Selecting Content

Depending on the access permissions set by the site administrator, users can perform various actions (downloading, sending, creating PDFs, managing or sharing favorites) with the selected content.

Content can be selected and used via dragging and dropping, or using the checkboxes.

* When downloading, sending, or creating PDFs, after selecting the content, individual items can be removed from the selection by clicking on the X icon in the top right corner of the thumbnail image.

Share Page Link

Issue a URL to view the content menu/information page of the selected content.

1. Click [Share Page Link] icon in the content menu/information page.

2. When a URL for sharing is shown, click [Copy].
   You can directly access the content menu/information page from the URL.

*The access permissions will be applied. If the content is in a menu/folder that is not allowed to be accessed, it will not be shown. Contents in the temporary registered status will also not be shown in the content information page.

*In case of using multilingual site
If you were logged in before opening the shared link, the screen will be displayed in the language in which you are logged in.
If you were not logged in, the login screen will be displayed in the language used when the shared link was created.

Downloading

After selecting the content to be downloaded by dragging and dropping or using the checkboxes, you will be prompted to enter the necessary information in the download window, click Verify, then OK.

• Data Format: In addition to the master data, required data can be selected including meta information lists and JPEGs in automatically generated sizes as set for each site.
  * Auto-generated JPEGs are only available for still images and some documents. For more information, please see Automatic JPEGs Generation Formats.
• Sub-content: If sub-content bulk download is selected, sub-content which is tied to the selected content will also be downloaded. The data to be downloaded will be the data selected in the Data Format options.
  * This option will only be displayed if enabled by the Site Manager. The setting can be enabled in Manage Input Fields.
• Region: Select from the pulldown menu.
• Purpose: Select from the pulldown menu.
• Usage Period: Enter the usage period for the content. If a usage period for the content is set, it cannot be downloaded once this period has passed.

* The fields to be entered can be changed per site, so certain information above may not apply. Please refer here for the workspace.

* If any required fields are left blank, you will not be able to download.

* When you select the file which is not available for Auto-generated JPEGs or “JPEG data” in Data Format option, an alert will be displayed. Eithrt deselect by clicking on X icon in the thumbnail, or additionally select “Master data” or “Meta List” in Data Format option. Please note that other contents in the format you selected will also be downloaded/sent in the case of additiionally selecting in Data Format option.

* Data will usually be downloaded as a zipped package.
However, if downloading master content, you will have the option to download the master content only, which will download only the unzipped master.

* From the input window after selecting the content, individual content items can be removed from the selection by clicking the X icon in the top right corner of the respective thumbnail image.

* The limit on content which can be downloaded at one time is 150 items, or a total size of 4GB
(however the maximum limit may be set higher or lower depending on the site; also note this total includes sub-content in the case of sub-content bulk downloads).

Users without the relevant permissions cannot perform this action. For more information please contact your site administrator.

Downloading Masters

If Master Data is selected in the Data Formatoptions when downloading an item of content, after confirming the download, you will be able to download the master content only from the verification page.
In this case, the data will not be zipped and therefore does not need to be uncompressed, so when downloading the master content by itself we recommend this option.

* Users without the relevant permissions cannot perform this action. For more information please contact your site administrator.

Downloading from the Notification Email

The download page URL and password to access this page will be sent to the recipient(s) separately.

1. Clicking on the URL will take you to the password prompt page. Enter the password which was provided to log in.

2. This will take you to the information page for the contents which were sent.

3. Click OK to begin downloading the zipped package.
   If master data has been sent, a Master DL button will be shown below the thumbnail, to download only the master data by itself.

* The downloadable period is generally set for 72 hours from when the content was sent. Please note that the content cannot be downloaded once this period has passed.Valid periods can be changed by Site Managers from the Manage Sites page.

*The default subject and text of each forwarded email will be either Japanese or English, selected by sender when forwarding.

Download Requests

For content which requires authorization to download, you will need to submit a request to the relevant authorizer. 

Issuing Requests

1. Content can be selected via dragging and dropping, or using the checkboxes.

2. After moving to the download window, you will be prompted to enter the necessary information, click Verify, then OK.
   * If any required fields are left blank, you will not be able to download.
   .
   • Name, Email Address
     Enter the name and email address of the person making the download request.
     *For the site using the shared ID, we recommend that you enter the required information in order to identify the requester and the recipient of the approval email.
   • Data Format
     In addition to the master data, select the required data including meta information lists and JPEGs in automatically generated sizes as set for each site.
   • Region, Purpose
     Select from the pulldown menu.
   • Usage Period
     Enter the usage period for the content. If a usage period for the content is set, it cannot be downloaded once this period has passed.

* The fields to be entered can be changed per site, so certain information above may not apply.

* Download Requests can not be made if a download request authorizer has not been set. In this case, please contact your administrator.

*If you see a link button like the one below, you may not be able to submit download request for master content with this action (Meta list and JPEGs are available for download).
For details, please refer to here.

Approving/Rejecting Requests

1. An email informing of the request will be sent to the authorizer.
   The authorizer will click on the URL in the notification email to open the details page of download request.

