KUMail Storage User Manual ver.9

KUMail Storage ServiceUser Manual
URL：https://fsv.iimc.kyoto-u.ac.jp/

Login with SPS-ID and the password※Online storage building package

Proself

Ver.5

You can share files and folders between members on-campus and off-campus under thenetwork environment. Please refer to the following instructions about the basic operation.

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KUMail Storage User Manual ver.9

Contents
1.

Introduction ............................................................................................................................ 3

2.

Function Overview ............................................................................................................... 3

3.

Access to My Folder ............................................................................................................. 4

4.

Create a folder ....................................................................................................................... 4

5.

Upload a file ........................................................................................................................... 46.

Web Publication setting（in case of file sharing） ........................................................ 6

7.

Inform a URL to Receiver .................................................................................................... 88.

Download a file...................................................................................................................... 99.

Incoming Folder Function ................................................................................................. 1210.

Inform a URL of Delivery Folder(Web Publication Address) ................................. 14

11.

Upload a file to Delivery Folder .................................................................................... 16

12.

Shared Folder Function ................................................................................................. 17

13.

(Ref１：Useful function) Address book ..................................................................... 21

14.

(Ref２：Useful function) Synchronize between the client PC and KUMail Storagefolders ........................................................................................................................................... 21
15.

(Ref３：Useful function) Set File Expiry Date / Set Folder Expiry Date ............. 26－2－KUMail Storage User Manual ver.9

1. Introduction
This is a manual for users of the KUMail storage service. Only users who has a SPS-ID（except for
Limited SPS-ID for Financial Accounting System）can use this system.

2. Function Overview
The basic functions of the KUMail storage service is below.

・You can share several files by using these functions.
Nofunction

description

1

Web publishing function

You can publish files or folders to your partners.

2

Incoming folder function

You can receive files from your partners.

3

Shared folder function

You can share folders with your partners who has aSPS-ID.

・Each users get users' folders(2GB).
・You can share several files safely with researchers by several security measures (authenticatingmails and protecting password).

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KUMail Storage User Manual ver.9

3. Access to My Folder
Click “My Folder”, you can go to the list of My Folder.

4. Create a folder
Click “Create Folder”, enter a folder name and click “Make”.

5. Upload a file
Open a folder to upload a file and click “Upload”.

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Clicking “Upload” causes the following screen to be displayed.
Drag and drop the file inside the red border. Then, click the Upload button to start uploading.

Click the button named “Choose File” within the Upload screen, so that you can select a filelocation and then upload it.

After uploading is completed and the list-of-files screen is displayed again, it is found that the file has
been saved.

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6. Web Publication setting（in case of file sharing）
You can set an expiry date of web publication and a security password to access.
When you check the box of a file to make public, “Share” will appear on the top screen, so click“Web Publication”.
Caution:・If you update the file after you made public, the address for web publication will change.
・If you select a folder for web publication, the address for web publication will not change even if
you add, delete, or update some files in the folder.

Web Publication setting

①②
③

④

①Address for Web Publication②

When you check the box of “Send E-mail after”, an email sending screen will appear after web

publication. You can enter a destination email address and inform an address for Web Publication byemail.
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E-mail Authentication・・・In case of using E-mail Authentication, a receiver enter his/heremailaddress and get one- time password. Turn off if you don’ want to use it.
④Turn on and enter an email address of user to whom you want to send files if you want to limit it.
If you turn off, all users who you send the URL can access it.

⑤⑥⑦⑤

Files will be made public until web publication is stopped when web publication expiry date is not⑥

Web publication password is not automatically notified a receiver by email. Inform it by yourself.

⑦

You can receive an email which notifies the completion of downloading files.

set.

＊4 ways of setting web publication password
Setting and Security Level

Low

Sender operation

Receiver operation

No setting

Inform a URL to receiverWeb Publication

InformPassword

Publication Password

entering Web Publication Password

E-mailInform a URL by email

Access to the URL and get One-timeaURLandAccess to the URL and download it

Webauthentication

Access to the URL and download the file byPassword by entering receiver’s email
address. Then you can download the file.

HighWeb Publication

InformaURLand

Password ＋Publication Password

Web

AccesstotheURLandenterWeb

Publication Password.

E-mailThen get One-time Password by entering

authentication

receiver’s email address and download thefile.

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7. Inform a URL to Receiver
Check the box of a file to share and select “Send E-mail” from “Share” on the top or right-click
and select “Send E-mail”.

Enter a destination email address and correct “Subject” and “Text” etc. if necessary.

Address bookDestination（TO/CC/BCC）Enter a destination email address. You can enter directly orchoose it from the Address book.

Subject

Enter a subject of email

Text

Enter the text. Web Publication Address is included in the text
in advance.

