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Acks2Mail 3.5

User's guide

Acks2Mail

Version 3.5

User's guide

December 2009.

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Table of contents: Chapter 1. General .................................................................................................................... 4 1.1. Software architecture ................................................................................................................ 4 1.2. Installation ................................................................................................................................ 8 1.3. Uninstallation ............................................................................................................................ 8 1.4. Licensing ................................................................................................................................... 8 Chapter 2. File importing module .................................................................................... 10 2.1. Configuring SWIFT Alliance Message Partner ...................................................................... 12 Chapter 3. E-mail sending module .................................................................................. 13 3.1. Archiving ................................................................................................................................ 14 Chapter 4. A2M Server application................................................................................. 15 Chapter 5. A2M Console application ............................................................................. 16 5.1. Managing e-mail messages from live and archive database ................................................... 16 5.1.1. Actions available in a specific queue ............................................................................... 17 5.1.2. Display button .................................................................................................................. 17 5.1.3. Resend button .................................................................................................................. 18 5.1.4. E-mail button ................................................................................................................... 19 5.1.5. Cancel button ................................................................................................................... 20 5.1.6. Resume button ................................................................................................................. 20 5.1.7. Search button ................................................................................................................... 20 5.1.8. Refresh button .................................................................................................................. 21 5.1.9. Printing e-mail list, single e-mail details or e-mail attachments...................................... 22 5.2. Managing clients and their e-mail addresses .......................................................................... 24 5.2.1. Add new button ................................................................................................................ 25 5.2.2. Using group e-mails ......................................................................................................... 26 5.2.3. Modify button .................................................................................................................. 26 5.2.4. Delete button .................................................................................................................... 27 5.2.5. Search button ................................................................................................................... 27 5.2.6. Refresh button .................................................................................................................. 28 5.2.7. Managing the database of e-mail addresses ..................................................................... 28 5.2.8. Printing the database of e-mail addresses ........................................................................ 30 5.2.9. Exporting the database of e-mail addresses ..................................................................... 31 5.3. Managing the software's global parameters ........................................................................... 31 5.3.1. General panel ................................................................................................................... 31 5.3.2. File import........................................................................................................................ 32 5.3.3. E-mails ............................................................................................................................. 34 5.3.4. Connection ....................................................................................................................... 35 5.3.5. Clean up NEW .................................................................................................................... 35 5.4. Software registration ............................................................................................................... 36 5.5. Managing File importing and E-mail sending modules.......................................................... 38 5.6. Viewing level 1 log messages ................................................................................................. 38 Chapter 6. Log Reader application ................................................................................. 40 6.1. About level 2 log messages .................................................................................................... 40 6.2. Enter search criteria screen ..................................................................................................... 40 Chapter 7. A2MBackup and A2MRestore applications ........................................ 42 7.1. Backup .................................................................................................................................... 42 7.2. Restore .................................................................................................................................... 43 Appendix A. ImportXML application .............................................................................. 44

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Appendix B. SendingMail application ........................................................................... 46

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Chapter 1. General

Building a relationship of trust with clients is the key for successful business. In a financial world this means that, among other things, the bank needs to inform clients of a completion of their transactions. This information needs to have all necessary details of the transaction, and it has to be provided in a timely fashion. This software sends e-mail notifications to clients of completed SWIFT payments. The e-mail message contains subject, body and a PDF-format attachment with the details of a SWIFT message. This document describes the functionality of Acks2Mail software, version 3.5. In the following chapters you will find a detailed description of the software's functions. The document also describes installation procedures, and versions of the software which are available on the market.

1.1. Software architecture

There are five major modules of this software: · · · · · module for importing SWIFT files into the database module for sending e-mail messages to clients module for managing client's e-mail addresses module for controlling message sending process module for reviewing log with info and error messages

Software architecture is described on figure 1-1.

SWIFT files E-mail messages Automatic importing of SWIFT files Automatic e-mail notifications

Acks2Mail console App · e-mail addresses · e-mail messages Central database

Log Reader App · viewing info messages · viewing error

messages

Figure 1-1 There are several actions that can be executed independently.

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SWIFT server (SWIFT Alliance, Turbo SWIFT, MERVA etc.) leaves acknowledgment files in a specific folder. Module for automatic importing of SWIFT files reads these files and validates their format. If the message is in the correct format the software analyses message's content. It finds the ordering customer field in the SWIFT message, if necessary adds a new client to the database, and creates e-mail message that will be sent to the client. This module runs as a windows service (it means that it does not require any user intervention; it starts automatically when computer is turned on). Module for automatic e-mail processing checks for ready-to-send e-mail messages, sends them using embedded e-mail client, and archives messages after successfully sending them. The example of the e-mail message is shown in figure 1-2.

Figure 1-2 Message's subject can be: · · simple, only with a salutation, or complex, with a salutation, ordering customer, currency and amount.

Using a complex subject can be beneficial because the client will understand the content of an e-mail message simply by reading the e-mail's subject. The body of e-mail message is created automatically, based on a text entered in the configuration dialog screen (figure 1-3).

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Figure 1-3 When e-mail message is already formed, its body can be manually changed, thus making that particular e-mail message more personal. This can be done in the Acks2Mail console application. Each e-mail message will have a copy of a SWIFT message sent as attachment file (figure 1-2). This file can be of two different formats: · · PDF format, and ASCII textual format.