1. Or they will need to sign in to the site, click on User Menu  in the upper right corner of the screen, then click on Download Requests. Please then Click on each request in the list to open the details.

2. Review the details of the download request.
   Select the checkbox for content downloads you want to authorize, then click Approve. Likewise, to reject requests which cannot be approved, select the content and click Reject. Check [Select All Displayed Images] on the thumbnail to select all images.

* Users without the relevant permissions cannot perform this action. For more information please contact your site administrator.

* Approving/rejecting for Download Requests can be made from smartphones.

* If you leave some of the content unapproved, you can approve/reject the leftover content again from the list with the same Request ID.

* If there are unselected contents, a confirmation message will be displayed. If there are no problems, click the “Approve” or “Reject” button. If you want to change your selection, you can click [Cancel] to return to the download requests details screen.

3. An email informing of the approval/rejection will be sent to the requester.
   If the request was approved, a download URL for the content will be included in the email.
   *If the requester’s email address is entered when making the request, the email will be sent to the email address entered.
   If not, it will be sent to the email address linked to the ID being operated.

* The default subject and text of the download requests email will be sent in Japanese if the request is submitted through Japanese site, and in English if the request is submitted through other language sites.

* The default subject and text of the download approval email and the download rejection email will be either Japanese or English, selected by authorizer when sending.

Export of Download Request history list

The history currently displayed on menu page can be exported to a list as a txt file.
For details, please refer to Importing/Exporting Lists.

* In order to use the download request feature, please contact your Shelf sales representative or Amana systems administrator.

*For more information on request settings, please see Download Request Settings, Download Request Authorizer Settings.

Sending

With the send function, you can send download links so that third parties can download content.
Follow the below procedure to send content:

1. Select the content
   After selecting the content to be downloaded by dragging and dropping or using the checkboxes, you will be prompted to enter the necessary information in the download window, then click OK.
   * The limit on content which can be sent at one time is 150 items, or a total size of 4GB
   (however the maximum limit may be set higher or lower depending on the site).

2. Enter the required fields
   • Language
     URL and password email will be sent with the selected language(English/Japanese).
   • Email Address
     Enter the destination email address.
     If you want to enter multiple addresses, separate these with spaces or commas.
     * Some users will be able to select addresses from the Address Book/User List (a button will be shown for users who can use this function).
     * The user list can be refined by department name. For multilingual sites, the search text will be in Japanese/English as set when registering as a user.
   • Confirmation Email
     Select this if you wish to have the email also sent to yourself as a confirmation.
     * Email will be sent in either Japanese or English, as selected in Language.
   • Subject, Text
     Text entered here will appear in the subject line and body of the email respectively.
   • Data Format
     In addition to the master data, required data can be selected including meta information lists and JPEGs in automatically generated sizes as set for each site.
     * Auto-generated JPEGs are only available for still images and some documents. For more information, please see Automatic JPEGs Generation Formats.
   • Region, Purpose
     Select from the pulldown menu.
   • Usage Period
     Enter the usage period for the content. If a usage period for the content is set, it cannot be downloaded once this time has passed.

3. Send the content
   After clicking Verify, then OK, an email containing the URL to the download page will be sent to the recipient.

* Depending on the site, the above items may differ. Please refer here for the workspace.
* If any required fields are left blank, you will not be able to send the content.
* When you select the file which is not available for Auto-generated JPEGs or “JPEG data” in Data Format option, an alert will be displayed. Eithrt deselect by clicking on X icon in the thumbnail, or additionally select “Master data” or “Meta List” in Data Format option. Please note that other contents in the format you selected will also be downloaded/sent in the case of additiionally selecting in Data Format option.
* From the input window after selecting the content, individual content items can be removed from the selection by clicking the X icon in the top right corner of the respective thumbnail image.

Send Password

Following this, the Send Password window will appear showing the password to be sent which will be required to access the download page. Confirm the email addresses are correct, and click Verify, then OK to send this password to the recipient(s).

* Users without the relevant permissions cannot perform this action. For more information please contact your site administrator.

Creating PDFs (Contact Sheets)

You can create contact sheets with thumbnails or meta information, and export these in PDF format.

1. After selecting the relevant content by dragging and dropping or using the checkboxes, you will be prompted to enter the necessary in the PDF creation window.

2. Region, Purpose: Select from the pulldown menu.
   * Depending on the site, the above items may not apply.

3. Usage Period: Enter the usage period for the content. If a usage period for the content is set, it cannot be downloaded once this period has passed.
   * Depending on the site, the above items may not apply.

4. Order: You can select the order in which images/information are displayed on the contact sheet from the following:
   Registered date/Updated date/Content ID/File name/File size/No. of downloads.
   Each of these can also be specified as ascending or descending.

* If any required fields are left blank, you will not be able to create the PDF.
* From the PDF creation window after selecting the content, individual content items can be removed from the selection by clicking the X icon in the top right corner of the respective thumbnail image.

* Users without the relevant permissions cannot perform this action. For more information please contact your site administrator.