WAM!NET Submission Icons Help Guide March 2015 Document Contents 1 Introduction...2 1.1 Submission Option Resource...2 1.2 Submission Icon Type...3 1.2.1 Authenticated Submission Icons...3 1.2.2 Anonymous Submission Icons...3 2 Create New Submission Icon...4 3 Manage Existing Submission Options and Icons...6 3.1.1 User Access...6 3.1.2 Address Book...6 3.1.3 Submission Icons...7 4 Frequently Asked Questions...8 5 Known Issues... 10 Select an item to view the correct page WAM!NET Submission Icons 1 Help:Contents
1 Introduction A WAM!NET Submission Icon SM is a simple file drag & drop interface for submitting content into the WAM!NET Extranet. Submission Icons are created in WAM!NET Portal SM and automatically distributed to designated parties by email. Individuals receiving a Submission Icon email simply click a link in the content of the email to have the Submission Icon installed on their desktop. Files or folders can then be dropped on the Submission Icon for delivery to a pre-configured destination. When files or folders are dropped on the Submission Icon, the small icon application invokes WAM!NET Transmission Director X SM (TDX) on the workstation to upload the files over the internet to the pre-configured Submission Option resource where they are then transported as a Package of files to the end destination. Each time the icon application is invoked, it will check to see that it is still valid and use the most current configuration. Packages sent via Submission Icons can be tracked through the WAM!NET Portal. Submission icons are compatible with both the PC and Mac platforms, the same PC and Mac platforms compatible with supported versions of TDX, and they can be configured with a number of workflow options including authenticated or anonymous access, expiration date, email notifications and job tickets. Submission Icons can only be created for Submission Option Resources and any number of Submission Icons can be created for a particular Submission Option Resource. 1.1 Submission Option Resource To create or manage Submission Icons, the Access with Icon selection must be set to Yes in the Edit Resource(s) window of the Submission Option resource. WAM!NET Submission Icons 2 Help:Managing Submission Icons
1.2 Submission Icon Type Two types of Submission Icon are available: Authenticated and Anonymous. 1.2.1 Authenticated Submission Icons When using an authenticated Submission Icon to send files, users will be prompted to enter a user name and password. The user name and password must be authorized to use the Submission Icon, otherwise the files will not be sent. See Resources->New->Submission Resources in the Administration Help to create a new Authenticated Submission Resource. 1.2.2 Anonymous Submission Icons An anonymous Submission Icon will allow users to send files with no authorization.. See Resources->New->Submission Resources in the Administration Help to create a new Authenticated Submission Resource. WAM!NET Submission Icons 3 Help:Managing Submission Icons
2 Create New Submission Icon Content Distribution customers are able to create their own WAM!NET Submission Icons SM for their Submission Option resources in WAM!NET Portal SM. Users with resource Administration permission to a Submission Option resource under their customer are able to create, modify and cancel Submission Icons. Resource Administrators also have the option to create new Submission Icons based on existing ones. A new Submission Icon can be created either from a set of default options or modeled from an existing Submission Icon.(See Copy Submission Icon for more details). From the Administration tab select Edit Resources under the Actions menu for the designated Submission Option and then select New under Submission Icons. An Edit Resource(s) window will be displayed allowing user to enter Submission Icon Configuration, provide distribution information and customize the Submission Icon. Once all fields have been completed select Submit. Submission Icon Configuration: Controlling Resource. This is based on the Submission Option resource to which the Submission Icon is being created. It cannot be changed. Type. The Submission Icon Type. Either Authenticated or Anonymous. This field cannot be changed Name. Enter the name for the Submission Icon. This is a require field Enable Delivery Notification for Submitter. Allows the sender to request an email notification once the sent Package of files has been delivered to the recipient. Note: When the email notification option is turned on for the Submission Icon, there will be an option to enter one or more email addresses that will receive the notification. Expiration Date/Time. Set an expiration date/time such that the Submission Icon expires at that time and can longer be used. Note: The date/time will be entered in the local time zone of the workstation from which the Administrator is accessing Portal. The default time will be midnight local time of the Administrator s workstation. The date/time entered must be later than the current date/time. The expiration date/time in GMT will be noted in the content of the email that distributes the Submission Icon. Once a Submission Icon has expired, it will no longer be installable. Expired Submission Icons will exist until they are cancelled. An expired Submission Icon is modifiable and can be re-activated and further distributed. Status. Current status of the Submission Icon. Description. Enter the description of the Submission Icon. WAM!NET Submission Icons 4 Help:Managing Submission Icons
Provide Distribution Information: Available Users / Distribute To. When creating an authenticated Submission Icon you may select from the list of Available Users to add them to the Distribute To list. Select a user from the Distribute To list to remove them from the distribution list. Note: It is not possible to add the same user multiple times. When creating an anonymous Submission Icon, the Available Users list is not shown. You may enter email addresses one per line or delimited by a comma directly into the Distribute To text box. Reply To. A single email address used to receive replies and errors. Subject. The subject line of the email Notes. The text to appear before the main body of the email. Distribution Language. The language to be used in the distribution email. Customize the Submission Icon: Desktop Icon. Specify a custom branded icon that will be displayed on the desktop of each workstation on which the Submission Icon is installed. Note: The image must be in JPEG or GIF format and no larger than 32 by 32 pixels. The custom image will be displayed on the desktop, but