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DataMail Version 1.1 User's Guide Copyright 1991, 1992 Richard K. Naff DataMail Version 1.1 User's Guide Table of Contents About DataMail . . . . . . . . . . . . . . . . . . . . . . . . . 1 Courtesy Notice . . . . . . . . . . . . . . . . . . . . . . . . . 3 Starting DataMail on your Sysop's BBS . . . . . . . . . . . . . . 3 DataMail Options Available . . . . . . . . . . . . . . . . . . . 3 Example Session . . . . . . . . . . . . . . . . . . . . . . . . . 5 Generated Messages . . . . . . . . . . . . . . . . . . . . . . . 11 Sysop Restrictions . . . . . . . . . . . . . . . . . . . . . . . 13 Question and Answers . . . . . . . . . . . . . . . . . . . . . . 14 DataMail Improvements/Enhancements . . . . . . . . . . . . . . . 21 DataMail User's Guide Version 1.1 Page 1 ====================================================================== Welcome to DataMail! Your Sysop has provided you with a tool to exchange files with other specific persons (your Sysop included). As a user of this program, you do not require anything special on your PC beyond your standard BBS telecommunications software and a compatible file-transfer protocol (ZModem is highly recommended, but check with your Sysop for exact details regarding which protocols he/she supports). Exactly how you get DataMail running on your favorite BBS is a matter you will need to take-up with your Sysop. Usually, it will be available to you as a "door" (much like a BBS game would be accessed), but every BBS software package is different in this respect, and your Sysop may have configured DataMail into his/her system by other means. About DataMail ============== DataMail is a utility that will let you use your Sysop's BBS disk storage to send files to one or more specific persons. This is not quite the same as simply uploading a file to your Sysop's BBS. Unlike a "normal" upload, DataMail lets you specify exactly who may download your file for their use only. After they download it, the file is erased from your Sysop's BBS. In turn, if another user has utilized DataMail already, you can interface with the program to download a file they may have sent to you (and is waiting for you to obtain). When you download it, the file will be erased from your Sysop's BBS. DataMail is designed to save you time and money. Since the latter is of concern to most people, let me explain that one first. Suppose you and a colleague are working on the next great commercial SpreadSheet program. You frequently need to exchange source code, test files, documentation, etc. (or perhaps you are simply writing letters to a family member). Without DataMail, your choices are rather limited; either hand-deliver your information, or pay some sort of carrier-service (UPS / US Mail) to deliver it for you. DataMail lets you post your file in a common, accessible place (your Sysop's BBS) so the recipient can acquire your intended information. Hand-in-hand with that is the obvious time-savings; it might take you 5 minutes to upload your file. Spend another minute on the phone to call the recipient and let them know the file is waiting (this is optional - the recipient will be told in a BBS message next time he/she logs onto the BBS). Your intended recipient then spends another 5 minutes downloading your file. Total time investment: 11 minutes. Total time between your upload and when it gets downloaded varies on how quickly the recipient logs onto the BBS and performs the download operation, but this sure beats waiting 3 days for a diskette to be shipped across town! DataMail Page 2 Version 1.1 User's Guide ====================================================================== Perhaps you have seen something akin to DataMail on your favorite BBS. Many BBS Software Packages today are allowing you to enter a message to another user, and "attach" a file to that message. When the receiver of the message reads what you wrote, he/she is then prompted to download the "attached" file. Although this action comes very close to what DataMail does, DataMail offers you some very distinct advantages over this approach. Perhaps your favorite BBS supports some of the following features, but I have never heard of any yet that supports all: - You can upload one copy of a file and have it sent to many different people. - You can upload to a Group of people by simply addressing your file to the Group's "Name". All members of that Group will receive a copy of your file. You do not have to type in each receiver's name. - Once the file is uploaded, you may "overlay" that file if the receiver(s) have not yet downloaded it. Perhaps you may wish to do this if you suddenly remember something you forgot to put in the first copy you uploaded. In any event, DataMail remembers who has not yet downloaded your file, and when you "overlay" it, DataMail will automatically send your most recent version to your intended receivers. - If, after uploading a file, you suddenly remember that you should have sent it to 5 people instead of only 3, DataMail will let you alter the Distribution-List without having to upload or overlay a file. Simply add or delete names to the Distribution-List until you have it the way you want. You may do this as often as you like until the last receiver in the list has downloaded your file, or the file reaches its expiration date. - If you decide you really didn't want to send that particular file to all those people, DataMail will let you delete your file if you find that choice preferable to altering the Distribution-List. - DataMail provides Message-Auditing to keep both the