Figure 1-4 The difference between these two formats is that PDF file represents a formed and ready-to-print document, while ASCII textual file needs to be opened by word processing application (MS Word, WordPad, Notepad) and then printed. Consequently, PDF file, shown in figure 1-4, cannot be changed

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but only printed, while ASCII file can be modified prior to printing. We recommend using PDF format whenever possible. Configuration of the e-mail client (SMTP server address, username and password, etc.) is stored in the central database, and it can be configured using A2M Console application (figure 1-5). This means that this software is completely independent of other e-mail enabled programs.

Figure 1-5 This software can even use its own SMTP server, making the process of sending e-mails independent of the bank's main e-mail server. Therefore, Acks2Mail can be implemented in any environment, because it can rely totally on its own resources. Go to the Appendix C of this document to find out how to test if your e-mail server can be used by Acks2Mail software to send messages. The software keeps track of all messages, thus providing a reliable mechanism for resolving any dispute with clients. Furthermore, software is designed in such a way that enables operator to resend any e-mail message, regardless of the time and date of the original message, to the same or different email address (figure 1-6).

Figure 1-6

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The important issue of keeping track of what is happening on the system is a very important part of the software package. Most of the user's actions, as well as all of the service's actions, are logged in the database, for later reviewing. We have designed special application for reading log files, called LogReader (figure 1-7).

Figure 1-7

1.2. Installation

Acks2Mail installation is contained in the following file: Acks2Mail35setup.exe. The prerequisite for the installation of Acks2Mail is .Net Framework 3.5. To start the installation, locate and double-click Acks2Mail35setup.exe. Follow the instructions on the screen. Keep the default values, if possible. After installation is succesfully finished, restart the computer. When computer restarts, run A2M Console and configure parameters. At this point, it is necessary to register software. For more information on how to register your copy of software, or how to change your license, see Chapter 5, section 5.4.

1.3. Uninstallation

To uninstall Acks2Mail software, locate Acks2Mail in Control Panel, Add/Remove Programs. Select Acks2Mail and choose uninstall.

1.4. Licensing

In its initial stage, after installation, software is unlicensed, and needs to be registered. When unregistered, software cannot send any e-mails to clients.

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Software license is based on a number of e-mail messages that software can send in one day. There are four different licenses: · · · · 100 messages/day 200 messages/day 500 messages/day Unlimited number of messages per day.

For more information on how to register your copy of software, or how to change your license, see Chapter 5, section 5.4.

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Chapter 2. File importing module

Building a new e-message starts with the process of importing SWIFT ACK files into the database. Module which imports these files is called File importing module. This module is implemented as a part of windows application called A2M Server. This appliaction starts automatically after the the user logs in. It does not require any user intervention when starting. Parameters that control execution of this module are stored in the database. Module uses following parameters: · · · · · · · input path ­ specifies the path where SWIFT server leaves files with acks error path ­ specifies the path where to put input files which did not pass validity check archive path ­ specifies the path where to put input files which have been processed successfully input extension ­ specifies the extension of the files in input folder which will be processed ID type ­ specifies if client's identifier is numeric or text value complex filename ­ specifies whether to add client's name, currency and amount to the filename of the attachment containing SWIFT message data MT list, with key field ­ specifies the list of SWIFT MTs that are processed and imported into the database; for each MT, a key field is defined, which holds the client's identifier value (for example, field 50K in MT 103)

To change these parameters, use A2M console application (figure 2-1). For more details on Acks2Mail console application, see chapter 2.

Figure 2-1

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If any of the paths cannot be accessed during the execution of this module, A2M Server will terminate. Supported formats for incoming files are: · · DOS-PCC format RJE format.

When analyzing input files, software first examines if the files are in one of two supported formats. If the format of incoming files does not match these formats, file is moved to the error folder. If the format is validated, software analyses the content of the files, extracting SWIFT individual messages from it. If the message found in a file is not listed in a list of MTs to analyze, it is discarded. Otherwise, software searches for a key field in order to find client's identifier. For a message of the type MT103 this field is 50K, i.e. Ordering Customer. If the ID type parameter is set to be numeric, software searches for "slash" character ("/") and interprets the rest of the line as a client's identifier value. If the ID type parameter is set to be text, software reads the first line in the key field and interprets it as a client's identifier value. If the ID type parameter is set to be numeric, but software cannot find "slash" character ("/"), it will insert this message into the database, but it will put it in the Incorrect format queue. If the key field is not found in a SWIFT message, software will put that message in the Incorrect format queue as well. After extracting user's identifier, software will search the database to examine if this client has been already defined. If the client has been found, and has one or more valid e-mail addresses associated with it, software will create new e-mail message and it will put it in the Outbox queue, ready to be sent. If the client is not in the database, software will add client's data (identifier and description) to the database. At this point, client will not have an e-mail address associated with it, and for that reason software will put newly formed e-mail message to the No receiver queue. Once operator enters the email address for that client, all e-mail messages from the No receiver queue that were associated with that client will be moved to the Outbox queue. For detailed description of the databases queues, see chapter 4. File importing module will process in one cycle no more then three files from the input path. This is not a parameter, but a feature by design. File importing is executed in regular cycles. The parameter that specifies how many seconds should past between two cycles is stored in database, and can be configured using A2M console application. This same parameter controls cycle timeouts for the second module: E-mail sending module. File importing module can be stopped, in which case no new files will be processed. Module can be stopped using A2M Console application. NEW As a new feature in release 3.5, it is now possible to configure File importing module to input messages directly into the On Hold queue. This is very useful if bank policy is to have a sellection of messages which will be send via e-mail.

