Sending Packages

Sending a new package is like sending an email with attachments. As such, it is a familiar process, and uses a form similar to a compose email form. The "Package Actions" section may appear on the home page and/or the main packages page.

1. To get started, click Send a new package. The New Package page opens.

   

2. Enter the intended recipients, the Subject, and a Note (the note may be optional depending on the organization settings).
   • To - Use the To field to enter an email address for one or more recipients. Separate multiple entries with a comma. As with conventional email, a recipient can be classified as "To", "CC", or "BCC". BCC recipients are "hidden" recipients: only the package sender can see them; none of the recipients can see or reply to any of the BCC recipients. If your administrator has configured it, you may also see the Address Book option for adding recipients. This option lets you click on the "To", "CC", or "BCC", then select an address from a list of contacts. You can add yourself as a recipient.
   • Subject - Enter a description of the package (the subject will usually be included in the 'new package notification' email). It is also used to identify the package in package lists.
   • Note - Enter a note for the recipients. (The note may be optional depending on the organizational settings.)

     Whether the note is required or optional might be labeled to the left.

     In addition, the padlock icon to the left of the Note box is shown either open or locked depending upon the Secure the Note default set by the administrator. (You might have a per package override checkbox in Options below.)

     • If the padlock is locked, this note will appear in the package, but it will not appear as part of a new package notification email.
     • If the padlock is unlocked, the note will be included in the new package notification email.

     Depending on organization settings, you may see a rich text editor where you can type your note. In this editor, buttons above the editing box let you change the font, size, style, alignment, indentation, and even color of the text you enter. You can also enter links and lists.

     You may also have a Check Spelling button available, which will check the spelling of both the package subject and the note. Misspelled words will be highlighted and you may use your left mouse button to select appropriate replacements.

3. Add files. In the Files section, you can select files from your computer and add files up to the limits set by your administrator. If the Upload/Download Wizard is installed and enabled (see My Account), you can use it to upload your files, while making sure they are integrity checked. Otherwise, you can upload your files using the browser's file selection interface, then clicking Upload.

   The files list will show the size of each attached file and the total size for all attached files. If per package quotas have been set by the administrator, the quota for file size per package will also be shown. If the quota for total packages on the server is set, the lower of this quota and the per package quota is shown.

   

   When a file is added to the package, the file is uploaded to the MOVEit Server. If you click Cancel to stop composing the package, the file is removed from the server. If you click Save as draft or Save as template the file remains on the server.

4. Set options for this package. These options will include some or all of the following:
   • Secure the Note - Specifies how the note and subject of the package should be handled: securely (excluding the from the notification email), or openly (by including them in the notification email). The padlock icon to the left of the Note box is shown either open or locked depending upon this setting. The default is set by the administrator.
   • Delivery Receipt(s) - Select this option to receive a notification email when each recipient of your package reads it for the first time, and when a recipient downloads a file.
   • Prevent "Reply All" - Select this option if you do not want the recipients of your package to be able to Reply All to the package. This can be useful for administrators who want to send information to a large group of people, but do not want that group messaging each other.
     • Prevent all replies - Select this option if you do not want the recipients of your package to be able to reply to the package.
   • Limit downloads to nn per file - Sets the maximum number of times recipients can download a given transferred file. The maximum that you can specify is also shown.
   • Package will expire after nn days - Sets the number of days that the package will be available to recipients.

     If an option has been 'locked' by the administrator, the value will be displayed, but you will not be able to change it.

5. Send the package. When you are done composing your package and uploading any attachments, click the Send button to send your package. Once sent, a copy is saved to your Sent mailbox for future reference.

   A 'new package notification' email will be sent to your recipients, to inform them that a package is waiting for them. Recipients can click on the web link in this notification to connect to the site and view the package.

   If you have sent the package to unregistered recipients (recipients that are not MOVEit users), you may be prompted to provide a password, as shown:

Depending on the Organization settings, you may also be asked to send the password manually to unregistered recipients. In this case, you will need to open the sent package to view the password, which you will need to provide to unregistered recipients by sending it as a separate email, a phone call, fax, etc. in accordance with your organization's security policy.

Actions

Several package actions are provided at the top of the page:

• Preview - Shows a preview of how the package will look to its recipients.
• Send - Send the package.
• Check Recipients - checks that email addresses you have entered in the "To", "CC", or "BCC" fields are valid addresses. This action will automatically try a wildcard search if an exact match was not found on a recipient. Specifically, if a recipient in the list has no matches, and doesn't already have a wildcard (*), email (@) or leading quote (") character, it will search again with a leading and trailing wildcard (*).
• Edit - Displayed on the "preview" page. Allows the user to return to a page which will allow them to edit the text of the note (message).
• Cancel - Discontinue creating this package.
• Save As Draft - Saves the current package as a draft. Drafts can be opened later, edited, and then either re-saved as a new draft, or sent. Once a draft has been sent, it is deleted from the Drafts mailbox. After a draft is saved, use the "click here to return to packages" link to quit editing the current draft (and save it for later) or continue editing and send the package to remove the draft.
• Save As Template - Saves current package as a template. Templates can opened later, edited, and then either re-saved as a new template, or sent. When a package created from a template is saved or sent, the original template is not altered.

