Mailbox Configuration

The Mailbox configuration area enables your organization to connect with carriers and exchange data with them. In this area, enter mailbox information for each of your organization’s mailboxes, set its status, and specify how your system accesses and processes download information in each mailbox using Instant or Scheduled download. Once you have set up an Applied Ivans Exchange mailbox, you can manage the password simultaneously for both Applied Epic and Applied Ivans Exchange.

Separate activation options are available to enable you to begin receiving downloads in each mailbox and to pull those downloads into Applied Epic. The Activate mailbox connection checkbox establishes a connection between CSIO and Applied Ivans Exchange to enable the mailbox to pull data from CSIO. Select this checkbox only if you are ready to activate the mailbox to begin receiving downloads and pulling download files into Applied Epic. If you need to continue receiving downloads in another management system (for example, if you are in the process of implementing Applied Epic), do not select this checkbox. You cannot reverse this selection.

While this checkbox enables files to be sent to the mailbox, the Mailbox Status radio buttons determine whether Applied Epic pulls files from the mailbox. Inactivating a mailbox using these radio buttons does not prevent CSIO from sending data to it; it only makes the files unavailable for processing in Applied Epic until the mailbox is activated. This selection applies to both scheduled and instant downloads.

If you enable Instant Download, Applied recommends leaving a daily scheduled download job in place to ensure that all downloaded items are processed (for example, if a job is cancelled or you experience a temporary interruption to your internet connection).

1. From the Home screen, do one of the following:
   
   • Click Configure on the navigation panel.
   • Click the down arrow next to Home on the menubar and select Configure.
   • Click Areas > Configure on the menubar.

From any other area of the program, do one of the following:

2. • Click the down arrow to the right of the Home options bar button and select Configure.
   • Click Home > Configure on the menubar. The Configure screen displays.

2. Click Interface on the navigation panel or Areas > Interface on the menubar.
3. Click Mailbox on the navigation panel.
4. You can do the following from here:

• Add a Mailbox
  1. Click the Add button beside the list.
  2. The Mailbox Status defaults to Active, meaning that Download will pull files from this mailbox. Select the Inactive radio button if you do not want Download to pull files from this mailbox. This status does not determine whether CSIO sends files to the mailbox, only whether they are available for processing in Applied Epic.
  3. Enter the Email address and Password for this CSIOnet mailbox.
     
     Note: The Password field is a secure edit field. Click the padlock button or click in another field to hide the information in this field (if you must leave your desk, for example). After several seconds, the information is hidden automatically (each digit is replaced with an X) . To view or revise information in this field, click on the padlock again.
  4. Select the Activate mailbox connection checkbox only if you are ready to activate the mailbox to begin receiving downloads from CSIO. If you need to continue receiving downloads in another management system (for example, if you are in the process of implementing Applied Epic), do not select this checkbox. You cannot reverse this selection.

  A confirmation message displays. Click Yes to confirm the activation or No if you are not ready to activate the mailbox.

  5. The Mailbox account, User ID, and Password  fields are for Applied Support use only. The fields populate automatically when you run CSIOnet for the first time, and no manual updates to them are necessary.

  The Change Password button allows you to update the mailbox password simultaneously for both Applied Epic and Applied Ivans Exchange. This is only available during the Edit workflow.

  6. Optionally, enter a Description to identify the mailbox account. If your organization has multiple mailboxes (Y-Accounts), you can use the Description to specify the brokerage for this mailbox.

  7. In the Instant Download Settings section, select the Accept instant download checkbox if you want to retrieve files from the mailbox automatically and queue them for processing (rather than scheduling a job to pull the files from the mailbox).
     
     Instant download requires valid entries in the fields in the Ivans frame above. These fields populate automatically when you run download through the CSIOnet action for the first time, and no manual updates to them are necessary. If you have made changes to them in error, contact Applied Customer Support.
  8. If you selected the Accept instant download checkbox, select Instant or Scheduled for each download type.
     
     If you select Instant, the system matches and processes downloads as soon as they are received from your Applied Ivans Exchange mailbox. This means that you do not need to schedule processing manually using the CSIOnet action. Download types with the Instant option enabled do not distribute a Communication Log automatically (as scheduled download jobs do). For a summary of the items processed, perform the Reprint Communication Log action, access Download Results, or run a Communication Log report from the Reports area.
     
