2.3 Sending files and messages

To send files and messages:

Log in to JP1/DH - Server, and then select New Delivery in the menu in the left side of the window.

The New Delivery window is displayed and your user name is displayed in the Sender field.

Tip

The Address List window is displayed by default.

To select a destination from the sending or receiving address histories, click the Sending Address Histories button or the Receiving Address Histories button, and then select a user you want to send a file and message to in the displayed window. However, addresses that were specified by group as a destination are not displayed in the histories. If the maximum number of addresses you can select for a delivery is changed, you might not be able to select the addresses displayed in the histories. If a user whose account has expired is selected, a transmission error occurs.
Enter the sender's name and division if needed. Fill in the Subject field.

You can enter no more than 1,024 characters in the division field and no more than 100 characters in the Subject field.

What you enter in this window is written in a delivery notification email.

If you leave the Sender field blank, the name registered in the JP1/DH - Server system is used as the sender of the delivery to be transmitted.
Specify a destination by selecting a user or group from the Address List.

The email address and name of the selected user are displayed in the text boxes for a recipient. Enter the recipient's division if needed.

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 to be transmitted.

Depending on your user authority, you can directly enter an email address in the text box. If the entered email address is not registered in the system, you need to specify an open password on the Standard Options tab.
Reference note
- If you select a group as the destination, you can check users belonging to the selected group by clicking the Show Destinations button.
- The maximum number of destinations that you can send to at once varies depending on the settings specified by the system administrator. Also, if you use the approval route, the total of recipients specified in the destination address section and approvers assigned to the approval route is the number of destinations that you can send to at once.
Tip
- To delete a specified destination, click the icon.
- To change the language of the delivery email, select a language from the language drop-down list box.
- 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 blank when you enter an address in the field directly.
Select TO, CC, or BCC for each address.

Click the Close button to close the Address Book tab.
If you have specified an unregistered user as a destination, specify an open password on the Standard Options tab.

You also need to specify an open password if you send data to both a registered address and an unregistered address.

An open password must consist of from 6 to 32 alphanumeric characters and symbols, and include two or more different types of characters (number, lowercase, uppercase, symbol). You can use the following symbols:
```
!"#$%&'()*+,-./:;<=>?@[\]^_`{|}~
```
Note that the Open Password section is not displayed on the tab if you have not specified an unregistered user as a destination.
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. You cannot see or change the specified open password later.
  
  Note that you need to notify only the unregistered user of the open password if you send data to both the registered user and the unregistered user. You do not need to notify the registered user of the open password.
- If the delivery policy for unregistered address is not defined, you cannot send data to an unregistered address even though you have the authority to do so. In this case, contact your representative user or group manager.

If necessary, set the items for the Standard Options tab or the Extended Options tab. The following table describes the settings.

Tab	Item	Description
Standard Options	Configure Storing Options	Save my delivery until drop-down list boxes You can specify the storage expiration date of the delivery. 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.
Standard Options	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.
Extended Options	Configure Notification Options	If you select the Hide the detailed information of this delivery from the notification. 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.

#: Depending on the setting specified by the system administrator, displayed items are different.

Click the New File button and select a file, or drag files or folders to the window.

If you click the New File button, the file selection dialog box appears. Select a file in the dialog box, and then click the Open button.

If you drag a drive to the window, Drive is displayed in the Delivery files / folders column.

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), you could reduce the time required to display the selected target on the delivery window and send it. To reduce the time, select the Use a local copy mode. check box before selecting a file or folder.

If a file or folder in the local environment is specified as a sending target in addition to the target mentioned above, 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.

Note that you can select only one file at a time in the file selection dialog box.

To cancel the selected file, select the target file in the list and then press the Delete key on the keyboard, or right-click the target file and then select the Delete menu item in the pop-up menu.
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 delivery policy, contact your system administrator.
- When sending a folder, make sure that the total number of files and folders inside the sent folder is 65,534 or less when using a delivery policy with the Standard compression method, and 262,144 or less when using a delivery policy with the Extended compression. For details about the delivery policy, contact your system administrator.
- The size of files that can be sent is restricted by delivery rules and the amount of free user disk space for a sender.
- 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.
- 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 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 Compress Level 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.

Select the Use a fast communication mode. check box according to the amount of data transmission. If a file transmission fails due to the settings of the proxy server or firewall, you might solve this problem by clearing this check box.

Important note

The size of the file that can be compressed and sent varies depending on the delivery policy to be used. For details about the delivery policy, contact your system administrator. When the following dialog box appears, select No compression and then send a file.
Enter a message if needed.

The entered message is written in the text body of a delivery notification email. You can enter a message of no more than 4,096 characters.

When you complete the preparation for delivery, the delivery rule icon changes from to .
Click the Start Sending button to send the file. You can only operate the Cancel button during transmission.

Important note

When the cursor is in the email address entry area, you cannot click the Start Sending button.
The Sent Result window appears after transmission is completed.

Time required for transmission is displayed in Sending time.

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