Uploader and Downloaders informed about the status of each file. There are many messages generated depending upon circumstance, but neither the Uploader nor the Downloaders are ever kept in the dark as to what happened to any particular file. Both parties are always informed about status of each file. DataMail User's Guide Version 1.1 Page 3 ====================================================================== Courtesy Notice =============== I'll keep this brief, but it does require mentioning lest you or other callers abuse the privilege your Sysop is extending to you by offering DataMail. Your Sysop is more than likely not made of money (Who is?), and will generally keep a disk drive just large enough to handle the volume of files that he/she keeps around for people to download. Every file you upload using DataMail eats-away at that disk space. Just one person sending a few files to another person once per month is no big deal; but imagine how much space it will take if you and 50 other users habitually upload files on a daily basis but do not download the files you have waiting for you! Such actions will quickly exhaust your Sysop's disk space, and the result is not likely to be a larger disk paid for and installed by your Sysop! In all probability, your Sysop will get rather upset at such actions and disable DataMail for your use. In short, your Sysop is providing you with a unique service; don't abuse the privilege! Starting DataMail on your Sysop's BBS ===================================== This is a difficult area in which to properly instruct you. Your Sysop will more than likely have a "Bulletin" or an auxiliary File you can download to tell you how to get DataMail running on his BBS. If you cannot find any such animal to guide you, check the "doors" section on the BBS; it will be most common to see DataMail running as a door. If you see such an option on the BBS's door-menu, select DataMail and you should be in business. Failing that, check once more for a Bulletin or special File which should contain not only instructions on how to get DataMail running, but also any limitations your Sysop has imposed upon your access rights to DataMail. DataMail Options Available ========================== Your Sysop can manipulate the behavior of DataMail to make it more efficient for his/her BBS. Assuming access to DataMail is "wide- open", the following options should be available to you when you access DataMail: - As soon as you enter the DataMail program, a check is made to see if you have any outstanding files waiting for you (sent by other people). If so, and for every such file there is (assuming more than 1), you are given the choice to either download the file or delete it. You must choose one or the other; you cannot proceed without either downloading or deleting each file waiting for you. DataMail Page 4 Version 1.1 User's Guide ====================================================================== - Once all of your pending files have been downloaded or deleted, you are given the options to either upload a file or perform Group Maintenance. Let's tackle uploading first. When you chose to upload a file, you will be asked for the Filename, a brief 2-line description of the file, and then a list of all persons allowed to download the file. That list of persons can be provided in a couple of ways: 1) You can type-in the name(s) of the person(s) to receive the file. Each name you type must be spelled exactly as the person is known to the BBS (i.e., their LogonID). If you make a mistake, you can either retype the name or perform a quick- search on the name by way of providing the first x-characters of the person's name. All BBS users whose name matches those characters will be listed so you can readily identify the proper spelling. 2) You can type-in a Group Name. Group Names always begin with an ampersand (&). As with individual names, Group Names must be spelled correctly. If you make a mistake, you can perform a quick-search just like with individuals. A Group is little more than a "short-cut" to typing-in a list of individual names; a Group consists of individuals. When you select a Group, all individuals in that Group will receive your file (assuming they have an adequate security level). This is very handy if you are part of a team working on a project and you need to exchange files will all members of the team. After telling DataMail who is to receive your file, DataMail will starts its file "receive"; You should upload the file you are wanting to send. If the file is successfully uploaded, then the following occurs: 1) The file is cataloged on your Sysop's BBS disk. 2) Each person who is supposed to receive your file is sent a brief message telling them the Filename and your 2-line Description. 