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2.1. Configuring SWIFT Alliance Message Partner

Acks2Mail software uses files with SWIFT acknowledgements, created by SWIFT Alliance Entry/Access, or any other SWIFT-complient application. This section describes how to configure SWIFT Alliance Entry/Access Message partner to export acknowledgements to files. In SWIFT Alliance Entry, there are two predifined message partners for acknowledgements, LocalSwiftAcks and BatchSwiftAcks.

Figure 2-2 Data format field should have either RJE or DOS-PCC value. Output file extension should have ack value. Output path name must point to the folder, which correspond to Acks2Mail software parameter Input path. These values must be the same. See figure 2-2 for more details.

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Chapter 3. E-mail sending module

Module responsible for sending e-mails to clients is called E-mail sending module. This module check the Outbox queue from central database, and sends e-mail massages to clients. This module represents a second part of A2M Server. Parameters that control execution of this module are stored in the database. Module uses following parameters: · · · · · · SMTP server IP address or DNS name Sender's e-mail address Sender's name Authentication type Username Password

SMTP server IP address or DNS name points to the server which is used for sending e-mails. Sender's e-mail address and Sender's name is what recipient will see in the From field. Authentication can be: anonymous or basic. If the authentication type is basic, valid username and password must be entered. The combination of username/password will be used to authenticate sender at the server. To change these parameters, use A2M Console application (figure 3-1). For more details on A2M Console application, see chapter 4.

Figure 3-1 In case the software is unable to send e-mail using specified SMTP server, it will generate an error message in log, and the e-mail message will remain in the Outbox queue. After successfully sending e-mail message, software will move that message from Outbox queue to the Sent Items queue.

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E-mail sending module will process in one cycle no more then three e-mail messages from the Outbox queue. This is not a parameter, but a feature by design. E-mail sending module is executed in regular cycles. The parameter is the same one that controls the execution of the File importing service.

3.1. Archiving

Live database contains e-mail messages from a present day, and the specific number of days in the past. Older e-mail messages are stored in the archive, for later reviewing. The number of days to keep e-mail messages in the live database is controlled by a parameter, which can be reconfigured using Acks2Mail console application. The archiving of a live database means moving e-mail messages from a live database to the archive. This will affect e-mail messages from all the queues, except Outbox queue, of course. Archiving limits the size of a live database, improving application performance and database layout. The archiving of a live database is performed each time E-mail sending module starts, before the first cycle execution.

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Chapter 4. A2M Server application

File importing module and E-mail sending module are represented by A2M Server application. This application should normally start automatically when any user logs to the Windows. This application runs in the background, and does not have any window associated with it. When the application is running, user will see a A2M icon in the system tray, shown in figure 4-1.

Figure 4-1 User can interact with A2M Server application by right-clicking on the A2M icon, shown in figure 42.

Figure 4-2 There are three options in the menu: 1. A2M Console By clicking on this option user will start A2M Console application. This application is described in details in the next chapter. 2. Log Reader By clicking on this option user will start Log Reader application. This application is described in details in the chapter 6. 3. Shutdown A2M Server By clicking on this option user will terminate A2M Server application

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Chapter 5. A2M Console application

Central application for monitoring and managing Acks2Mail software is AAMonsole application. This application can be started from Start menu -> Programs -> Acks2Mail 3.5 -> A2M Console. By using this application following tasks can be performed: · · · · · · monitoring, managing and printing e-mail messages from live and archive database, monitoring, managing and printing database of clients and e-mail addresses, managing software's global parameters, registering software, managing file checking and e-mail sending modules, viewing level 1 event messages.

5.1. Managing e-mail messages from live and archive database

When the application starts, first form that appears is the Message File form, which is used for monitoring, managing and printing e-mail messages from live and archive database, shown in figure 51.

Figure 5-1

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There are two main parts of this screen: · · tree-like form, on left side, which contains all the queues, presented in the form of branches, central list, in the middle of the screen, which contains e-mail messages from the selected queue in the tree-like form. Outbox queue: Sent items: No receiver: On Hold: contains e-mail messages which have a valid receiver's e-mail address, and are waiting to be sent. contains e-mail messages which were successfully sent to clients. contains e-mail messages which do not have valid receiver's e-mail address. contains e-mail messages for which sending was On Hold manually by an operator

There are five queues in total: · · · · ·

Incorrect format: contains e-mail messages for which the key field was not found, or was not in the correct format (for more, see chapter 2: File importing module)

There is also a list of buttons, located at the top of the screen, which can trigger a specific action.

5.1.1. Actions available in a specific queue

There are four action buttons, performing one of the following actions: · · · · cancel the sending of e-mail message, change priority of the e-mail message to urgent, resend e-mail message, enter the e-mail address for the client.