－8－KUMail Storage User Manual ver.9（Another way to inform）
Right-click a file to share and select “Detail”. Copy “Web Publication Address” and paste it in thetext of email.

8. Download a file(1)Without “Web Publication Password”①Without E-mail authentication
Click an informed Web Publication Address, and you can access to a file.
＊You can log in and access to a file by only this operation.
②With E-mail authentication（Authentication with One-time Password）
The following screen is displayed when accessing to an informed Web Publication Address.

Enter an email address and click “Get Password”.
The following screen is displayed.

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You can receive and download a file after submitting the password.

(2) With “Web Publication Password”①Without E-mail authentication
Enter a Web Publication Password informed in advance in the following screen afteraccessing a URL informed by email.
＊You can log in and access to a file by only this operation.

②With E-mail authentication
The following screen is displayed after logging in with a Web Publication Password as above.
（The following operations are the same as ones of ②With E-mail authentication in (1)Without “Web Publication Password”.

Enter an email address that received the URL and click “Get Password”.
The following screen is displayed.

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KUMail Storage User Manual ver.9

You can receive and download a file after submitting the password.

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KUMail Storage User Manual ver.99. Incoming Folder Function
Incoming folder function is the function which enables users to use the folder as an incoming box bynotifying the set URL to partners.
There are chances using the capacity of the incoming box to receive tons of mails with the attachedfiles from adinistritive headoffice to department or from administratibe office to teaching staffs ininquiries. In using this function, users can get files without any oppression in incoming box.
Explanation movie
http://www.iimc.kyoto-u.ac.jp/services/mail/kumail_fsv/7034e34b25de454daa6eb6f05a5b980
4.mp4
Designation of Delivery Folder
Check the box of a folder that you want to use as “Delivery Folder” and choose “Delivery Folder”
by right-click or from “Share” at the top screen.

Delivery Folder setting screen

①
②

②

③

③
④

４
④
④－12－KUMail Storage User Manual ver.9①Web Publication Address for Delivery Folder②

When you check the box of “Send E-mail after”, an email sending screen will appear after web

publication. You can enter a destination email address and inform an address for Web Publication byemail.
③E-mail Authentication・・・In case of using E-mail Authentication, a receiver enter his/heremailaddress and get one- time password. Turn off if you don’ want to use it.
④Turn on and enter an email address of user to whom you want to share a folder if you want tolimit it. If you turn off, all users who you send the URL can access it.

⑤⑤⑥⑤⑥５⑥６４④４⑦④⑦④⑧④７⑧④④⑦８④７⑧④４⑤Delivery Folder will be made public until web publication is stopped when web publication expiry④ date is not set.
⑥④ Web publication password is not automatically notified a receiver by email. Inform it by yourself.
⑦You can receive an email which notifies the completion of uploading files.

⑧If you check the box of “Upload file is not visible”, Everyone can’t see uploaded files(only you④④ can do is uploading).

＊4 ways of setting web publication password
Setting and Security Level

Low

Sender operation

Receiver operation

No setting

Inform a URL to receiver

Web Publication

InformPassword

Publication Password

Web Publication Password

E-mailInform a URL by email

Access to the URL and get One-time Password

aURLandAccess to the URL and upload a fileWebauthentication

Access to the URL and upload a file by entering

by entering receiver’s email address. Then you
can upload a file.

HighWeb Publication

InformPassword ＋ E-mailPublication Password

aURLandauthentication

WebAccess to the URL and enter Web Publication
Password.
Then get One-time Password by entering
receiver’s email address and upload a file.

The way of informing URL (Web Publication Address) is the same as page6-7.

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KUMail Storage User Manual ver.9

10. Inform a URL of Delivery Folder(Web Publication Address)
Check the box of a folder to share and select “Send E-mail” from “Share” on the top or
right-click and select “Send E-mail”.

Enter a destination email address and correct “Subject” and “Text” etc. if necessary.

Address bookDestination（TO/CC/BCC）Enter a destination email address. You can enter directly orSubjectEnter a subject of email

Text

Enter the text. Web Publication Address is included in the text

choose it from the Address book.

in advance.

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KUMail Storage User Manual ver.9（Another way to inform）
Right-click a folder to share and select “Detail”. Copy “Web Publication Address” and paste it in
the text of email.

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KUMail Storage User Manual ver.9

11. Upload a file to Delivery Folder
You can access to Delivery Folder in the same way as page 7-8.
(1) Without “Web Publication Password”①Without E-mail authentication
Click an informed Web Publication Address, and you can upload a file.
②With E-mail authentication（Authentication with One-time Password）
Access to a URL and get One-time Password after entering your email address in the webpage.
You can log in to the folder with the One-time Password and upload a file.
(2) With “Web Publication Password”①Without E-mail authentication
Access to an informed URL and enter “Web Publication Password” which is informed by thesender, and you can upload a file.
②With E-mail authentication（Authentication with One-time Password）
Access to an informed URL and enter “Web Publication Password” which is informed by thesender. Get “One-time Password” after entering your email address in the webpage. You canlog in to the folder with the One-time Password and upload a file.