3) You are returned to the point where you can either upload another file or perform Group Maintenance. DataMail User's Guide Version 1.1 Page 5 ====================================================================== - Group Maintenance is a special feature that allows you to define a quasi-permanent list of intended recipients. For example, suppose you, Bill, Sue, and Al are all working on a project. Each of you has a special set of tasks to perform, but the others also need to see and review the work you have done so they can ensure they are not working at odds with you. Without Groups, every time you uploaded your most recent changes, you would have to type-in the LogonID's of Bill, Sue, and Al so they could receive your file. This is not only monotonous, it's also hazardous; suppose you forgot to type in Al's ID and he did not get your latest work. This is why Groups are allowed, and the option for Group Maintenance lets you add or delete user's from the Group. In order for this option to work, the Sysop must have defined you as the "Host" for the Group. There can be only one Host for any given Group. Only the Sysop can establish a Group. When you select this option, the following occurs: 1) You are prompted for the Name of the Group for which you wish to perform maintenance. If you are the Host of that Group, then 2) You type in the name of the person to add or delete. a) If the name you enter is already in the Group, it is assumed you wish to delete that name, and that is what happens. b) If you enter a name that is not in the Group, a check is made to see if the name is a valid LogonID of the BBS. If it is, that name is added to the Group. If not, you are allowed to perform a quick-search. Example Session =============== Let's go through a sample session. We will assume for the moment that your Sysop has not placed any restrictions upon your use of DataMail. For our purposes, we will pretend that the following is true: A Group by the name of &MY COMMITTEE exists and you are the Host of that Group; Group &MY COMMITTEE consists of you, Bob Davis, and Ann Huskin; Ann has uploaded file DOCS1991.ZIP to Group &MY COMMITTEE; George Byrnes (another person unrelated to the Group &MY COMMITTEE) has uploaded the file HOWDY.DOO to you; You have MANUAL.TXT to upload to Jean Seymore; You want to add Bill Franklin to &MY COMMITTEE; You have SOURCE.ZIP to upload to Bob, Ann, and Bill. DataMail Page 6 Version 1.1 User's Guide ====================================================================== This is a lot of work to accomplish, but it is rather straight- forward and simple. Basically, we can organize this as follows: I Download A. Download DOCS1991.ZIP B. Delete HOWDY.DOO (decline receipt) II Group Maintenance A. Add Bill Franklin to Group &MY COMMITTEE III Upload. A. MANUAL.TXT to Jean Seymore B. SOURCE.ZIP to Group &MY COMMITTEE First, you must get DataMail running on your Sysop's BBS. This will probably be done by accessing a door, but you should check with your Sysop on exact details. Once it's started, this is what you will see (BBS messages are preceded with a ">", while the remainder of what follows is part of this narrative): >File DOCS1991.ZIP is waiting for you. Related Info: > Uploader: Ann Huskin. >Description: These are the latest revisions to the User > Manual. Please review and critique. >(D)ownload the File, (K)ill it, or (R)eturn to the BBS. > You respond by typing an "D". You will see (for example): >Select a Protocol: > >1: ZModem >2: XModem >3: YModem Suppose you want ZModem. Enter a "1". At this point, you immediately initiate a File Download on your end using ZModem. After the transfer ends, you are asked to confirm receipt of it: >Did you properly receive the File (Y/n)? You should reply "Y" or "N" to designate whether or not you received the file. If you reply "N", you will go right back to the previous prompt asking you what you want to do with DOCS1991.ZIP (Download, Kill, or Return to the BBS). If you reply "Y", the file is erased on the BBS side, and the scan for more files continues: DataMail User's Guide Version 1.1 Page 7 ====================================================================== >File HOWDY.DOO is waiting for you. Related Info: > Uploader: George Byrnes. >Description: An introduction and resume for myself. I am > a contractor available for hire. >(D)ownload the File, (K)ill it, or (R)eturn to the BBS. > Let's say you have no idea who George Byrnes is, and you don't want to waste your time downloading HOWDY.DOO, so you tell DataMail to kill this file by responding with a "K". HOWDY.DOO will be erased and you will not receive it. Now that all the downloads are out of the way, the next thing you will see is: >DataMail Security is 30. You have 0 Outstanding Files. >NEW File size limit is 9877 bytes. You may upload 2 NEW files. >(U)pload/Overlay, (G)roup Maintenance, e(X)it DataMail. >(K)ill a File (A)lter Receivers (T)oggle Color > Now you need to add Bill Franklin to &MY COMMITTEE. Respond with a "G": >What is the name of the Group to Add/Delete Users? > You type: &-M-Y- -C-O-M-M-I-T-T-E-E and press Enter >What is the name of the User to Add/Delete? > You type: B-I-L-L- -F-R-A-N-K-L-I-N and press Enter. If you mistype the person's name, you are given the option to search for names. Since Bill Franklin is known to this BBS by that name and you typed it correctly, you then see: >What is the name of the User to Add/Delete? > You have no more Users to add or delete to/from &MY COMMITTEE, so just press Enter: >What is the name of the Group to Add/Delete Users? > You have no more Groups to maintain, so just press Enter": >DataMail Security is 30. You have 0 Outstanding Files. >NEW File size limit is 9877 bytes. You may upload 2 NEW files. >(U)pload/Overlay, (G)roup Maintenance, e(X)it DataMail. >(K)ill a File (A)lter Receivers (T)oggle Color > DataMail Page 8 Version 1.1 User's Guide ====================================================================== You need to send MANUAL.TXT to Jean Seymore, so you respond with a "U": >What is the name of the File to be uploaded? You type M-A-N-U-A-L-.