parties to transfer files securely through an intuitive interface without some of the email pitfalls. DOT’s email system has a maximum attachment file size of 20MB so any attachment over 20 MB will need to
be sent through the MFT.
There are no file size limits and no limits on file types that can be sent. Files sent and received through MFT are called packages.
MFT does look like an email system, but it is not - it is a system that allows users to upload and download files, available for a finite time in order to encourage collaboration. The default time for files to be available in MFT is 16 days. This can be extended to a maximum of 30 days by updating the Package Notification Options – instructions located on page 5 of this document. However, if you need to retain
the files for more than 30 days, you must save them to a network drive on the DOT network.
Log onto MFT (DOT Users)
1. From your DOT computer, open Internet Explorer and enter the following URL address: http://rmft.nysdot.private or just type rmft in the address bar
2. Type in your Active Directory (Windows) name and password 3. Click Log In button.
MFT Interface
Inbox
Your Inbox folder will display a list packages sent to you by other MFT users.
Sent Packages
Your Sent Packages folder displays a list of packages you have sent to other MFT users.
Deleted Packages
Your Deleted Packages folder displays a list of packages that have been deleted from your Inbox and/or from your Sent Packages folder. Unopened packages are in bold text.
Resume Transfers
Packages can be sent internally to DOT employees and/or externally to non-DOT employees.
1. Click the New Package button in the left pane.
The New Package window opens displaying the Package tab:
2. In the To field, specify the recipient name – you will need to type in the recipient’s full Internet email address (use the example listed) or as specified in the DOT Address List (FirstinitialLastname). If you receive an unknown receipt message, please contact your recipient and validate his or her email address. When sending to multiple recipients, use a semi-colon with no spaces between recipients name.
(Optional) To prevent recipients from seeing who else the package was sent to, select the Hide
recipients from each other check
box.
(Optional) In the Subject field, enter a package subject
(Optional) In the Message field, write a message to accompany the package. 3. To select a file:
Click the Add button.
To pause a transfer:
Click the Pause button.
The caption on the Pause button changes to Resume.
To resume a paused a transfer:
Click the Resume button.
To abort a transfer:
Click the Cancel button and then click Done.
To close the Sending Package window:
To change the number of days files stay in MFT change this setting. The default setting is 16
days; the maximum setting is 30 days.
Select the New Icon Select the Advanced Tab
Retrieve a Package Sent to You
You will receive an email notification in your inbox when you have a new package in your MFT inbox. The email notification will list the subject, the file name(s), a link to sign onto MFT and an expiration date of the availability of the files.
1. Click on the link provided in the email
2. Follow instructions for logging into MFT
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To Save Packages to your Network Drive
This is suggested if you want to retain a package for more than 30 days. 1. Switch to Packages view by clicking
the View toolbar button and selecting Packages
2. In the Subject column of your Inbox folder, click the subject of the package. The Package Details window opens displaying the Package tab.
3. In the Files pane, select the files that you want to download by placing a check in the box next to the file(s) you want to download.
When sending packages to Non-DOT Users
If you send a package to a non-DOT user they will receive an e-mail from the MFT providing a system generated username and password like the sample MFT email shown below. Users should follow the directions within their email to log on to the MFT and retrieve the package.
Sample MFT email sent to Non-DOT User
Subject: Invitation to access files sent by New York State Department of Transportation
When a Non-DOT user wants to send you a package
If a Non-DOT user wants to send a package to a DOT user, the DOT user must send a package from the MFT to the external user. This in turns sends an invitation email from the MFT to the external user that instructs the user how to log in to the MFT. Once logged in, the external user can send packages to DOT users.
Log onto MFT (Non-DOT Users)
1. From your computer, open your browser and enter the following URL address: https://www51.dot.ny.gov/mft/bhub.cgi
2. Type in the temporary username and password provided in the invitation email (sample email on page 7).
3. Click the Log In button.
4. Click the New Package button in the left pane 5. In the To field, specify the recipient name.
6. Click the Add button.
7. Double click the file you want to send. 8. To send the package, click Send.
