Managed File Transfer Utility

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1 The Managed File Transfer Utility (MFT) is a file transfer solution that enables DOT users and external parties to transfer files securely through an intuitive interface without some of the pitfalls. DOT s system has a maximum attachment file size of 20MB so any attachment over 20 MB will need to be sent through the MFT. There are no file size limits and no limits on file types that can be sent. Files sent and received through MFT are called packages. MFT does look like an system, but it is not - it is a system that allows users to upload and download files, available for a finite time in order to encourage collaboration. The default time for files to be available in MFT is 16 days. This can be extended to a maximum of 30 days by updating the Package Notification Options instructions located on page 5 of this document. However, if you need to retain the files for more than 30 days, you must save them to a network drive on the DOT network. Log onto MFT (DOT Users) 1. From your DOT computer, open Internet Explorer and enter the following URL address: or just type rmft in the address bar 2. Type in your Active Directory (Windows) name and password 3. Click Log In button. The system will time you out after 20 minutes of inactivity. 1

2 MFT Interface Inbox Your Inbox folder will display a list packages sent to you by other MFT users. Sent Packages Your Sent Packages folder displays a list of packages you have sent to other MFT users. Deleted Packages Your Deleted Packages folder displays a list of packages that have been deleted from your Inbox and/or from your Sent Packages folder. Unopened packages are in bold text. Resume Transfers You can resume transfers that were interrupted before completion. Transfer may be interrupted as a result of power failure, networking problems, browser-related issues, and so on. 2

3 To Create a Package to send to another user Packages can be sent internally to DOT employees and/or externally to non-dot employees. 1. Click the New Package button in the left pane. The New Package window opens displaying the Package tab: 2. In the To field, specify the recipient name you will need to type in the recipient s full Internet address (use the example listed) or as specified in the DOT Address List (FirstinitialLastname). If you receive an unknown receipt message, please contact your recipient and validate his or her address. When sending to multiple recipients, use a semi-colon with no spaces between recipients name. (Optional) To prevent recipients from seeing who else the package was sent to, select the Hide recipients from each other check box. (Optional) In the Subject field, enter a package subject (Optional) In the Message field, write a message to accompany the package. 3. To select a file: Click the Add button. Clicking on the Add button will produce the standard open files dialog box. 4. Double click the file you want to send you may add as many files as needed 5. To send the package, click Send. While the package is being sent, the Transfer Progress window opens and provides a progress report and transfer-related information. 3

4 To pause a transfer: Click the Pause button. The caption on the Pause button changes to Resume. To resume a paused a transfer: Click the Resume button. To abort a transfer: Click the Cancel button and then click Done. To close the Sending Package window: Click the Done button. 4

5 To Change Number of Days Files remain in MFT To change the number of days files stay in MFT change this setting. The default setting is 16 days; the maximum setting is 30 days. Select the New Icon Select the Advanced Tab Click the + sign to expand Priority and Expiration Preferences Type in the number of Days (Maximum 30 days) 5

6 Retrieve a Package Sent to You You will receive an notification in your inbox when you have a new package in your MFT inbox. The notification will list the subject, the file name(s), a link to sign onto MFT and an expiration date of the availability of the files. 1. Click on the link provided in the 2. Follow instructions for logging into MFT To Save Packages to your Network Drive This is suggested if you want to retain a package for more than 30 days. 1. Switch to Packages view by clicking the View toolbar button and selecting Packages 2. In the Subject column of your Inbox folder, click the subject of the package. The Package Details window opens displaying the Package tab. 3. In the Files pane, select the files that you want to download by placing a check in the box next to the file(s) you want to download. 4. Select the Download button then browse to the folder in which you want the files to be saved and then click OK. 6

7 When sending packages to Non-DOT Users If you send a package to a non-dot user they will receive an from the MFT providing a system generated username and password like the sample MFT shown below. Users should follow the directions within their to log on to the MFT and retrieve the package. Sample MFT sent to Non-DOT User Subject: Invitation to access files sent by New York State Department of Transportation This mail has been sent to you by New York State Department of Transportation s Managed File Transfer. Managed File Transfer enables users to exchange files with each other over the Internet using only a standard Web browser. Please click the link below to log in to your account using the following username and password: https://www51.dot.ny.gov/mft/bhub.cgi Username: Password: AH3I4CVEB 7

8 When a Non-DOT user wants to send you a package If a Non-DOT user wants to send a package to a DOT user, the DOT user must send a package from the MFT to the external user. This in turns sends an invitation from the MFT to the external user that instructs the user how to log in to the MFT. Once logged in, the external user can send packages to DOT users. Log onto MFT (Non-DOT Users) 1. From your computer, open your browser and enter the following URL address: https://www51.dot.ny.gov/mft/bhub.cgi 2. Type in the temporary username and password provided in the invitation (sample on page 7). 3. Click the Log In button. 4. Click the New Package button in the left pane 5. In the To field, specify the recipient name. 6. Click the Add button. 7. Double click the file you want to send. 8. To send the package, click Send. Log off of MFT 1. Click the Log Off icon from the MFT toolbar. Rev. 6/24/10 8

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