3.3.2 New Delivery

This subsection describes operations that users can perform in the New Delivery window.

Organization of this subsection

(1) Sending files and messages
(2) Sending files and messages by entering an unregistered recipient address

(1) Sending files and messages

To send files and messages:

In the sidebar area, click New Delivery.

The New Delivery window appears in the content area.

Enter sender information, including the name and division of the sender. The following table lists items to be specified.

Table 3‒5: Setting items for sender information
Item	Description
Sender text box (name)	Enter the name of the sender. The value entered here is displayed in the sender information field of delivery notification email. If the text box is left blank, the JP1/DH - Server system uses the registered name in it as a sender name.
Sender text box (division)	Enter the division that the sender belongs to. The value entered here is displayed in the sender information field of delivery notification email. However, nothing is displayed in this text box if the Sender text box (name) is left blank. You can enter no more than 1,024 characters.
Subject text box	Enter the subject for a delivery email message. You can enter no more than 100 characters.

From Address List, select one or more recipient addresses for the files and messages.

Clicking the anchor for a recipient user or group in Address List adds the user or group to one of the destination fields. Select TO, CC, or BCC for each address.

If you click the anchor for the recipient user, the email address and name of the selected user are displayed in the text boxes for a recipient. If you click the anchor for the recipient group, the name of the selected group is displayed in the text box for a recipient.

If you leave the recipient's name field blank, the name registered in the JP1/DH - Server system is used as the recipient of the delivery.

Important note

A user who is allowed by a representative user or group manager to enter any destination can directly fill in the destination fields. For details about how to enter the destination fields directly, see 3.3.2(2) Sending files and messages by entering an unregistered recipient address.

Note that to allow a user to specify any destination address, the Inputing Address check box must be selected in the settings of the group that the user belongs to. For details, see 3.4.2(8) Creating a group.

Enter a division and select the language for the delivery email, if necessary.

Table 3‒6: Setting items for recipient information
Item	Description
Division text box	Enter the division of the recipient user. The value entered here is displayed in the destination information field of delivery notification email. However, nothing is displayed in this text box if the field for the name is left blank for some reason, such as an unregistered user. You can enter no more than 1,024 characters.
Language drop-down list box	Select the language to be used in the delivery email. The email uses the language selected here.

Tip

Data entered in the name and division entry fields is handled differently in Japanese or Chinese and in English. The data entered in the entry fields in Japanese or Chinese is not applied to the entry fields in English.

The following are initially displayed in the name and division entry fields: registered user information when you select an address in the Address List, data entered at the time of sending or receiving when you select an address in histories, and a blank when you enter an address in the field directly.

To delete the destination already specified, click the trash icon () displayed to the right of the destination fields.

Important note

You can send data to the limited number of addresses at a time, which is configured by the system administrator. If you use an approval route, this maximum number is the total number of the number of users specified in the destination fields plus the number of approvers in the approval route.
The Address List window is displayed in the New Delivery window by default. To select a recipient user from the sending or receiving address history, click the Sending Address Histories or Receiving Address Histories button, and then select the user you want to send a file and message to in the displayed window.
Tip
- The Sending Address Histories window displays a history of recipient addresses in the past. The Receiving Address Histories window displays a history of sender addresses in the past. Each window displays a maximum of 10 history records, from the newest last-used-date-and-time to the oldest.
- History records contain addresses of general and unregistered users, but do not contain any group addresses. Also, the name and email address at the time of delivery are displayed. For this reason, if a registered user edits and changes the name or email address in the registered information, those displayed in the history will remain the same.
- Only a user who is allowed by a representative user or group manager to enter any destination can select an unregistered user from the history.
- A user who is not allowed to enter any destination cannot select any unregistered user. This is because the unregistered user is inactivated in the lists even when that user is in the list of Sending Address Histories or Receiving Address Histories. If a user whose account has expired is selected, a transmission error occurs.

Select the Standard Options tab and specify the settings in it.

Clicking the tab displays the setting window shown below. If no destination is specified, you cannot specify the settings in this tab.