-T-X-T and press Enter >Enter 1st 60-character description (Required). > For our example, let's say you type: T-h-i-s- -i-s- -t-h-e- -m-a-n-u- a-l- -f-o-r- -t-h-e- -s-o-f-t-w-a-r-e- -y-o-u- -a-r-e- -u-s-i-n-g and press Enter. Enter 2nd 60-character description (Optional). > You type: C-a-l-l- -i-f- -y-o-u- -h-a-v-e- -q-u-e-s-t-i-o-n-s and press Enter. >Enter 1st recipient of MANUAL.TXT > You Type: J-E-A-N- -S-E-Y-M-O-R-E and press Enter. To throw a complication into this, suppose that Jean Seymore is not known to this BBS as "Jean Seymore", but rather by "Jean A. Seymore". Since Jean Seymore is not a valid recipient, the following prompt appears: >Cannot find Jean Seymore, would you like to search? You're sure you've got the name right, but something is wrong here. So you reply with a "Y": >Enter 1 to 20 characters to match: You type J-E-A-N and press Enter. The following appears: >Jean Harlow Jeanny C. Reiley >Jean A. Seymore Jeannette McDonald >Enter 1 to 20 characters to match: Ah HA! Jean uses her middle initial on this BBS. OK, dilemma resolved. To quit the name search, just press Enter: >Enter 1st recipient of MANUAL.TXT > DataMail User's Guide Version 1.1 Page 9 ====================================================================== You reply with J-E-A-N- -A-.- -S-E-Y-M-O-R-E and press Enter. > File: MANUAL.TXT >Description: THIS IS THE MANUAL FOR THE SOFTWARE YOU ARE USING > CALL IF YOU HAVE QUESTIONS >Recipients: > JEAN A. SEYMORE > >Enter Next Recipient of MANUAL.TXT > If you were going to send MANUAL.TXT to more people other than Jean, you would go through the recipient's name-prompting again. Since you only want to send MANUAL.TXT to Jean, you just press Enter. > File: MANUAL.TXT >Description: THIS IS THE MANUAL FOR THE SOFTWARE YOU ARE USING > CALL IF YOU HAVE QUESTIONS >Recipients: > JEAN A. SEYMORE > >Final Confirmation. Proceed with Upload? (Y/n) This is the final verification prompt. If everything looks right to you, respond with a "Y": >Select a Protocol: > >1: ZModem >2: XModem >3: YModem At this point, you Enter a "1" and initiate the procedures on your end to transfer MANUAL.TXT to the BBS. If the file is successfully received and does not violate the Sysop's mandatory reserve disk- space, you will see: >Notifying Recipients. Please wait... Otherwise you will see either >File improperly received. Upload canceled. or >That file exceeds your allowed file size! Upload canceled. Either way, you are presented with the Main Options prompt again: >DataMail Security is 30. You have 0 Outstanding Files. >NEW File size limit is 9877 bytes. You may upload 2 NEW files. >(U)pload/Overlay, (G)roup Maintenance, e(X)it DataMail. >(K)ill a File (A)lter Receivers (T)oggle Color > DataMail Page 10 Version 1.1 User's Guide ====================================================================== Now you need to upload SOURCE.ZIP to all the people in &MY COMMITTEE. Respond with a "U": >What is the name of the File to be uploaded? You type S-O-U-R-C-E-.-Z-I-P and press Enter >Enter 1st 60-character description (Required). > You type: T-h-i-s- -i-s- -t-h-e- -l-a-t-e-s-t- -r-e-v-i-s-i-o-n -f-o- r- -t-h-e- -z-i-p-c-o-d-e- -p-g-m- and press Enter. Enter 2nd 60-character description (Optional). > You type: N-o-t-e-d- -b-u-g-s- -h-a-v-e- -b-e-e-n- -f-i-x-e-d and press Enter. >Enter 1st recipient of MANUAL.TXT > You Type: &-M-Y- -C-O-M-M-I-T-T-E-E and press Enter. > File: SOURCE.ZIP >Description: THIS IS THE LATEST REVISION FOR THE ZIPCODE PGM > NOTED BUGS HAVE BEEN FIXED >Recipients: > ANN HUSKIN BILL FRANKLIN > BOB DAVIS > >Enter Next Recipient of MANUAL.TXT > If you wanted to send SOURCE.ZIP to more people, just enter their names one at a time (including Group Names, if desired). The list continues to grow as you enter more names. If for some reason (in our example), you do not wish ANN HUSKIN to receive SOURCE.ZIP (even though she is a member of Group &MY COMMITTEE), just enter her name; she will be removed from the list. Let's say that the above list is correct, so you just press Enter: > File: SOURCE.ZIP >Description: THIS IS THE LATEST REVISION FOR THE ZIPCODE PGM > NOTED BUGS HAVE BEEN FIXED >Recipients: > ANN HUSKIN BILL FRANKLIN > BOB DAVIS > >Final Confirmation. Proceed with Upload? (Y/n) DataMail User's Guide Version 1.1 Page 11 ====================================================================== This is the final verification prompt. If everything looks right to you, respond with a "Y": >Select a Protocol: > >1: ZModem >2: XModem >3: YModem At this point, you Enter a "1" and initiate the procedures on your end to transfer SOURCE.ZIP to the BBS: >Notifying Recipients. Please wait... >DataMail Security is 30. You have 1 Outstanding Files. >NEW File size limit is 7362 bytes. You may upload 1 NEW files. >(U)pload/Overlay, (G)roup Maintenance, e(X)it DataMail. >(K)ill a File (A)lter Receivers (T)oggle Color > You are all done now, so respond with an "X" and you will be returned to the main part of the BBS so you may continue your session. Generated Messages ================== DataMail provides the Uploader and the Downloader with various messages to keep them informed about the status of files which have been or are waiting to be transferred. These messages are automatically generated and inserted into the BBS's message bases. This allows the "other" user to be kept up to date on the status of files transferred via DataMail. DataMail sends the following types of messages to each intended Receiver of a file: - FILE UPLOADED. This message is sent when you upload a file for the first time, or when you add Receivers to the Distribution-List during an Overlay, or add Receivers to the Distribution-List via the "Alter Recipients" option. - FILE OVERLAID. This message is sent when you overlay a file. For each original Receiver who has not yet downloaded your original file, this message is issued to alert them that the original file is no longer available, but a replacement