Recipient Reconciliation

When the Send button is clicked, MOVEit will attempt to reconcile the email address(es) into an existing user, using the following rules:

1. If two or more users reconcile to the same email address, a page will be presented asking to select the user to send a package to. If only one such user is found, that user will be silently added as a recipient to the package.
2. If no registered users in the user's address book are found to match the given email address, but a temporary user is found, that temporary user will be silently copied in as the recipient of the package.

   In all of the above cases, only users who are active will be selectable as a recipient. If one or more registered or temporary users are found that match the search term, but are not currently active, an error message will be displayed indicating this fact.

3. If no existing user is found matching the given email address, MOVEit creates a temporary user based on that email address. By default, passwords are automatically generated and emailed to the user, "full names" are initially assumed to be the same as the the email address, and the language of the recipient is initially assumed to be the same as the sender.

Role of Address Books

The Address Book is a list of users and groups to whom the user may send packages. If enabled, users can also send packages to registered users not in their Address Book, and also to unregistered users, in which case MOVEit creates a temporary user. Upon receiving a package from a user who is not in the recipient's address book, an entry will be added in the recipient's address book so that replies are possible. Another option lets users send packages to an unregistered user with a "package password," in which case, a temporary user is not created. A "package password' provides access to the package sent only, and can be used for a one-time, or infrequent, correspondence with recipient(s).

The following options are set (by the administrator) in Ad Hoc Transfer, Access settings for Registered Senders, and determine who can send a package and to whom a package can be sent.

• Which users may send packages to registered users not listed in their address book? - When this option is set to allow a user to send packages, the user will still see the members of their address book when adding a new recipient, but the user will also be allowed to include any registered user in the organization as a package recipient by entering a username, real name, or email address into the search box.
• Which users may send packages to recipients who are not currently registered users? - When this option is set to allow a user to send packages, when the user sends a package to an unregistered recipient, MOVEit will check each recipient email address and see if it is already entered as an unregistered recipient in the user's address book. If it is not, the address will be added automatically. The user will be able to fill out the details of that entry at a later time. Users can also add an entry to their Address Book by clicking 'Manage your address book' which is available on the Home page and the Packages page.

Note: These same options can be configured so that the administrator controls the Address Book entries, and users can send packages only to a user found in their address book. In this way, the administrator can allow only registered users to send and receive packages.

Groups may also have address books, and the entries in a group's address book are automatically available to the members of that group. If you are an administrator interested in managing user and group address books, please see the User and Group manual pages.

Note: Inactive, suspended, or expired users will not be available as package recipients, even if they are present in a user or group address book.

In addition to the above options for registered user senders, the following options apply to unregistered user senders who become temporary users. These options are set (by the administrator) in Ad Hoc Transfer, Access settings for Unregistered Senders. (These options are only available if - on the Unregistered Recipients page - "Temporary Users" is selected instead of "Package Passwords" and if - on the Unregistered Senders page - unregistered users are allowed to send packages to registered users).

• Can unregistered users send packages to temporary users? - When this option is set to allow unregistered users to send to temporary users, the unregistered sender will - when adding a new recipient - be allowed to include any temporary user in the organization as a package recipient by entering a username, real name, or email address into the search box.
• Can temporary users send packages to additional registered users? - When this option is set to allow temporary users to send packages to additional registered users, the unregistered user will - when adding a new recipient - be allowed to include any registered user in the organization as a package recipient by entering a username, real name, or email address into the search box.

Rich Text Editor

For editing the body of the note (message), two editors are available, depending on the user's browser, and that browser's configuration. Users of Internet Explorer, Firefox or Mozilla browsers, with JavaScript enabled, will be able to use a rich text HTML editor. This editor allows the user to add color, change fonts, and add bold, underlined, and/or italicized text to their note, and see what it will look like immediately. A Clear Formatting link is also provided to remove all HTML formatting, to facilitate copying in content from various different sources, and making it all look the same.

Spell Check

Also available under the rich text editor is a spell-checking option which checks the spelling of the package subject and note. To run the spell-checker, click the Check Spelling link. Misspelled words are highlighted, and left-clicking a highlighted word will bring up a set of recommended replacements, as well as options to ignore that specific word, or all instances of that word. Clicking the "Finish" link will finish the spell-checker.

Note: The spell-checker will not run against notes that contain one or more sequences of characters that are longer than 1,000 characters and are not separated by spaces. If such sequences are detected, an error message will be returned and the spell-check will be aborted.

Text-Only Editor

Users who are not able to use the rich text editor will be provided a standard text box in which they may edit their package. This text box allows the entry of standard HTML tags for use of color, bold, underlines, and italics, but the text will all appear plain.