Standard Options tab

[Figure]

Table 3‒7: Items in the Standard Options tab
Category	Item name	Description
Configure Storing Options	Save my delivery until `month` `day`, `year`	You can specify the storage expiration date of the delivery. The maximum storage expiration date is set to the value defined by your system administrator. The date is based on the server date.
Configure Storing Options	Recipients can download files only once. check box	If you select this check box, recipients and approvers (if an approval route is specified) can download files only once.
Configure Notification Options^#	Notify me and recipients when delivered. check box	If you select this check box, a notification email is sent to a sender and recipients when a file is uploaded or a message is sent.
	Notify me if recipients open my delivery. check box	If you select this check box, a notification email is sent to a sender when recipients open the delivery.
	Notify me if recipients haven't opened my delivery until the day before the expiration. check box	If you select this check box, a notification email is sent to a sender when recipients have not opened the delivery by the day before the expiration.
	Notify me if recipients haven't opened my delivery until the expiration. check box	If you select this check box, a notification email is sent to a sender when recipients have not opened the delivery by the expiration.
	Notify the recipients if not downloaded by `month` `day`, `year` check box	If you select this check box, a notification email is sent to recipients when recipients have not downloaded the file contained in the delivery by a designated date. If two or more files are contained in the delivery, a notification email is sent when any of the files is not downloaded by the designated date. By default, the day before the storage expiration date specified in the Configure Storing Options section is displayed in the drop-down list boxes. A notification email is sent on the day after the designated date. However, a notification email is not sent after the storage expiration date.
	Notify the approver if not approved or rejected by `month` `day`, `year` check box	If you select this check box, a notification email is sent to the approver when the delivery has not been approved or rejected by a designated date. By default, the day before the storage expiration date specified in the Configure Storing Options section is displayed in the drop-down list boxes. A notification email is sent on the day after the designated date. However, a notification email is not sent after the storage expiration date.

#: Depending on the setting specified by the representative user, displayed items are different.

Select the Extended Options tab and specify the settings in it.

Clicking the tab displays the setting window shown below. If no destination is specified, you cannot specify the settings in this tab.

[Figure]

Table 3‒8: Item in the Extended Options tab
Category	Item	Description
Configure Notification Options	Hide the detailed information of this delivery from the notification. check box	If you select this check box, the sender information, storage expiration date, file list, and other information are not written in a delivery notification email or an approval request email.

Specify one or more files or folders to be sent.

Click the New File button and select a file, or drag and drop files or folders to the area inside the list box. If you drag and drop a drive to the area, Drive is displayed in the Delivery files / folders column.

Tip

If you want to delete a file in the list box, select the file and then press the Delete key on the keyboard, or right-click the file and then select the Delete menu item.
Important note
- The total number of files and folders in a folder must be 65,534 or less for the Standard compression method in the delivery policy, or 262,144 or less for Extended compression method.
- The size of files that can be sent is restricted by delivery rules and the amount of free user disk space for a sender.
- After you select a file or folder, do not refer to the file or folder or change data or name of the file or folder until sending the file or folder is completed. If you want to refer to or change the file or folder, remove the file or folder from the sending target list and then select the file or folder again.
  
  Note that when the file or folder increases or decreases in size due to a change of its data after selection, it cannot be sent. Moreover, if the selected file or folder is changed, regardless of data size, a verification error occurs at the time of reception.
- Depending on the file access method, referring to the file might change the data of the file. In such a case, an error occurs at the time of transmission and reception in the same manner as in the case of data change.
Select a compression level from the drop-down list box. Depending on the delivery policy definition specified by the representative user, you might not be able to select a compression level.

You can select one of the following:
- No compression: The file or files are not compressed.
- STRONG: The file or files are compressed with a method that provides the best compression ratio.
- MIDDLE: The file or files are compressed with a method that provides a moderate compression ratio.
- WEAK: The file or files are compressed with a method that provides the lowest compression ratio.
With the delivery policy that uses the Standard compression method, a file that exceeds 3.96 GB (4,252,017,623 bytes) cannot be compressed and sent. If the limit is exceeded, the dialog box below appears. If you want to send a file that exceeds 3.96 GB, use the No compression option.
Important note
- If the total size of files in a sending target folder exceeds 3.96 GB (4,252,017,623 bytes), use the delivery policy for which the Extended compression method is selected. If the delivery policy for which the Standard compression method is selected is used, a folder that exceeds 3.96 GB cannot be sent. For details about the compression method set in a delivery policy, see 3.5.3(4) Creating a delivery policy.
- If this function is used to compress and send a file, the size of the file before compression is output to the log as a download size.
- If a compressed-file transmission fails and the file is downloaded from the Out-box window while the incomplete file remains on the server, the size of the original file is output to the log as the download size. An incomplete file is automatically removed in about three minutes. Do not download the incomplete file in the Out-box window of the sender before the file is automatically removed. If an incomplete file is not automatically removed, delete the delivery corresponding to the file from the Out-box window.
If you specify a file or folder in a non-local folder or on a drive with a slow access speed (such as an SD card), select the Use a local copy mode. check box before selecting a file or folder.

