MESH client reference guide

Use this guide to learn how to configure and use your MESH mailbox.

Whilst waiting for us to approve your new mailbox request, you can also check whether your organisation has the MESH client set up on your server. The MESH client is responsible for the sending and receiving of messages and data via the MESH system. If you do not already have a MESH client, please speak to your IT department or systems suppliers to do this for you.

See our MESH client installation guidance for assistance with installing and configuring the MESH client.

If the MESH mailbox request form is correctly completed, we'll reply to you within 10 working days. Otherwise we may ask you for missing information

You'll receive two emails from us once your MESH mailbox application has been processed and approved:

1. A 'workflow ID' your service requires. Different types of messages require different 'workflow IDs'. Contact National Service Desk (see Support) for guidance on which 'workflow ID' to use.

2. Your MESH mailbox password.

Email the configuration information (in the first email) to your IT contact, so they can configure your MESH mailbox to send and receive messages. As part of this configuration process, your IT contact gives you access to a shared folder structure. These folders act as your MESH mailbox.

Your mailbox will look like several folders. The number and names of the folders differ depending on how your MESH client is configured. The default is a main folder called 'MESH-DATA-HOME' which contains 'failed', 'in', 'out' 'sent' and 'temp' folders.

Put all the messages you wish to send to another MESH mailbox in the 'out' folder.

Successfully processed messages are automatically moved to the 'sent' folder.

Unsuccessfully processed messages are automatically moved from the 'out' folder to the 'failed' folder.

Messages received from another mailbox automatically appear in the 'in' folder.

Each consists of the following:

• a '.dat' file - this is the data file (payload) and contains the data you wish to send

• a '.ctl' file - this is the control file and provides the required information for MESH to route the message to the correct recipient

A suggested file name format, as used above, is: 'Organisation_Date_Time'. This ensures there are no duplicates in the recipient's mailbox.

You can use any text editor, including Notepad or WordPad, to create or edit the '.dat' and '.ctl' files.

MESH can send all types of data. 

Rename the data you wish to send as a '.dat' file. To do this you can either:

• add the '.dat' extension after the original file type or
• remove the original file type extension and replace it with '.dat'

For example, you may have an comma seperated file (CSV) file that you wish to send. You can either use a double file extension such as xxxx.csv.dat or a single file extension such as xxxx.dat. With the double file extension, your recipient need to remove the '.dat' to successfully open the file. With the single file extension, the recipient will need to know what programme to open the data file with, as there is no indication from the file name what type of data is contained.

Unless your recipient expresses a preference, you are normally better to use the double file extension.

This is the companion to the '.dat' file and contains all message meta-data in an XML style. 

The structure of the file must match the format of the example below. Replace the text highlighted in bold with your own organisation’s details. Without these changes, your file will not successfully be delivered and processed.

The <WorkflowID> section should be the name of the correct 'workflow ID' described in the email received when your mailbox was first created.

The <ToDTS> section should be the name of your recipient’s mailbox. If you do not know what this is, ask your recipient directly for their MESH mailbox name. Otherwise, refer to the MESH endpoint lookup service page for guidance on finding a mailbox name.

Note: Be aware of the 'General Data Protection Rules' (GDPR) regulations and how they apply to the sending of personal information. We recommend that you establish the correct workflow ID with your recipient (rather than relying on a search to find the correct mailbox name).

The <FromDTS> section should be the name of your mailbox ID, included on the email received when your mailbox was first created.

The <Subject> section is optional. It acts like an email subject header, so you may use this to explain to the recipient what the message is about, name a specific member of staff for the recipient mailbox’s information, or what the message contains. You may leave this blank if you wish. 

The <LocalId> section is an optional field. You can specify any reference or information which is useful to you, but take care not to include personal identifiable data (PID) such as names, addresses and so on. This section can also be used for message tracking.

The <Compress> section is to indicate that the data file can be compressed by the MESH client. Put 'Y' if you wish to compress the data file, or an 'N' if you do not want it compressed.

Once you’ve created the '.dat' and '.ctl' files, place them in the 'out' folder in your mailbox. If you're moving the files individually into this folder, put the '.dat' file in first.

The timing of the message being sent depends on how the MESH client is configured to connect to the mailbox – this is called 'polling'. By default, this happens every 30 minutes. However, your MESH client installer may have altered this for your specific needs. When your mailbox has polled, your messages are moved to your 'sent' folder and placed in the 'in' folder of your recipient’s mailbox.

The '.ctl' fle is altered when it is moved from your 'out' folder to your 'sent' folder. The new structure of the '.ctl' file will be:

To confirm that your message has been sent correctly, check that the <Status> field of the returned '.ctl' file reads 'Success'. 

It's up to your organisation to manage the 'sent' folder and archive/delete files as necessary.

If the file you submitted cannot be sent, you will receive see a '.ctl' file in the 'in' folder. To check why your message did not send correctly, see the <Event>, <Status> and <StatusType>fields of the '.ctl' file in the 'in' folder.

The common types of error you may receive in your 'in' folder, and how to resolve them, are shown below.

If another organisation has sent your mailbox a message, it will be saved to your 'in' folder. There may be a delay in between the sending and receiving of a file, depending on the configuration of your MESH client, and the sender’s.

To access the message, double-click on the file to open it. If the data file has a double file extension (for example, xxxx.csv.dat), rename the file to remove the '.dat' (for example, xxx.csv), and the file will open automatically.

MESH makes the messages from the server unavailable five days after they have been sent. You should fetch new messages from the server frequently, as the default MESH client does not send a notification for a new message. If you fail to collect a message after five days, a non-delivery message will be sent to the original sender, and the recipient’s message will be deleted. It is possible for us to resend this message within 30 days of being sent if you contact the National Service Desk at [email protected].

You can change the set up of a MESH mailbox to make it more efficient. These changes require someone to edit the configuration of the MESH client, so ask your IT department about implementing these changes:

• Message received notification:
  create a script that monitors the 'in' folder for new files and sends an email to people that need to know.
• Automatically send a message from the '.dat' file only:
  • Create a folder where you can save '.dat' files you wish to send.
  • Create a script to detect the new '.dat' file in your new folder.
  • Use the mailbox ID used in the saved '.dat' file’s name and automatically create the '.ctl' file required using a template.
  • Finally copy both the '.ctl' and '.dat' file to the MESH Mailbox 'out' folder.

Contact the National Service Desk at [email protected] or call on 0300 30 35 035 for any:

• technical or services issues
• general enquiries, including:
  • requests to be added to the distribution list
  • regular updates to service suppliers and users

For testing related enquiries about MESH, contact Solutions Assurance at [email protected].