     If you select Scheduled, the system retrieves downloads received from Applied Ivans Exchange and holds them in a system queue until your next scheduled job. You must schedule the downloads to process at a fixed time using the CSIOnet action.
     
     Note: If the mailbox already contains any files when you enable Instant download, they will not be processed until new files are sent to the mailbox. You may want to run a scheduled CSIOnet job after enabling Instant, as Instant download processes a maximum of 30 files per job and the first Instant job may not empty the mailbox. Running this initial scheduled job ensures that the system processes any backlog of files in the mailbox.
  9. Click Add to save this mailbox and add another.
     
     Click Finish to save this mailbox.
     
     Click Cancel to discard changes.
• Edit a Mailbox
  1. Select the mailbox from the list.
  2. Click the Edit button beside the list.
  3. Optionally select a radio button to change the Mailbox Status.
  4. Update the CSIO information as necessary:
  • Email address
  • Password
    
    Note: The Password field is a secure edit field. Click the padlock button or click in another field to hide the information in this field (if you must leave your desk, for example). After several seconds, the information is hidden automatically (each digit is replaced with an X) . To view or revise information in this field, click on the padlock again.
  5. To begin receiving downloads to a mailbox you have not yet activated, select the Activate mailbox connection checkbox. If you need to continue receiving downloads in another management system (for example, if you are in the process of implementing Applied Epic), do not select this checkbox. You cannot reverse this selection.

  A confirmation message displays. Click Yes to confirm the activation or No if you are not ready to activate the mailbox.

  If you are already receiving downloads in this mailbox, the Activate mailbox connection checkbox defaults selected and cannot be edited.

  6. The fields in the Ivans frame are for Applied Support use only. Editing the default values in these fields will interfere with your ability to download.
     
     Edit the Description of the mailbox if necessary. This description helps to identify the mailbox account, especially if your organization has multiple mailboxes (Y-Accounts).
  7. The Change Password button allows you to update the mailbox password simultaneously for both Applied Epic and Applied Ivans Exchange. The password always stays in sync between the two systems.

  To change a mailbox’s password in both systems, do the following:

  1. Click Change Password.
  2. Enter the new password in the Enter new password field. The password length must be between six and 128 characters.
  3. Enter the new password in the Confirm new password field.
  4. Click Finish or press [Enter] to complete the workflow.

  Click Cancel or press [Esc] to exit the screen without changing the password.

  8. If the Accept instant download checkbox is selected, files are retrieved from the mailbox automatically and queued for processing (rather than pulled from the mailbox at fixed intervals by user-scheduled jobs). Change the Accept instant download setting if necessary.
  9. If the Accept instant download checkbox is selected, select Instant or Scheduled for each download type.
     
     If you select Instant, the system matches and processes downloads as soon as they are received from your Applied Ivans Exchange mailbox. This means that you do not need to schedule processing manually using the CSIOnet action. Download types with the Instant option enabled do not distribute a Communication Log automatically (as scheduled download jobs do). For a summary of the items processed, perform the Reprint Communication Log action, access Download Results, or run a Communication Log report from the Reports area.  
     
     If you select Scheduled, the system retrieves downloads received from Applied Ivans Exchange and holds them in a system queue until your next scheduled job. You must schedule the downloads to process at a fixed time using the CSIOnet action.
     
     Note: If the mailbox contains any files when you enable Instant download, they will not be processed until new files are sent to the mailbox. You may want to run a scheduled CSIOnet job after enabling Instant, as Instant download processes a maximum of 30 files per job and the first Instant job may not empty the mailbox. Running this initial scheduled job ensures that the system processes any backlog of files in the mailbox.
  10. Click Finish to save this mailbox.
      
      Click Cancel to discard changes.
      
      If an interface job is running when you click Finish to save your changes, you are notified that your changes will not take effect until the next Download job begins. Click Yes to save your changes or No to discard them.
• Delete a Mailbox

  Deleting a mailbox is a permanent action. It removes the mailbox’s information from downloaded items, although the items themselves will remain in your system. If you want to stop processing files from the mailbox but retain the mailbox information (for example, if you may resume using it at a later time), inactivate the mailbox using the Mailbox Status radio buttons, rather than deleting it.

  To delete a mailbox permanently, do the following:

  1. Select the mailbox from the list.
  2. Click the Delete button beside the list.
  3. A confirmation message displays. Click Yes to delete the mailbox.
• Print a list of Mailboxes

  You can print a list of all currently defined mailboxes. Click the Print button beside the list and print the list as you would any other document.