Loading/Unloading Management

Request and manage the loading and unloading of goods to and from the data center.

When Loading/Unloading Request is Required

A loading/unloading request is required in the following cases:

• Site 1: When using the parking lot or dedicated loading/unloading elevator
• Shin-Otemachi Site: When using the dedicated loading/unloading elevator between the B2 parking lot and the data center floor

Note

No request is required when bringing in equipment as hand luggage during normal entry.

Loading/Unloading Request List

Click the "Loading/Unloading" menu from the home screen to display the request list.

The following operations are available on the list screen:

• Search/Filter: Filter by date, status, category, etc.
• New Request: Request a new loading/unloading
• View Details: Click on a request to view detailed information

Request Loading/Unloading

Click the "New Request" button from the loading/unloading request list to display the request form.

Basic Information

Enter the following items:

• Work Description (Required): Briefly describe the purpose of loading/unloading
• Project (Required): Select the related project
• Category (Required): Select Loading / Unloading
• Transportation Method (Required): Select Use transport company / Carry yourself

When Using a Transport Company

If you select "Use transport company", the following items are displayed:

• Transport Company (Required): Select an available transport company from the dropdown (available transport companies vary by data center)

When 'Other' is Selected

If you select "Other", the following additional items are displayed:

• Transport Company Name (Required): Enter the transport company name
• Cargo Elevator Use: Check "Use" to use the cargo elevator
• Parking Use: Check "Use" to use parking

When Using Parking:

When using the parking lot, vehicle information input is required:

• Vehicle License Number (Required)
• Vehicle Type (Required)

If there are multiple vehicles, you can add them from the "Add vehicle information" button.

Note

If you don't know the vehicle information immediately, you can enter it later by changing the request details after submission.

When Carrying Yourself

If you select "Carry yourself", the following items are displayed:

• Cargo Elevator Use: Check "Use" to use the cargo elevator
• Parking Use: Check "Use" to use parking

When using the parking lot, vehicle information input is required (vehicle number, vehicle type).

Note

If you don't know the vehicle information immediately, you can enter it later by changing the request details after submission.

Scheduled Date and Time

Enter the scheduled date and time for loading/unloading:

• Scheduled Loading/Unloading Date (Required)
• Start Time (Required)
• End Time (Required)

Warning

In principle, please submit your request at least 3 days in advance.

Note

If the end time is earlier than the start time, it will be automatically adjusted as the end time of the next day (maximum 24 hours).

Items

Additional Items When Using a Transport Company

If you select "Use transport company" as the transportation method, the following items are displayed:

• Goods Receipt/Delivery Method (Required): Select Directly with transport company / Via data center counter

When Via Data Center Counter:

If you select "Via data center counter", the temporary storage service becomes available:

• Stored Goods Pickup Date (Required): Enter the scheduled date to pick up the stored goods

If you select "Loading" as the category, select the destination floor:

• Floor (Required): Select the destination floor (available floors vary by data center)

Item Details

Enter the following item information for all loading/unloading requests:

• Item Name (Required)
• Quantity (Required)
• Width (Optional): in cm
• Depth (Optional): in cm
• Height (Optional): in cm
• Weight (Optional): in kg

Note

If there are multiple items, you can add them from the "Add item" button.

Contacts

The first contact is automatically selected as the logged-in user, but you can overwrite and modify various information as needed.

The following roles can be set for contacts:

• Responsible Party on the Day: Person responsible for work on the day
• Worker on the Day: Person in charge of work on the day
• Email Notification Recipient: Receive notifications such as status changes
• Stored Goods Pickup Person: Pickup person when via data center counter

About Stored Goods Pickup Person

"Stored Goods Pickup Person" can only be checked for contacts selected from registered visitors.

When a visitor designated as the stored goods pickup person checks in, the reception system will automatically display that there are stored goods.

The following information is required for each contact:

• Name (Required)
• Email Address (Required)
• Phone Number (Required): Country code and phone number
• Department (Optional)

How to Add Contacts

Click the "Add contact" button to add contacts in the following ways:

1. Add from previously registered contact list: Select from contacts used in past loading/unloading requests
2. Add from registered visitor list: Select from visitors registered in visitor management
3. Add a contact not on the list: Manually enter a new contact

Note

You can add multiple contacts. Register multiple persons in charge as needed.

Notes

Enter any other information you want to convey to our staff (optional).

After entering all information, click the "Request" button to complete the request.

View and Modify Loading/Unloading Request Details

Click on any request from the request list to display the detail screen.

The following operations are available on the detail screen:

• Display Request Details: View all registered information
• Change Request: Change request details (only when status is "Request Details Confirmed")
• Post Comment: Communicate with our staff

Warning

Request details can only be changed when the status is "Request Details Confirmed". For other statuses, if changes are needed, please contact our staff via comments.

Comment Feature

Click the "Comment" button to display the comment form.

Comment Feature Characteristics

• File attachment is possible (but not attached to emails)
• If you select "Notify contacts by email", email notifications will be sent to registered contacts
• Comment history can be viewed chronologically

Use Cases for Comment Feature

• Use for two-way communication with our staff: Enable "Notify support staff"
• Use for message notifications to contacts: Enable "Notify contacts by email"
• Use as a memo: By turning off all email notifications, only the user who added the memo will be notified by email

Comment Email Notification Recipients

When posting a comment, you can select users who have been involved with this loading/unloading request in the past (creator, editor, etc.) to send email notifications. This is convenient for information sharing and confirmation requests when multiple users are involved.