will not be displayed in the task bar of the Operating System. The standard TDX graphic will be displayed in the task bar. Remember Password. Enables the display of a Remember Password checkbox on the Submission Icon Login screen. If displayed and selected, the last successfully entered Login password for the Submission Icon will be stored in an encrypted format in a local preference file. Subsequently this password will be retrieved to pre-populate the password field on the Login screen; appearing as bullets as opposed to plain text. Confirm Package Composition. When files or folders are dropped on the Submission Icon, a window will appear containing the list of files that will be sent. The user must click a button in order to proceed with sending the files. Job ID. Specify a fixed Job ID to be associated with every Package of files sent, or the ability to default the Job ID to the name of the first file in the Package being sent. Client ID. Specify a fixed Client ID to be associated with every Package of files sent. Job Ticket. Display a job ticket when files or folders are dropped on the Submission Icon where any required fields in the job ticket must be populated before the files are sent. The list of available job tickets to choose from will be the same list of job tickets that is available to the Submission Option Resource and will not be restricted to the job ticket configured for the Submission Option Resource. WAM!NET Submission Icons 5 Help:Managing Submission Icons
3 Manage Existing Submission Options and Icons To manage existing Submission Option resources select Edit Resources under the Actions menu next to the designated Submission Option. The edit Submission Resources window allows users with permission to manage the following items: General Information. Includes basic information about the Submission Resource including Resource Name, Status, Description, General Publish and Address. Submission Option Configuration. Includes information about the configuration of the Submission Option including the Type which cannot be changed after a Submission Option has been created. All other fields in this section are editable. See Show Tips for more information. Email Package Notifications. Allows users to be notified via email when packages have been sent delivered and downloaded. HTTP Package Notifications. Notifications that can be routed either through the internet or internally within the WAM!NET network through the customer s CPOP to a destination server that can accept the HTTP request. See HTTP Notification Types in the Administration Help guide for more information. 3.1.1 User Access Select User Access from within the Manage Resource(s) window. This window will allow the user to give access for one or more selected Resources to one or more Users. Access Permission will allow the User(s) access to the Resource while Administration Permission will allow the user administrative access to modify a specified Resource. By default a list of Authorized users will be displayed. Select Show Available Users to choose additional users. Once the access levels have been set select the Submit button. 3.1.2 Address Book Selecting the Address Book will allow the user to assign trading relationships with other WAM!NET Resources as well as themselves*. Available Resources can be sorted by any column heading by selecting on the heading title. An arrow next to the column title indicates which column the information is sorted and whether the sorting is in ascending or descending order. If more than ten Resources are available then the user can navigate through multiple pages of results. There is a Previous link, a page number dropdown and a Next link located at the top right, just below the menu bar. The user may also filter the list using the text inputs and dropdowns displayed in the column title. The keyboard Enter key will activate the filter criteria. Selecting the Action icon and then Search Options will present an advanced search feature. Alternately, the user may select New under Addresses in the Edit Resources window. Once the trading permissions have been set select the Submit button. If no other actions are desired, select Close. To view addresses in which permissions have already been established, select the Show Authorized Addresses link displayed at the top of the page. WAM!NET Submission Icons 6 Help:Managing Submission Icons
3.1.3 Submission Icons Select the Submission Icons link on the left side of the Edit Resource(s) window. Submission Icon Display Window Submission Icon Name. Name assigned to Submission Icon ID. ID assigned to Submission Icon Expiration Date. Date Submission Icon expires (if desired). Description. Description of Submission Icon (if desired). Status. Active or Inactive Controlling Resource. Submission Resource under which the Submission Icon is created. Actions o Manage Submission Icon. The following sections allow users to create and manage Submission Icons. For more information select Show Tips. o o o Enter Submission Icon Configuration. Basic information about the Submission Icon including enabling delivery notification, expiration date and time, status and description. Submission Icon Access URLs. URLs can be sent to users to download an icon to their desktop or to use the Java web version of the Submission Icon. Provide Distribution Information. Allows users to select users or enter email addresses for distribution depending on authentication of the Submission Icon. A reply to email is required in this section. Customize the Submission Icon. Allows users to customize the Submission Icon based on company requirements. Copy Submission Icon. Allows users to create a new Submission Icon based on the settings of an existing one. Delete Submission Icon. Allows users to delete a Submission Icon. Download Submission Icon. Provides link to for users to download required version of Submission Icon to local desktop. o WAM!NET Submission Icons 7 Help:Managing Submission Icons