What action of the above is allowed depends on the queue where the e-mail message is located. When the e-mail message is in: Outbox Sent Items No receiver On Hold Incorrect format

Available actions are: Change priority to urgent, Cancel sending Resend e-mail message Enter e-mail address Resume sending, change e-mail address Enter e-mail address

5.1.2. Display button

Pressing Display button triggers the opening of a new window, containing e-mail message details, shown in figure 5-2.

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Figure 5-2 Following details are shown: · receiver · entrance time ­ date and time when the message has been imported into database by the File importing module · urgent state · On Hold state · sending time ­ date and time when the message was sent (if in Sent items queue) · subject · body · attached filename · content of the attached file.

5.1.3. Resend button

This action button triggers resending an e-mail message, which was already sent to the client. NEW As a new feature in release 3.5, it is now possible to change both e-mail address on which message will be sent and message body. This is particulary usefull if some new information should be sent to clients. New window appears, asking to select the options (figure 5-3).

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Figure 5-3 After confirming the action, a new e-mail message will be created and placed in the Outbox, ready for sending.

5.1.4. E-mail button

This action button initiates the procedure for entering e-mail address for a client, with whom the selected e-mail message is connected with. A new screen appears, prompting user to choose what type of action should be performed.

Figure 5-4 Choosing the first or the second option will permanently update client's e-mail address for all future messages. The new screen will appear, shown in figure 5-5.

Figure 5-5 This screen is described in more details in section 5.2.1. If the first option in figure 5-4 was selected, only the selected message will be updated. If the second option in figure 5-4 was selected, software will check No receiver and On Hold queues and update all

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e-mail messages associated with the updated client. Consequently, e-mail messages will be moved from No receiver to the Outbox queue. If the third option in figure 5-4 was selected, new window will appear, shown in figure 5-6. This action will change recepient's e-mail address for the selected message only. Client's e-mail address will not be permanently changed.

Figure 5-6

5.1.5. Cancel button

This action button moves selected e-mail message to the On Hold queue. The confirmation screen appears, shown in figure 5-7.

Figure 5-7

5.1.6. Resume button

This action button removes selected e-mail message from the On Hold queue, and puts the e-mail message back to the Outbox queue. The confirmation screen appears, shown in figure 5-8.

Figure 5-8

5.1.7. Search button

When A2M console application starts, or when the Message File option is chosen from the View menu, a predefined search is performed against the live database, and the results are distributed in

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queues, as described in the previous section. To perform a new search with different search criteria, press click on Search button. A new window, titled Filter criteria, is displayed, as in figure 5-9.

Figure 5-9 In field Choose what to search, you can choose: · · Live database, or Archive files

Live database contains resent e-mail messages. The number of days to keep e-mail messages in the live database is configured by a parameter. For more details see section 5.3. E-mail messages that are not present in the live database can be found in archive files. Search criteria can be refined by adding a search condition on one the following fields: · · · receiver's identifier e-mail's subject receiver's e-mail address

There is also a special character, "%", that can be used to replace any sequence of characters in the specified field. For example, if you write the following text in the Subject field: %CIS% this will search for e-mail messages that contain string "CIS" anywhere in the subject field, because the percentage sign ("%") at the beginning and at the end means that there can be any text before string CIS, as well as any text after it.

5.1.8. Refresh button

Message file window does not refresh automatically. This means that in order to have most recent results displayed on the screen, you have to perform manual refresh of the data. This can be done by clicking on this button, or by pressing F5 function key on the keyboard.

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5.1.9. Printing e-mail list, single e-mail details or e-mail attachments

There are three types of data that can be printed: · · · list of e-mail from a specified queue single e-mail details e-mail attachment file only

To invoke printing module, choose General menu, and then Print... option. Print dialog screen appears, as shown in figure 5-10.

Figure 5-10 When you choose List of messages option, you will get a report like the one shown in figure 4-11.

Figure 5-11 When you choose Single message details option, you will get a report like the one shown in figure 512.

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Figure 5-12 When you choose Single message attachment option, you will get a report like the one shown in figure 5-13.

Figure 5-13

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5.2. Managing clients and their e-mail addresses

Central database contains the list of bank's clients and their e-mail addresses. Each client is described with the following attributes: · · · identifier ­ is either numeric or text value description ­ is usually a client's name list of e-mail addresses

Client can have one or more e-mail addresses associated with it. NEW As a new feature in release 3.5, client can be marked not to receive e-mails automatically. In such case e-mails for that client will be stored in On Hold queue. There are two ways in which clients are added into the database: automatic and manual. When importing data from SWIFT ACKs file, File importing module extracts data from key field (for MT103 key field is 50K, Ordering Customer) and it checks if the client exists in the database. If not, this module automatically adds this client, and places it into the No e-mail queue. Operator can manually add client's details using A2M Console application. To manage clients and their details, in A2M Console application, choose E-mail database from the View menu. A new screen will appear, shown in figure 5-14.

Figure 5-14 There are two main parts of this screen: · tree-like form, on left side, which contains queues, presented in the form of branches,

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·

central list, in the middle of the screen, which contains client details, including their e-mail addresses for the selected queue in the tree-like form. valid e-mail: no e-mail: contains clients which have at least one e-mail address associated with them. contains clients which do not have any e-mail addresses associated with them.