Select files to upload with “Add File” and click “Upload”. (You can upload files with D&D (Dragand Drop) as well. Please refer to page 3 for switch for upload mode.) Close the browser after theoperation.

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KUMail Storage User Manual ver.9

12. Shared Folder Function
Shared folder function enables users to share the folder with Faculty and Staff with SPS-ID andexchange files freely uploading , downloading and deleting files. Therefore it's effective in exchanging
files between departments and editting files in the committee.

Don't you hace any cases that attached files come and go for revision or amendment of application
documents? There is an oppression of mail server capacity due to the attached files for transceivingin this case. If you use the shared folder function, the capacity of the server will be saved because all
we should do is to contact that the files are updated.

Also, we can share the folder specifying users and we can receive and deliver the files secure byincoming folder function without setting password in folder.

Explanation movie
http://www.iimc.kyoto-u.ac.jp/services/mail/kumail_fsv/2660e9a87081e4603e5a61cf775ebbe2.mp4

How to set a shared folder(1)①Check a folder you want to share②Click “Shared floder”③In the Shared folder screen, enter KUMail address of the person you want to share with and“Search”※Search by username is not available.
⇒Find a user and “Add”※Mailing list Unavailable※Non-SPS-ID user Unavailable※Limited SPS-ID user for Financial Accounting System Unavailable④After adding all users and click “Create”.
・Adding users later is also available.
・You can’t delete a shared folder.
（In case of deleting it, stop sharing and delete it.）－17－

KUMail Storage User Manual ver.9

Please tell the authentication users about a shared folder by telephone or email etc. (Notificationfunction is unavailable.)※Notification function in the manual of Help is unavailable.

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KUMail Storage User Manual ver.9

How to set a shared folder(2)①Click “Details” of a folder you want to share②Click “Shared Folder Setting”⇒ In the Shared Folder Setting screen, register authentication users.

A shared folder is displayed in the folder list of an authentication user’s KUMail Storage. (Creator’sname is displayed after the folder name.)－19－

KUMail Storage User Manual ver.9

Stop sharing etc.
Check a folder you want to stop and click “Details” in the right side.
The following details screen is displayed. (Only shared folder creator can use the following functions.)

Youcancheckthelogofdownloading and uploading.

Choose when you want to stopsharingDelivering files is available by telling the URL
to the persons on/off-campus who are notregistered as an authentication user.
Download (Web Publication)
Upload (Receiving Folder)
Setting both at the same time is unavailable.

You can’t set a receiving folder when thefolder is web published. You can’t web
publish a folder when it is set as a receivingfolder.

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KUMail Storage User Manual ver.9

13. (Ref１：Useful function) Address book②

① Choose “Address book”①

１② You can add email addresses with “Add”

14. (Ref２ ：Useful function) Synchronize between the client PC and KUMailStorage folders
It is recommended for users who frequently use this service to synchronize between theclient PC and KUMail Storage folders.

①

Choose “Client Download”②Click “Download” toget”proselfclient.exe”－21－

KUMail Storage User Manual ver.9③When you click “proselfclient.exe ”, the“ProselfclientInstallShield Wizard” is executed.

Complete the installation following the guidance.

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KUMail Storage User Manual ver.9④Set up the application installed on the clientPC.
After clicking “Download” of “Download
Client Configuration File”, the configuration
file of “fsv.iimc.kyoto-u.ac.jp” is downloaded.
Double click the file.

⑤ The setting conditions are imported into
“Proself Client”.

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KUMail Storage User Manual ver.9⑥Confirm that a folder with your SPS-ID iscreated in Proself Client.

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KUMail Storage User Manual ver.9⑦ Double click the folder with yourSPS-ID and log in with your SPS-ID andthe password.

⑧ These folders are synchronized with those in
KUMail Storage. It is helpful to make a shortcut ofa folder with your SPS-ID on the desktop.

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15. (Ref３：Useful function) Set File Expiry Date / Set Folder Expiry Date
Allows setting an expiry date for a file or folder stored.
When the specified expiry date is reached, the file or folder is automatically deleted.
Clicking the pen icon next to File Expiry Date or Folder Expiry Date shows a dialog. Makechanges as appropriate, then click the “Set” button.

The Set File/Folder Expiry Date dialog
The following describes each setting.
Setting nameDescription

File Expiry Date /When checked, you can specify a date. Unchecking theFolder Expiry Datebox removes the time limit.
Note: Administrator settings can prevent unchecking
this box.

If an expiry date is set, the attributes in the File List show an alarm clock icon.

The File List screen－26－