. 4 Frequently Asked Questions Q. How do I distribute Submission Icon(s)? A. Submission Icons are distributed by email where the subject of the email displays Submission Icon Distribution to the end user. The content of the email provides information to the end user on how to install the Submission Icon and provides a download link for both Windows and Mac OSX installation. Q. Is there a limit to the number of Submission Icons? A. Any number of Submission Icons can be created for a Submission Option Resource, supporting hundreds of simultaneous package uploads from the Submission Icons. An authenticated Submission Option Resource supports hundreds of active user sessions for Submission Icons at any given time. Q. How do I inactivate a Submission Icon? A. A Submission Icon becomes inactive by changing its status to Inactive or Cancelled in Portal or if the Submission Icon has met its expiration date. If the Submission Icon is set to a Cancelled status it has basically been deleted and cannot be reactivated. If the Submission Icon is set to an Inactive status it can be edited and viewed in Portal but the end user will not be able to use it until it is changed to an Active status. If the Submission Icon expires it can be edited to set a later expiration date or the expiration date can be removed to allow the end user to submit content through the Submission Icon until the status is changed to Cancelled or Inactive. Q. How do I install a Submission Icon? A. There are several ways to download a Submission Icon: By using the download link contained in the "Submission Icon Distribution" email, By selecting the Download Submission Icon link under Submission Icons in the Edit Resources window. By selecting the Manage Submission Icon link under Submission Icons in the Edit Resources window. Select Icon Download URL under Submission Icon Access URLs. A web page containing disclaimer information and buttons to perform the download and installation process for your desired Operating System. The installer will determine if a compatible version of WAMNET Transmission Director X (TDX) is already installed on the workstation and if not, install the latest version. The installer will also determine if an appropriate Java environment (Java 1.5.X) for TDX is already installed on the workstation and if not, install the most recent version that is compatible with TDX. Q. Does the Submission Icon installation require administrative privilege? A. On Windows operating systems, a private version of Java is installed with TDX so administrative privilege is not necessary. On Mac OSX systems, the system version of Java is used. Because Submission Icons support encrypting files, Java security policy files must be installed in the system folder which does require administrative privilege. Q. How do I uninstall a Submission Icon? WAM!NET Submission Icons 8 Help:Managing Submission Icons
A. A Submission Icon can be uninstalled at any time. A Submission Icon uninstaller is provided for the PC version that will permanently remove its corresponding Submission Icon. An uninstaller is not required for the Mac version because it is standard practice to simply delete the application folder to uninstall the application. The uninstaller will not remove Transmission Director X (TDX) if it was installed in a separate installation or if other Submission Icons still exist on a workstation. The uninstaller will remove TDX if there are no other Submission Icons on a workstation and TDX was not installed separately. Q. How do I send files? A. When files and folders are dropped on the Submission Icon, the small icon application invokes Transmission Director X (TDX) on the workstation to upload the files over the Internet to the preconfigured Submission Option Resource where they are then transported as a Package of files to the end destination. The Submission Icon can also be double clicked to open the "Create Package" window for the end user to select files, modify delivery notifications, and display a Job Ticket form if one has been configured. Q: Why are some files excluded when I attempt to send them? A: Submission Icons are implemented to support specific workflows. The content owner who created the Submission Icon can define which types of files are appropriate for the intended workflow. The files that are omitted do not match the rules configured for your workflow. Q. What if I forgot my password? A. For authenticated Submission Icons the login prompt contains a Forgot Password link. Clicking this link will launch a browser window displaying a page in Portal allowing you to enter your username and answer your pre-defined security question. If the information entered is correct, an email will be sent to the email address on record. The email will contain a temporary password along with a link to Portal where you must change the temporary password to a password of your choice. The new password can be used in the Submission Icon login prompt. Q. What if my password expires? After entering a valid username and password, if the password has expired a warning message will be displayed. The message will contain a link that when clicked will launch a browser window displaying a page in Portal allowing you to change your password. Once you have changed your password, the new password can be used in the Submission Icon login prompt. Password expiration only applies to authenticated Submission Icons. Q. Are files encrypted when sent? A. Submission Icons support sending encrypted packages. If the recipient has published a public key for encryption, the files will be encrypted when sent. This will be indicated by the presence of a padlock icon to the left of the upload progress bar for the Package. Q. Why does a Package Confirmation window appear when I send files? A. The creator of the Submission Icon can choose to require confirmation of the files being sent. If configured in this way, a Package Confirmation window will display when you drag and drop files or folders onto the Submission Icon. Q. What is the Delivery Notification? A. A Submission Icon can be configured to require a delivery notification. If configured in this way, a delivery notification will be emailed to the submitter when the Package they are sending is delivered to its destination. WAM!NET Submission Icons 9 Help:Managing Submission Icons
Q. Why can t I enter a Job ID when I send files? A. The creator of the Submission Icon has several options regarding the use of the Job ID field. If the Submission Icon is configured to use a Job Ticket, you will not be prompted for a Job ID unless the Job Ticket form contains a Job ID field. The Submission Icon can also be configured to use a pre-defined Job ID. In this case you will see the Job ID but cannot change it. If the Submission Icon is configured to use the filename as the Job ID, you will see the Job ID pre-filled with the name of the first file selected for sending, but will be able to change the value if desired. 5 Known Issues A list of known issues, latest information and complete documentation is available at: https://portal.wamnet.com/spl/help/latest/list/submission%20icons. Users must be logged in to the WAM!NET Portal to view this information. WAM!NET Submission Icons 10 Help:Managing Submission Icons