There are two queues in the tree-like form: · ·

There is also a list of buttons, located at the top of the screen, which can trigger a specific action.

5.2.1. Add new button

This button triggers the action of adding a new client to the database. New screen appears, shown in figure 5-15.

Figure 5-15 Identifier field is the client's main identifier. It can be of two types: · · numeric, or text

If the Acks2Mail software is configured for identifier to be a numeric value, this field equals to the numeric value entered that follows a slash sign ("/") in the first line of the SWIFT MT key field. For example, in message MT103, key field is 50K, and if the first line of that field begins with slash sign ("/"), client's numeric identifier equals to the numeric value behind the slash sign. Usually, this is the client's account number. If the Acks2Mail software is configured for identifier to be a text value, this field equals to the first text line of the SWIFT MT key field. In this case, if the first line of the SWIFT MT key field begins with slash sign ("/") that line is ignored. First text line in the SWIFT MT key field usually contains client's name. So, to simplify this, we can make the following conclusion:

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Client's identifier can be either a client's account number, or a client's name.

Description field holds a client's description. Send PDF check button specifies if the client should receive SWIFT confirmation in the form of PDF document, or an ASCII textual file. We strongly recommend using the PDF document, which is password-protected and can only be printed, but not modified in any way. Do not send e-mails automatically check button specifies if new e-mails for that client should be put in On Hold queue. To add a new e-mail address for a client, fill e-mail address field, and then click on Add button. Client e-mail address should conform to the standardized e-mail address format: <text>@<subdomain>.<domain> For example: valid e-mail address is: [email protected] ,and invalid e-mail address is: [email protected] To remove e-mail address from the list, first select e-mail address to remove, and then click on the Remove button. To save changes click on Save button. To discard changes, click on Cancel button.

5.2.2. Using group e-mails

It is often the case that many of the SWIFT confirmations need to be sent not only to the client's personal e-mails, but also to the bank's branch office where the client holds the account. To speed up the process of adding e-mail addresses, and to minimize human errors, you can define a number of group e-mail addresses. These e-mail addresses are entered only once, and can be associated with unlimited number of clients. Typically, group e-mail addresses are the addresses of branch offices. To associate a group e-mail address with a client, click on Group button on User data screen (figure 5-15). New screen appears, shown in figure 5-16.

Figure 5-16 To select a specific e-mail address, double-click on it with the mouse, or press Enter on the keyboard.

5.2.3. Modify button

To modify client details, click on Modify button. New screen appears, shown in figure 5-17.

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Figure 5-17 All client details can be edited. You can add new e-mail addresses, as well as remove any of current addresses. To save changes click on Save button. To discard changes, click on Cancel button.

5.2.4. Delete button

To delete a client, first select it, and then click on the Delete button. A confirmation screen appears, shown in figure 5-18.

Figure 5-18 If confirmed, all client details will be deleted from the database. However, e-mail messages that were associated with that client will not be deleted. Once created, email message cannot be deleted from the database, it can only be canceled. E-mail messages were discussed in chapter 3. Also, if the client had a group e-mail address associated with it, that e-mail address will not be deleted. Only e-mail addresses that were exclusively associated with that client will be deleted together with other client details.

5.2.5. Search button

When E-mail database option is chosen from the View menu, a predefined search is performed which includes all clients, and the results are distributed in queues, as described in the previous section. To perform a new search with different search criteria, click on Search button. A new window, titled Filter criteria, is displayed, as in figure 5-19.

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Figure 5-19 Search criteria can be refined by adding a search condition in one the following fields: · · · client's identifier client's description client's e-mail address

There is also a special character, "%", which can be used to replace any sequence of characters in the specified field. For example, if you write the following text in the Client description field: %TECHNO% this will search for clients that contain string "TECHNO" anywhere in the description field, because the percentage sign ("%") at the beginning and at the end means that there can be any text before string TECHNO, as well as any text after it. You can also perform a search based on the negative criteria. For example, you can search for user that DO NOT have a string "cis.co.yu" in their e-mail addresses. To this, type in the Client's e-mail contains text field: %cis.co.yu% and check NOT checkbox left to the text field.

5.2.6. Refresh button

E-mail database window does not refresh automatically. This means that in order to have most recent results displayed on the screen, you have to perform manual refresh of the data. This can be done by clicking on this button, or by pressing F5 function key on the keyboard.

5.2.7. Managing the database of e-mail addresses

Managing the database of e-mail addresses means to change an e-mail address from single to group address, to add new group address, to delete group e-mail address and to modify group e-mail address. To manage the database of e-mail addresses, choose E-mail database menu, and then choose Edit email database, or press F11 function key on your keyboard. A new window appears, shown in figure 5-20, titled Edit group addresses.

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Figure 5-20 To add new group e-mail address, click on Add button. New screen appears, shown in figure 5-21.

Figure 5-21 To edit group e-mail address, click on Modify button. New screen appears, shown in figure 5-22.

Figure 5-22 NEW As a new feature in release 3.5, client can be marked not to receive e-mails automatically. In such case e-mails for that client will be stored in On Hold queue.

