cc, Bcc.
To start your usual mailer software, please click [Start own mailer] button.