Selecting this check box could reduce the time required to display the target in the delivery window and to send it.
Important note
- If a sending target contains files or folders in both local and non-local folders together, you can select the Use a local copy mode. check box. However, you cannot select this check box only for a file or folder in a non-local folder or on a drive with a slow access speed.
- If you select the Use a local copy mode. check box and then specify a file or folder in a non-local folder, the target file or folder is copied in the local environment. The message Copying files is displayed during the copy. You cannot perform any other operations.
- You cannot select or clear the Use a local copy mode. check box after selecting a sending target file or folder. To change the check box status, delete all the sending target files and folders.
- When you select the Use a local copy mode. check box, there must be enough free space to copy the sending target file or folder to the local environment. Before selecting this check box, make sure that there is enough free space in the folder that is specified by the TEMP environment variable. If there is not enough free space, an error occurs. You must specify an existing folder by the TEMP environment variable. To check the location of the folder specified by the TEMP environment variable, open your machine's System Properties dialog box.
Select the Use a fast communication mode. check box according to the amount of data transmission.

This check box is selected by default.

Tip

If your proxy server or firewall settings lead to a file transmission failure, you can solve this problem by clearing this check box.
In the Message text area, enter a message to be sent.

You can enter no more than 4,096 characters.
Click the Start Sending button.

You can only operate the Cancel button during transmission.

The file is sent and then the Sent Result window appears. The time taken for transmission is displayed in Sending time.

Important note

When the cursor is in the email address entry area, you cannot click the Start Sending button.

Click a tab in the Sent Result window to switch information to be displayed.

[Figure]

Table 3‒9: Tabs in the Sent Result window
Tab	Description
Recipients tab	Displays the recipient-related information. If an approval is required, it is shown.
Files tab	Displays the information on the file that was sent.
Sent Message tab	Displays the message sent to the recipient users.
Delivery Info. tab	Displays options you specified when you sent the file. The options you did not specify when you sent the file are dimmed.

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(2) Sending files and messages by entering an unregistered recipient address

A user who is allowed by a representative user or group manager to enter any destination can directly enter an email address in the email field to send a file and message, even if the recipient is not registered in the JP1/DH - Server system. An existing user on the address book can also be specified together.

To send a file and message to an unregistered recipient:

Log in to JP1/DH - Server.

For details about how to log in to the system, see 3.2 Basic operations.
In the sidebar area, click New Delivery.

The New Delivery window appears in the content area.
Enter the sender information.

You can enter this information in the same way you enter it by using the existing addresses. For details, see (1) Sending files and messages.
Enter one or more recipient addresses of the files and messages in the text boxes for the email and name.

For details about the rules such as the number of available characters, see 3.4.2(2) Creating a user.
Enter a division and select the language for the delivery email, if necessary.

For details about these fields, see (1) Sending files and messages.
Click the Standard Options tab to specify the open password.

The password must contain two or more different types of characters and consist of a string from 6 to 32 characters.

Important note

You also need to specify the open password if you send data to both a registered address and an unregistered address.
Specify one or more files or folders to be sent, and select a compression method.

For details, see (1) Sending files and messages.
In the Message text area, enter a message to be sent.

You can enter no more than 4,096 characters.
Click the Start Sending button.

The file is sent and then the Sent Result window appears.

For details about the Sent Result window, see (1) Sending files and messages.
Important note
- The unregistered user needs the specified open password to open a delivery. Notify the unregistered user of the open password by means other than JP1/DH - Server.
  
  Note that you need to notify only the unregistered user of the open password if you send data to both a registered user and an unregistered user. You do not need to notify the registered user of the open password.
- If the delivery policy for the unregistered address is not defined, users cannot send data to any recipient address even if they are allowed to do so.

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