file is waiting for them. DataMail Page 12 Version 1.1 User's Guide ====================================================================== - FILE ERASED. This message is sent when you select the "Kill File" option to delete a file you uploaded, or when you use the "Alter Recipients" option and remove a Receiver from the Distribution-List. The message informs the Receiver that they may no longer download that file. - FILE EXPIRED. This message is sent to each Receiver of a file who has not yet downloaded it, and the file's expiration date has been reached. The file is deleted, and each outstanding Receiver is sent a message informing them that they took too long to download their file. - SYSOP DELETED. This message is sent to each Receiver when the Sysop chooses to manually delete a file from DataMail. DataMail sends the following types of messages to each Uploader of a file. Note that you should receive an exact number of messages as there are Receivers of your files, with the sole exceptions being when you use the "Kill File" or "Alter Recipients" options. In other words, if you upload a file to 15 people, you should, over time, receive 15 replies in one form or another. That is, unless you Kill your file, or remove Receivers from the Distribution-List. In these two cases, it is assumed you are well aware of the circumstances (you are in control, so you should know what you have done), and there is no need to send any form of message to you: - FILE RECEIVED. This message is sent after each designated Receiver successfully downloads the file you uploaded. - FILE DECLINED. This message is sent when a Receiver has chosen not to download the file you uploaded. - FILE EXPIRED. When a file reaches its expiration date and there are still Receivers who have not downloaded your file, you will receive one of these messages for each Receiver who did not download your file in the allotted time. - RECEIVER NO LONGER A USER. If the Sysop should remove a User from the BBS, and you had uploaded a file to that User, you will receive this message informing you that the Receiver can no longer logon to the BBS in order to download your file. - SYSOP DELETED. This message is sent when the Sysop chooses to manually delete your file from DataMail. For each Receiver who has not yet downloaded your file, you will receive one such message. DataMail User's Guide Version 1.1 Page 13 ====================================================================== Sysop Restrictions ================== The Sysop may place restrictions upon your use of DataMail. Some of the items which might be limited for your use are: - You may only be allowed to have a certain number of outstanding files in DataMail. For example, the Sysop might stipulate that you are limited to, say, three files which you have uploaded and are waiting to be downloaded by your intended recipients. If you attempt to upload a fourth file, DataMail will refuse. In order to upload another file (to whomever), at least one of the files you previously uploaded must be downloaded by all of its recipients. This action deletes the file from your Sysop's BBS, and reduces your outstanding file count. This limitation does not apply when you overlay a file. - You may be restricted in the size of any given file you may upload. The size limit will be displayed on your screen as you are using DataMail. Please take that limitation into account before you attempt to upload a file larger than that size limit. DataMail has no way of knowing how large your intended upload is. If you attempt to upload a file which exceeds your defined limits, DataMail will immediately delete the file from your Sysop's BBS as soon as the file has been received. All you have accomplished is a waste of your time. Note that your maximum file size is the lower of 1) The size limits imposed upon you by your Sysop, 2) The available space on your Sysop's disk drive. - Your Sysop may restrict you in terms of to whom you can upload a file. When you enter a recipients name (assuming you type the person's name correctly), DataMail checks to see if that person is authorized to receive your file. If not, DataMail will not allow that person to be a recipient of your file. This also applies to the individual members of a Group; as each Group member is extracted, they are checked to see if they are authorized to receive your file. - Your Sysop may or may not allow Groups to be defined to DataMail. A Group is little more than a pre-defined list of BBS Users. When you upload to a Group, you are effectively uploading to all the people in that group. Each Group, once defined, is assigned a "Host". Only the Host may add or delete Users in the Group. You may not send to a Group if you are not a member of the Group. As noted above, each member of the group is checked to see if they are authorized to receive a file from you. If you have the need to establish a Group, ask your Sysop to establish a Group for you, and define you or someone else as the Group's Host. DataMail Page 14 Version 1.1 User's Guide ====================================================================== Question and Answers ==================== WHEN I RUN DATAMAIL, I AM TOLD THAT THE DOWNLOAD PROTOCOLS ARE DISABLED. I ONLY SEE CHOICES TO KILL THE FILE WAITING FOR ME, OR RETURN TO THE BBS. HOW CAN I GET MY FILE? Unfortunately, you can't. Your Sysop, for whatever reason, has turned-off the ability of DataMail to transfer files. If you think you want the file being displayed to you, the recommended action is to return to the BBS and ask your Sysop when he/she will again enable DataMail's file