To delete group e-mail address, click on Delete button. Confirmation screen appears, shown in figure 5-23.

Figure 5-23 Operator is informed about the number of clients with whom that group e-mail address is associated. NEW As a new feature in release 3.5, it is now possible to filter the list of displayed e-mail addresses. The same filtering rules apply. See 5.2.5 section for more details.

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To change a group e-mail address to single e-mail address, click on the Left-to-right arrow button. Confirmation screen appears, shown in figure 5-24.

Figure 5-24 When moving group e-mail address to single, there will be a multiple number of the same e-mail address, equal to the number of clients with whom that group e-mail address was associated. To change a number of the same single e-mail addresses into one group e-mail address, click on the Right-to-left arrow button. Confirmation screen appears, shown in figure 5-25.

Figure 5-25

5.2.8. Printing the database of e-mail addresses

There are two reports that can be generated: · · list of client with valid e-mail addresses, and list of client without valid e-mail address

To generate a report, choose General menu, and the choose Print... option. Print preview screen appears, shown in figure 5-26.

Figure 5-26

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5.2.9. Exporting the database of e-mail addresses

Database of clients and their e-mail addresses can be exported into a text file, which can be later opened with Microsoft Excel, or it can be imported into a proprietary database system. The file is a textual file, with txt extension, and inside of the file fileds are separated with TAB separator. To export a database, first perform a search, if you want to limit the scope of the database, then click on the group of clients (Valid e-mail, or No e-mail), and then click on the Export button. You will be prompted to choose a file name and a location.

5.3. Managing the software's global parameters

Running of Acks2Mail software is controlled and managed by software's global parameters, which mainly control the execution of A2M Server. These parameters can be reconfigured by A2M Console application. Choose General menu, and then choose Options.... This window consists of four panels, each containing a group of common global parameters, shown in figure 5-27.

Figure 5-27 These panels are: · · · · · General File import E-mails Connection Clean Up

5.3.1. General panel

This panel contains parameters that control general execution of Acks2Mail software package. Days to keep data in LIVE database

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This parameter specifies how many days software keeps e-mail messages in the live database, before moving them to archive. This setting is applied to Sent items queue, No receiver queue, On Hold queue and Incorrect format queue. E-mail messages from the Outbox queue will never be archived. Possible values are (between and including): 1 to 14. Service timeout (sec) This parameter controls the timeout period between two cycle executions of the A2M Server. This is a windows service that runs both File importing module and E-mail sending module. Possible values are (between and including): 10 to 180. Mark to send PDF files to new clients When adding a new client to the central database File importing module uses this parameter to decide if the client should receive PDF file or ordinary ASCII textual files. Encrypt PDFs When sending acknowledgments in PDF format, files can be enrypted for modification, thus allowing recipient to read and print, but not to modify the acknowledgment. If this option is checked, PDF file will be encrypted. This password should not be given to clients, because it they can modify the content of the acknowledgment, if they know this password. Which MTs to process and import This segment defines the list of SWIFT MTs to analyze and import into database. Each MT has a key field defined, which hold client's identifier value. To add new MT, type MT number in MT type field, and type key field value in Field that holds the key value, and then press Left-to-right arrow button. To remove MT from the list, select the MT, and then press Right-to-left arrow button. Small break This parameter defines a small timeout in A2M Server application. The posible values are between 100 and 400 milliseconds. This parameter should not be modified without consulting software support service. Large break This parameter defines a large timeout in A2M Server application. The posible values are between 200 and 1000 milliseconds, but must be larger then Small break. This parameter should not be modified without consulting software support service. Number of e-mail messages sent in one cycle This parameter defines how many messages from the Outbox queue are sent by A2M Server application in one cycle. Values are between 1 and 10.

5.3.2. File import

This panel contains parameters which control File importing module. Panel is shown in figure 5-28.

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Figure 5-28 Input path This parameter specifies the location where SWIFT server leaves ACKs files. This path can point to the local directory, or to the network path, following the UNC convention. Input file extension This parameter specifies which file to process and import, based on the extension. Type asterisk sign (*) to process all files. Type a* to process files which extension begins with letter "a". Archive path This parameter specifies the location where File import module moves ACKs files, after successfully processing it. This path can point to the local directory, or to the network path, following the UNC convention. Error path This parameter specifies the location where File import module moves incorrect ACKs files. This path can point to the local directory, or to the network path, following the UNC convention. Client's identifier is NUMERIC If set to true, File checking module will accept client's identifier to be identical to a numeric value from the first line in a key field, if that line begins with slash sign("/"). If this parameter is false, File checking module will accept client's identifier to be identical to the first line in a key field which does not begin with slash sign ("/"). Example:

In MT 103, key field is 50K: :50K: /20065119 CIS DOO NOVI SAD BRACE RIBNIKAR 52 NOVI SAD

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If this parameter is set to TRUE, identifier for company CIS will be numeric: 20065119. If this parameter is set to FALSE, identifier for company CIS will be text: CIS DOO NOVI SAD.

