MDF Room Access Management

Request and manage access to the MDF (Main Distribution Frame) room.

Info

Access to the MDF room is only possible for carriers (construction contractors) under the supervision of our staff.

MDF Room Access Request List

Click the "MDF Room Access" 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, etc.
• New Request: Request a new MDF room access
• View Details: Click on a request to view detailed information

Request MDF Room Access

Click the "New Request" button from the MDF room access request list to display the request form. The form consists of the following five sections.

Basic Information

Enter basic information about MDF room access.

• Project (Required): Select the related project
• Category (Required): Select the work content from the following:
  • Investigation
  • Connection work
  • Troubleshooting
  • Removal
  • Line switching
• Scheduled Admission Date (Required): The date scheduled for admission to the MDF room
• Scheduled Work Start Time (Required): The time to start work (selectable in 15-minute increments)
• Scheduled Work End Time (Required): The time to end work (selectable in 15-minute increments)
• Issue one-time password for first entry and notify contacts (Optional): When checked, a one-time password will be issued at the time of request and contacts will be notified

About One-Time Password

This feature is exclusive to Shin-Otemachi App. The one-time password is required for workers to pass through the unmanned gate at B1F of the new Otemachi DC. When enabling this option, you must designate one contact as the "One-Time Password Issuer" in the Contacts section.

About Request Deadline

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

Note

The time slots available for our response vary depending on the category (work content).

Line Information

Enter information about the line to be worked on in the MDF room.

• Carrier Name (Required): Name of the carrier (telecommunications provider) performing the work
• Line Type (Optional): Type of line (e.g., Flets Hikari, Dark Fiber)
• Line (Optional): Line ID (e.g., CAF01234567, 0033-123)
• Contract Number (Optional): Contract number with our company (select from contract numbers associated with the project)

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 for the Request: Person responsible for this request
• Email Notification Recipient: Receive notifications such as status changes
• Attendant Admission Person: Visitor who will be present during our staff's attendance
• One-Time Password Issuer (Shin-Otemachi App only): The contact designated as the source for one-time password issuance

About One-Time Password Issuer

When "Issue one-time password for first entry and notify contacts" is checked in the Basic Information section, designating a one-time password issuer is required. Only one contact per request can be set as the one-time password issuer. The one-time password is generated based on the issuer's information, so once set, the designation cannot be removed and the contact cannot be deleted.

About Attendant Admission Person

"Attendant Admission Person" can only be checked for contacts selected from registered visitors.

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 MDF room access 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.

Worker Information

Enter information about the carrier (construction contractor) workers.

• Worker Organization (Optional): Name of the organization to which the worker belongs
• Worker Information (Optional): Detailed information about the worker

Note

If the worker is undecided and there is a candidate list, entering the worker names in the worker information field will facilitate smooth entry processing.

Notes

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

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After entering all required items, click the "Request" button to complete the request. Click the "Cancel" button to discard the entered content and return to the MDF room access request list.

View and Modify MDF Room Access Request Details

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

Basic Operations

The detail screen allows you to view all registered information and comments.

Menu Button Operations

Click the downward triangle button (▼) at the top right of the screen to access the following operations:

Change Request

Request details can be changed when the status is "Request Details Confirmed".

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.

One-Time Password Issuance

Issue a new one-time password.

• Use when the expiration date has passed before entry or when the password is lost
• Cannot be issued when the status is "Completed" or "Request Cancelled"

Info

This feature is exclusive to Shin-Otemachi App.

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 by email"
• 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 MDF room access 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.