transfer ability. WHEN I CHOOSE TO DOWNLOAD A FILE WAITING FOR ME, I DON'T SEE AN OPTION FOR MY FAVORITE FILE TRANSFER PROTOCOL. CAN THIS BE ADDED TO DATAMAIL? The protocols available are defined and established by your Sysop. DataMail allows up to 5 different protocols for each of Downloading and Uploading. This is a matter you will need to discuss with your Sysop. I'M HAVING A PROBLEM GETTING A SUCCESSFUL DOWNLOAD OF A FILE WAITING FOR ME. DATAMAIL SEEMS TO BE STUCK IN A LOOP, ASKING ME OVER AND OVER AGAIN WHETHER OR NOT I WANT TO DOWNLOAD OR KILL THE FILE. I DON'T WANT TO KILL THE FILE, BUT I CAN'T SEEM TO DOWNLOAD IT PROPERLY. HOW CAN I GET DATAMAIL TO SKIP THIS PART SO I CAN UPLOAD A FILE? You can't. Remember, both you (as the receiver) and the uploader of that file are guests on your Sysop's BBS. This file you are having trouble with is eating-up space on your Sysop's disk. DataMail is designed to force you to dispose of all waiting files before you are allowed to upload. Recommended action is to select a different transfer protocol if you want the file, Kill the file if you don't really want it, or return to the BBS and notify your Sysop that you are having trouble downloading your DataMail files. WHEN I LOOK AT THE MAIN DATAMAIL PROMPT, IT SAYS "UPLOADS DISABLED" WHERE IT NORMALLY SAYS "UPLOAD/OVERLAY FILES". WHAT DO I NEED TO DO IN ORDER TO UPLOAD MY FILE? The Sysop has all file transfers turned off. This means that you cannot upload your file, or overlay an existing file. Please address your Sysop in this matter. DataMail User's Guide Version 1.1 Page 15 ====================================================================== I AM GOING TO BE SENDING WEEKLY UPDATES OF 2 FILES TO 17 PEOPLE. IS THERE AN EASIER WAY TO SEND THESE FILES RATHER THAN DELETE MY PREVIOUS UPLOADS AND TYPE IN ALL 17 NAMES AGAIN FOR EACH FILE? YES! This is two questions, so let's tackle the "delete previous upload" part first. You do not have to delete your previous files if you will be uploading your newer versions by the same filename. Just select the "Upload/Overlay" option, and type in the name of the file you previously uploaded. If you can't remember it's name, select either the "Kill File" or "Alter Recipients" options; either one will show you a list of your outstanding files (just press Enter to exit either of those two options). When you Overlay a file, DataMail will automatically erase your previous version for you, and will also auto-build your initial Distribution-List based on those people who have not yet downloaded your previous versions of the file. As to typing 17 names for each of 2 files once each week, well, you should contact your Sysop and explain your situation. Your Sysop can establish a Group for you (let's say your Sysop calls it &WEEKLY GROUP). Ask your Sysop to make you the Host of that Group. Then, you can use the "Group Maintenance" option to add all 17 names as members of that Group. When you upload (or overlay), tell DataMail that you want to send your file to &WEEKLY GROUP. DataMail will expand &WEEKLY GROUP into 17 individual names for you. Typing one Group Name is a lot easier than typing 17 individual names! I AM THE HOST OF GROUP &NONESUCH. I HAVE ADDED 8 PEOPLE AS MEMBERS OF THAT GROUP. I DON'T SEEM TO BE ABLE TO UPLOAD TO THAT GROUP. ALSO, WHEN ANY OF THOSE 8 PEOPLE UPLOAD TO &NONESUCH, I NEVER SEEM TO GET A COPY OF THE FILE. WHY? The Host of the Group is not a Member of the Group, unless you add yourself. The primary reason for this is that the Sysop may designate a handful of people as Group Hosts, whose responsibility it is to manage the member-rosters of possibly dozens of Groups. In this capacity, the Host is merely acting as a "co-sysop" of sorts, and really has no interest in sending or receiving files to/from Group Members. If you are the Host of the Group, and you want to be able to send and receive files to/from other Group members, you need to add yourself as a member of that Group. DataMail Page 16 Version 1.1 User's Guide ====================================================================== I AM A MEMBER OF GROUP &CAMELOT. SOMETHING STRANGE HAPPENS WHEN I UPLOAD TO THAT GROUP. EVERY TIME I UPLOAD, I SEE ALL THE GROUP MEMBERS IN THE DISTRIBUTION-LIST EXCEPT FOR BILLY FRANK BUCKLEY. I KNOW HE'S A MEMBER, BECAUSE I AM THE HOST AND I ADDED HIM. EVERYONE ELSE IN THE GROUP GETS BILLY IN THEIR DISTRIBUTION-LIST, BUT I NEVER SEEM TO. WHY? This is a matter of BBS Security Levels. You can verify this by uploading a file to &CAMELOT, and when prompted for the next receiver, enter BILLY FRANK BUCKLEY. DataMail is likely to tell you that your Sysop has requested that persons with your Security Level cannot upload to persons of Billy's level. If everyone else in the Group automatically gets Billy's name in their distribution list, then it is because they have a higher Security Level than you. The only way to resolve this "problem" is to do whatever it takes to get added authorization from your Sysop. Remember that being the Host of a Group simply authorizes you to decide what names are and are not included in that Group. Otherwise, a Host has no special privileges in DataMail. I UPLOADED A FILE 3 DAYS AGO. IT WAS A REALLY BIG FILE AND TOOK FOREVER TO UPLOAD. I FORGOT TO ADD MARGARET MAGGIE AS A RECEIVER OF THAT FILE. DO I REALLY HAVE TO GO TO THE TROUBLE OF OVERLAYING THAT FILE JUST TO GET MARGARET ADDED TO THE LIST OF RECEIVERS? No, not at all. Simply use the "Alter Recipients" option. It will show you the list of files you have outstanding. Type in the name of the file in question, and when asked, type in