Add name, currency and amount to the filename of the attachment If set to TRUE, filename of the attachment will begin with the client's name, followed by currency and Amount. If this parameter is set to FALSE, filename of the attachment will be generated based on current date and time. Insert messages to On Hold queue If set to TRUE, new messages will be inserted into On Hold queue, and will be sent to the Outbox only after operator's action. Hide Message Input reference and Sender's reference If set to TRUE, Message Input Reference (MIR) and Sender's reference (Field 20) will be hidden.

5.3.3. E-mails

This panel contains parameters which control the content of the e-mails sent to clients. Panel is shown in figure 5-29.

Figure 5-29 Message subject This parameter contains the text which will be at the beginning of e-mail's subject. If the next parameter is set to TRUE (Add the file name to the subject of a message), subject will also contain the file name of the attachment. Message body This parameter contains the text that will be a body of an e-mail message.

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5.3.4. Connection

This panel contains parameters which control the way that software connects to SMTP server for sending e-mails. Panel is shown in figure 5-30.

Figure 5-30 SMTP server This parameter contains IP address or DNS name of the SMTP server which will be used to send emails. From address This parameter contains the e-mail address that the receiver of the e-mail will see in From field. From name This parameter contains sender's name that the receiver of the e-mail will see in From field. Authentication If set to anonymous, no username and password will be sent to SMTP server for authentication. Otherwise, Username and Password fields must be filled to provide proper authentication to SMTP server.

5.3.5. Clean up NEW

This panel contains parameters which control backup and archiving process. Panel is shown in figure 5-31. Backup and archiving are always performed at startup of A2M Server, and on scheduled intervals. Backup process involves copying all the software's data to a backup path. This includes: e-mail database, sent messages and log files. It is advisable for backup path to point to a safe network location.

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Archiving process consists of moving e-mail messages from live to archive databases. Archive databases are located in the same folder where live database exists, and are named in the following pattern: ARCH<YYYYMMDD>.cma.

Figure 5-31 Backup path This parameter defines alterative path where software's data will be backed up. This path should point to a safe network location. Backup day This parameter defines days of the week on which backup process should run. The earliest backup start This parameter defines the earliest time when backup process should run. The latest backup start This parameter defines the latest time when backup process should run. Archive day This parameter defines days of the week on which archive process should run. The earliest archive start This parameter defines the earliest time when archive process should run. The latest archive start This parameter defines the latest time when archive process should run.

5.4. Software registration

NEW As a new feature in release 3.5, software registration is now bound to bank's BIC code, not to a specific hardware on which application is installed.

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When installed, software is initially in unregistered state. This means that no e-mail messages will be sent to clients. E-mails messages will be stored in Outbox, and will be sent after registration of software. Software license is based on a number of e-mail messages that software can send in one day. There are four different licenses: · · · · 100 messages/day 200 messages/day 500 messages/day Unlimited number of messages per day.

To register, start A2M Console application, and from the Help menu choose Registration option. If the software is unregistered, a figure for registration will be shown (figure 5-32).

Figure 5-32 Click on the registration figure, and the next window will appear, shown in figure 5-33.

Figure 5-33 Type the name of your organization and your e-mail address, and click on OK button. Confirmation screen appears, shown in figure 5-34.

Figure 5-34 Follow the instructions from the window: Next step is to send registration file to the software vendor via e-mail to: [email protected]

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File that you need to send is: C:\Program Files\Acks2Mail\bin\Acks2Mail.rex After receiving the file back from the software vendor, save the file at the original location, replacing the original Acks2Mail.rex file. If you want to see the type of license and the expiry date, from the Help menu choose About option. New screen will appear, shown in figure 5-35.

Figure 5-35 BIC8 lists BIC code for which software is registered. Registration status can be either Registered or Unregistered. Expires on field hold the date of the expiration license. License type specifies the maximum number of messages that can be sent in one day. Messages sent today calculate the total number of messages that software sent on the current day.

5.5. Managing File importing and E-mail sending modules

File importing module and E-mail sending module can be started and stopped using A2M Console application. From the General menu, choose Manage services... option. New window appear, shown in figure 5-36.

Figure 5-36

5.6. Viewing level 1 log messages

Log messages are recorded on two levels. Level 1 log messages are the most important messages generated by A2M Server.

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These log messages can be viewed using A2M Console application. Log message board is located on the bottom of the page. This is shown in figure 5-37.

Figure 5-37 Level 2 log contains all messages generated by all applications and libraries. These log messages can be viewed using Log Reader application. This application is discussed in more detail in the next chapter.

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Chapter 6. Log Reader application

Log Reader application is used to read level 2 log messages. This application can be started from Start menu -> Programs -> Acks2Mail 3.5 -> Log Reader.

6.1. About level 2 log messages

Level 2 log contains all messages generated in Acks2Mail software. The type of message can be: · · · · · · · · · · · · info error Acks2MailServer ­ messages generated by A2M Server Acks2Mail Zidane EmailCls ImportXML time type source text ­ messages generated by A2M Console application ­ messages generated by Zidane class library ­ messages generated by EmailCls class library ­ messages generated by ImportXML application

The source of the message can on of the following:

Each level 2 message is described by following attributes: ­ exact time when message was generated ­ type of message ­ source of the message ­ message text

location ­ location within source application where message was triggered

6.2. Enter search criteria screen

When Log Reader application is launched, the first screen displayed is Enter search criteria screen, shown in figure 6-1.

