*This page was machine-translated from Japanese and may contain inaccuracies.
- How to Add a User ID
- If the Notification Email Is Not Received
- Handling a Departing Employee and Their Successor
How to Add a User ID
To add a User ID, you can do so directly within PORTERS.
※Since you will be asked to select a Department when registering user information, please add the Department in advance.
※A monthly User ID usage fee applies for each ID.
※Once added, a User ID cannot be removed.
※For instructions on how to check/change user information or terminate usage, please see here.
Click the settings (gear icon) in the upper right of the PORTERS screen, then select "User" from the menu that appears.
The User list will be displayed. Click the "+ Add New" button at the top of the screen.
A message about the contract and fees will be displayed. Please be sure to review the content.
Clicking "Agree" will be treated as your agreement to the contract and fees.
※A monthly ID usage fee applies for each ID. There is no prorated fee; the full monthly fee applies starting the month usage begins.
※During a trial, IDs can be added free of charge, but restrictions or fees may apply after the trial ends, depending on your contract plan.
After clicking "Agree," the user information registration screen will appear. Please enter the required information and save.
| Field Name | Required | Details | Reflected in Template |
|---|---|---|---|
| Name | ● |
Enter the user's full name. You can register the name with or without a space between the first and last name. |
Document, Email |
| Department Name | ● |
Select the Department the user belongs to. If the desired Department is not in the list, a System Administrator will need to create it first. |
Document, Email |
| Phone Number | Enter the phone number for the company or department. | ||
| Mobile Number | If the user has a mobile phone, enter its number. | ||
● |
Enter the user's email address. This is used for logging in to PORTERS and for sending/receiving email within PORTERS. An email address that is already registered to another User ID, including inactive ones, cannot be used. If you change the email address, you will need to reconfigure email receiving settings in PORTERS. |
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| Mobile Email | If the user has a mobile phone, enter its email address. | ||
| User Name | ● |
For example, if you register only the last name as the User Name and use it in an email template, it can produce a line such as "This is Suzuki from XX Company." |
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| Allow Google Analytics |
We use Google Analytics (GA) to help maintain PORTERS, resolve technical issues, support customer inquiries, and analyze usage to identify and improve issues, all to improve the PORTERS service. If you do not want GA to collect information, please uncheck this box. To stop GA from collecting information across all of PORTERS, please make the following setting change instead. ■How to Change This Setting on the Client Profile Screen Settings > Client Profile > Edit Account Information > uncheck "Allow Google Analytics" and save < Information Collected >
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| Add Address 1 | Use this field to set an email address other than the one registered to the User ID, for sending mail from PORTERS. This must be configured by a user with System Administrator permissions. |
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| Default Email Address When Sending |
Select the From address that is shown by default when you open the mail composition screen.
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| Time zone | ● |
Select the time zone, relative to GMT, used to display Date-type item values in PORTERS. If there is no matching option, select a time zone with the same offset from GMT. |
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| Default Language |
● |
You can choose Japanese or English. Switching the language changes the display language of the Global-Menu, item labels, and other corresponding elements. Note that registered data itself will always display exactly as it was entered. |
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| Start Date | ● |
This is the start date set by the System Administrator when the User ID was added. | |
| End Date |
Enter the date on which you want this User ID to stop being used. You can enter a future date, but not a past date. If it is still before the End Date, you can keep the User ID active by clearing this field and saving again. |
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| User Type |
Select either System Administrator or Standard User. Changing a Standard User to a System Administrator must be done by a user who already has System Administrator permissions. Permissions granted only to System Administrators: access to each menu under "Settings," configuring/editing shared email templates, and resetting passwords from the login screen. ※This is different from access control set at the security group level. ※Before changing a System Administrator to a Standard User, please confirm in advance that at least one other System Administrator user exists. If every user becomes a Standard User, "Apps" and "Settings" will no longer be accessible. |
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| Remote Access | Sets whether access is allowed from IP addresses other than those pre-configured. If allowed, a passcode is sent as needed to the email address registered in PORTERS to permit access from a different IP address. For details, see here. |
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| Receive Mail Magazine | Sets whether to receive Mail Magazine sent by PORTERS Inc. | ||
| Receive Important Notifications (E.G. Scheduled maintenance windows, etc) |
Sets whether to receive notification emails sent by PORTERS Inc. These emails cover PORTERS maintenance information, outages, and other important notices. |
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| Created by | ー |
Shows the name of the user who added this User ID. | |
| Created On | ー |
Shows the date and time this User ID was added. | |
| Updated By | ー |
Shows the name of the user who last updated this User ID's information. | |
| Updated On | ー |
Shows the date and time this User ID's information was last updated. |
After saving, a message will ask whether to require a password change at the first login.
To require a password change, check the box and click "OK."
If the Notification Email Is Not Received
- The password notification was not sent when the User ID was added
- The email address registered for the user is incorrect
Please correct the email address in the User ID information, then send the notification again.
- The email was blocked by an email security setting
The email may have been blocked due to security settings that apply when receiving mail.
PORTERS Inc. is unable to determine which emails are being blocked in this way.
Please check with your company's security administrator.
- The email was sorted into a spam or other folder
It may have been automatically sorted due to spam filtering or folder rules.
Please try searching using the subject line or From address below.
We also recommend reviewing your folder-sorting rules to prevent this in the future.
Subject: Password Change Notification
From address: PORTERS system <no-reply-admin@porterscloud.com>
Handling a Departing Employee and Their Successor
PORTERS is intended for one account per person.
Please deactivate (close) the departing employee's User ID and add a new User ID for their successor.
We do not recommend simply renaming the departing employee's User ID for the successor, because if the departing employee had previously configured email receiving settings,
the successor would then be able to see the entire past email history as well.
A User ID is billed as one ID for the month if it was used on even a single day during that month.
If the departing employee's User ID and the successor's User ID are both active within the same month, you will be billed for 2 IDs.
If you deactivate the departing employee's User ID at the end of the month and start the successor's User ID at the beginning of the following month, the total ID count will not change.
Example: Employee A is departing and Employee B is their successor
- Set Employee A's User ID end date to September 15
Set Employee B's User ID start date to September 16
⇒ September usage will be billed for 2 IDs
- Set Employee A's User ID end date to September 30
Set Employee B's User ID start date to October 1
⇒ September usage will be billed for 1 ID, and October usage will also be billed for 1 ID