Margaret's name. She will be added as a Receiver of your file, and she will also be issued a message telling her that a file is waiting for her to download. NOTICE! Adding and Deleting names from a Distribution list in this manner is quick and easy (that's why this feature exists), but it does NOT change the expiration date of the file! If you uploaded that file 3 days ago, and it was destined to be deleted 5 days later, Margaret will only have 2 days in which to download the file before it is deleted. The expiration date is under the full control of your Sysop, so the time period may vary from BBS to BBS. DataMail User's Guide Version 1.1 Page 17 ====================================================================== I NORMALLY UPLOAD A FILE ONCE EACH MONTH TO GROUP &HACKENSACK. THERE ARE 12 MEMBERS IN THAT GROUP (INCLUDING MYSELF). THIS MONTH, I HAVE AN EXCEPTION; I HAVE A SECOND FILE THAT I WANT TO UPLOAD TO ALL MEMBERS OF GROUP &HACKENSACK, EXCEPT FOR WINFRED WINSTON. THIS IS NOT EXPECTED TO HAPPEN AGAIN, SO I DON'T WANT TO ESTABLISH A NEW GROUP, BUT I DON'T WANT TO HAVE TO TYPE 10 NAMES WHEN THEY ARE ALREADY IN GROUP &HACKENSACK. There is one sure-fire way to handle this. When asked for the Receiver of your file, enter &HACKENSACK. DataMail will show you a list with 11 names in it, including Winnie's. When DataMail prompts you for the next Receiver, enter Winfred Winston, and DataMail will remove Winnie from the list. Now, upload your file. The 10 people you wanted to receive it are the only ones who will. If you are the Host of the Group, there is another way, but I don't recommend it. Select the "Group Maintenance" option and remove Winfred from Group &HACKENSACK. Then upload your file. Then go back and add Windfred as a valid member of Group &HACKENSACK. That's a lot of effort, and it's easier just to let DataMail include his name followed by your purposeful deletion from the Distribution-List. By using this second approach, you also run the risk of forgetting to add poor old Winnie back as a member after you upload your file. But you are the Host, so you can decide. 10 DAYS AGO I UPLOADED A FILE TO 4 PEOPLE. YESTERDAY I USED THE "ALTER RECIPIENTS" OPTION TO ADD A NEW RECEIVER. I NOTICED THAT 3 OF THE 4 PEOPLE HAD ALREADY DOWNLOADED THE FILE, BUT THE FOURTH HAD NOT. THE NEW RECEIVER WAS ADDED JUST FINE. TODAY WHEN I LOGGED ONTO THE BBS, I GOT TWO MESSAGES TELLING ME THAT BOTH OF THOSE REMAINING RECEIVERS CANNOT DOWNLOAD MY FILE BECAUSE THE FILE REACHED ITS EXPIRATION DATE. I THOUGHT THAT EVERY FILE I UPLOADED WAS HELD FOR 10 DAYS. WHY DID THE FILE GET DELETED WHEN I ADDED A NEW RECEIVER ON THE 9TH DAY? SHOULDN'T DATAMAIL KEEP THAT FILE FOR ANOTHER 10 DAYS? Well, first, the expiration date varies on each BBS. The time a file is retained is a function of your Security Level on that BBS, and how many days the Sysop of that BBS wants people of your Security Level to be able to leave files hanging around on his/her disk. Next point: In order to adjust the expiration date, you must overlay that file. This involves a file transfer. This is work on your part. This is intentional, because... DataMail Page 18 Version 1.1 User's Guide ====================================================================== Final point. DataMail is not intended to be used as a method of you keeping / storing / archiving your own personal files on someone else's disk (i.e., your Sysop's) until you get around to deciding who should be the next person to receive a copy of that file. DataMail is intended for use in a situation where you know right away who is going to receive the file, you upload it, they download it, and it is purged from your Sysop's disk. Short, sweet, and simple. If you happen to forget a name, DataMail allows you to come back later and add that Receiver. If you change the contents of the file, DataMail allows you to easily overlay the file without a lot of fuss and bother. However, were DataMail to reset the expiration date of a file each time a caller uses the "Alter Recipients" option, it would be a very easy thing for some people to abuse their Sysop's disk space. All anyone would have to do is upload their file, and each day go in and add a new receiver (maybe delete one of the old receivers if the list is getting too big). This action would allow the Uploader to store his/her files on their Sysop's disk in perpetuity, using the BBS disk space to keep the file intact rather than their own disk space. DataMail was designed to let you EXCHANGE files, not to find someone else's disk space to BACKUP your files. Please review the COURTESY section at the front of this manual. Resolution of this problem is simple. Upload your file again to the two people who did not download it before it reached its expiration date. This is slightly more effort than it would have been if you had simply chosen to overlay your file in the first place, because the overlay action would have automatically added the person who had not yet downloaded your file. Now you will have to not only enter the name of the new person to receive your file, but will also have to enter the name of person who was already a known receiver of your file before it was deleted. I UPLOADED A FILE TO 3 PEOPLE. ONE OF THEM DOWNLOADED IT BEFORE I REALIZED I UPLOADED THE WRONG FILE. I USED THE "KILL FILE" OPTION TO DELETE THE FILE FROM DATAMAIL. EVERYTHING SEEMS TO BE OK, EXCEPT I ONLY GOT A "DOWNLOADED" MESSAGE FROM THE ONE PERSON WHO MANAGED TO DOWNLOAD THE FILE BEFORE I DELETED IT. I NEVER RECEIVED ANY KIND OF REPLY FROM THE OTHER RECEIVERS. IS THIS NORMAL, OR DID I FAIL TO DELETE