Figure 6-1.

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Advanced search criteria can be configured by clicking on button Type&Source. This screen is shown in figure 6-2.

Figure 6-2 To perform the search of log files, click on Search button. The main screen appears, shown in figure 63.

Figure 6-3 List is sorted on time columns, in descending order. There can be maximum of 300 items displayed in the main list. If the search returns more than 300 level 2 log entries, you can use arrow buttons to navigate the result set. Clicking on down arrow button displays previous 300 entries, while clicking up arrow displays next 300 entries. To refresh data based on a current search condition, click on Refresh button. To perform new search based on new search criteria, click on Search button.

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Chapter 7. A2MBackup and A2MRestore applications

A2MBackup and A2MRestore applications are used for migration, upgrade and on-demand backup.

7.1. Backup

When performing a backup, following items are saved (backed up): DATA folder LOG folder Registry entries AMBackup has the following syntax: A2MBackup ­P <backup path> where: <backup path> is the folder location where the backup will be stored

Steps to perform backup: 1. Open Command prompt window (CMD.exe) and type: c:\ cd program files\acks2mail\bin Type: A2MBackup ­P <backup path> Example 1: A2MBackup ­P D:\temp Example 2: A2MBackup -P "D:\my backup" If the <backup path> contains spaces, parameter must be enclosed in quotation marks. If quotation marks are used, do not put backslash (\) character at the end of the path. Incorrect: A2MBackup "-P D:\my backup\"

2. 3. 4.

5.

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7.2. Restore

A2MRestore command has the following syntax: A2MRestore ­P <backup path> where: <backup path> is the folder location where the backup is located

Important: Close all Acks2Mail applications before performing the restore. Steps to perform restore operation: 1. Open Command prompt window (CMD.exe) and type: c:\ cd program files\acks2mail\bin Type: A2MRestore ­P <backup path> Example 1: A2MRestore ­P c:\temp\acks2mail\Backup_20091221-1204 If the <backup path> contain spaces, parameter must be enclosed in quotation marks. A2MRestore ­P "c:\My backup\acks2mail\Backup_20091221-1204" If quotation marks are used, do not put backslash (\) character at the end of the path. 4. Incorrect: A2MRestore ­P "c:\My backup\acks2mail\Backup_20091221-1204\"

2. 3.

When performing the Restore operation, a copy of the data that will be overwritten will be created in <backup path> folder. New folder will be created, and the folder name will be in form of: Restore_YYYYMMDD-HHMM.

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Appendix A. ImportXML application

ImportXML application is used to import e-mail addresses from backoffice application into Acks2Mail software. The XML file should have the following structure: <root> <Acks2MailItem> <Action>action</Action> <ID>client's identifier</ID> <Desc>client's description</Desc> <Email>client's e-mail 1</Email> <Email>client's e-mail 2</Email> ... <Email>client's e-mail n</Email> </Acks2MailItem> <Acks2MailItem> ... </Acks2MailItem> ... </root> The file should begin with <root> tag, and it should end with </root> tag. Data for each client should be embedded in <Acks2MailItem> tag. The number of <Acks2MailItem> tags per one file is not limited. <Action> tag can have one of two correct values: · · A D ­ item will be added to the database, or ­ item will be deleted from the database

If the tab <Action> has value A, but the client with the same identifier already exists in the database, all client's data will be overwritten with data from XML file. <ID> tag should have a numeric value which represents client's unique identifier. This is the value which follows the slash character ("/") in field 50K, in MT103. <Desc> tag should contain a text which describes a client. Usually, this is a client's name. <Email> tag contains the e-mail address where to send the confirmation of the SWIFT payments. This can represent client's e-mail address, or it can represent an e-mail address of a branch office which usually initiates the payment for that client. The number of e-mail addresses for one client is not limited, but it should be less than 10.

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This application can be started from command line by typing: cd "C:\Program Files\Acks2Mail\bin" Then type: ImportXML -i<input path> -o<output path> -a<archive path> where: <input path> is the path to the folder containing files from backoffice application, <output path> is the full path of the config.cma file, <archive path> is the path to the folder where to move files after importing. Example: ImportXML -ic:\temp -o\"C:\Program Files\Acks2Mail\data\config.cma\" -ac:\temp\archive

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Appendix B. SendingMail application

Sendingmail application is used to test if chosen e-mail server can be used by Acks2Mail server to send e-mails. This application can be started from command line by typing: cd "C:\Program Files\Acks2Mail\bin" Then type: SendingMail

Figure B-1 Consult your system administrator on how to configure following fields. To test sending e-mails, in Server field type DNS name of the server, or server's IP address. In From address field type the e-mail address of the account used to send e-mail message. This field is usually needed by most popular e-mail servers. In To address field type the e-mail address to receive e-mail message. Try sending test e-mail to address hosted by different e-mail server from the server in the Server field. If the server requires authentication, set Autentication to Yes, and enter Username and Password. To test sending attachment, int the Attachment field, type path to the file that you want to attach to the test message. If the server does not need authentication, set Autentication to No. Test e-mail message will have: - subject: "Acks2Mail test message" - body: "Test message, sent by SendingMail application, from Acks2Mail software."

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