THE FILE AND IT IS STILL WAITING FOR THOSE OTHER 2 PEOPLE TO DOWNLOAD IT? DataMail User's Guide Version 1.1 Page 19 ====================================================================== This is normal behavior. Those other 2 people received a message telling them that you deleted the file (so they won't go into DataMail trying to find a file when it is no longer there). However, your actions in choosing to delete the file were under your own control. Since you explicitly performed this action, DataMail assumes you are aware of it. DataMail does not bother to pester you with, "Hey, you deleted a file and those guys won't get it because you deleted it" messages. Everything is fine. If you wish to check, just run DataMail again and select the "Kill File" option. The file in question will not be listed, because it is no longer in DataMail. I'M THE SYSOP. I USE DATAMAIL IN A "USER MODE" IN ORDER TO SEND FILES TO MY BBS CALLERS, AND RECEIVE FILES FROM THEM. DATAMAIL IS DOING SOMETHING WEIRD WITH USER HERCULES POIROT. I LOOK IN MY BBS'S CALLER FILE, AND THERE HE IS, PLAIN AS DAY. BUT DATAMAIL DOESN'T SEEM TO KNOW ANYTHING AT ALL ABOUT HIM. WHY? One (or more) of three things is true. Herc is marked as a Deleted User, Locked-out, or has a Security Level of 0. To DataMail, these are non-existent users, and as such DataMail refuses to acknowledge them. BOY, I REALLY MESSED THINGS UP! I UPLOADED A FILE TO BOB AND CAROL AND TED AND ALICE. NEXT DAY, I DECIDE TO ADD ANTHONY AND CLEOPATRA, SO I USED THE "ALTER RECIPIENTS" OPTION TO DO THAT. TODAY, I DECIDED THAT CAROL SHOULDN'T GET THE FILE, SO I USED THE "ALTER RECIPIENTS" OPTION AGAIN. ONLY I REMOVED CLEOPATRA INSTEAD OF CAROL. THAT WAS A MISTAKE. CAN I FIX THIS? Sure, no problem. You should first make a decision about the expiration date of your file. If you are getting close, you might wish to overlay the file (via file transfer) in order to reset the expiration date. No matter what you decide, there are two ways to fix this. One is to use the "Alter Recipients" option again. This time, just add Cleopatra (again) and delete Carol. The other is to overlay your file. DataMail will show you the current Distribution-List. Just add Cleopatra and delete Carol. Then upload your file. Piece of cake; German Chocolate - my favorite! DataMail Page 20 Version 1.1 User's Guide ====================================================================== I WAS UPLOADING A FILE, AND DATAMAIL TOLD ME IT WAS TOO BIG AND DELETED IT. IT WAS A REALLY BIG FILE AND TOOK OVER 20 MINUTES TO SEND. WHY CAN'T DATAMAIL DETECT THE FILE SIZE BEFORE I UPLOAD IT AND SAVE ME THE TIME AND FRUSTRATION OF HAVING THE THING DELETED AFTER I UPLOAD IT? Because it can't. To put it another way, for the same reason you cannot detect the brand of light bulb in a light fixture simply by flipping the wall-switch with your finger. In other words, you have to be right there by the light fixture looking at the light bulb to see with your own eyes what brand it is. You can't do this standing half-way across the room by the wall-switch. Likewise, DataMail would have to be right there, inside your computer, in order to know the size of the file you are going to send. It cannot tell anything about the size of the file from half-way across town, the state, the country, or the world. Although your computer and your Sysop's computer are talking to each other via your modems, each computer maintains rigid control over what is and is not allowed to come and go over the modem. Your communications software strictly prohibits your Sysop's computer from taking control of your computer. Further, DataMail would have to be a mind reader. You can tell DataMail you are going to upload file XYZ (which is 10 bytes long) and DataMail MIGHT be able to determine that and say "OkeyDokey, go ahead", but there is no rule to say you can't, at the last moment, decide you are really going to upload file ABC which is 3 megabytes. DataMail can only check AFTER you finish uploading. DataMail tells you your file size limit before you start the upload process. It is up to you to verify your file is within acceptable limits before going through with the upload. If you just absolutely have to upload that file and can't break it into smaller pieces, contact your Sysop. File limits are controlled by your Sysop. Perhaps he/she will grant you temporary increased file limits. In the meantime, DataMail can only operate under your Sysop's rules, and can only inform you ahead of time about such things. It is up to you to verify you are following your Sysop's rules before you start. If you do not, DataMail will enforce them for you after the fact. DataMail User's Guide Version 1.1 Page 21 ====================================================================== DataMail Improvements/Enhancements ================================== DataMail is a tool for the User (you). The Sysop may also find it handy to send files to certain individuals, but it was designed with the User in mind. To that end, it is the Users' satisfaction that is of primary concern to me. DataMail must certainly operate efficiently for your Sysop without subjecting him/her to abuse of the tool, but the function of DataMail is designed to provide the User with a method to handle private file transfers in an expedient and simple manner. Please contact your Sysop with any suggestions for improvements to DataMail. It could be that DataMail already supports your needs, but your Sysop has chosen to not implement such options. In other cases, your ideas may not be part of DataMail right now, but could be if you let your Sysop know.