How to Compose Emails

*This page was machine-translated from Japanese and may contain inaccuracies.

• Overview of the Email Compose Screen
• Recipients (To Screen)
  └ Types of Email Features and the Resources Available as Recipients
• Don't Share Mail / Share Mail
• From
• Reply-To Settings
• To / Cc / Bcc
• Attachment
• Templates
  └ Attachable File Size
  └ Supported File Types (Extensions)
  └ Notes on File Names
  └ How to Use
• Templates 
• Types of Templates
  └ Favorite Templates
  └ Shared Templates
  └ My Templates
• Template Icons
  └ Share ✔
  └ [Default] Button
  └ [Share] Button
  └ Star Button (Favorites)
  └ Pencil Button (Edit)
  └ [x] Button (Delete)
• Signature
• Phase Update / Add New Process
  └ Phase/Process Checkbox
  └ Selecting the Phase
  └ Phase Date / Process Date
  └ Phase Memo / Process Memo
  └ End Flag / End Reason
• Sending the Email

Overview of the Email Compose Screen

The PORTERS email feature offers a variety of useful functions, so please configure each setting as needed.

Recipients (To Screen)

Before the email compose screen opens, a screen for selecting recipients appears. Check the box next to each Mail-type field you want to use as a recipient.

[Recipient Screen for Individual Emails]

[Recipient Screen for Bulk Emails]

Types of Email Features and the Resources Available as Recipients

PORTERS' email feature includes several types.

Depending on the steps or path you use to access the email sending feature in PORTERS (i.e., depending on the intended, typical use case), you will arrive at an email feature (email compose screen) with slightly different characteristics and functions (i.e., a different type).

For example, when accessing the email feature from the action menu on the Candidate list screen:
the email sending function accessed from the action menu "Candidate Email" and the one accessed from "Job Proposal Email" are different types. Their template storage areas are also separate.

*Strictly speaking, there are more than 30 types in total. Since they all share the same user interface and operating structure, there is no major difference at first glance. The type of email feature is indicated by the text shown to the right of "Templates" in the upper-left corner of the email compose screen.

One major difference between these types is which resources can be specified as the recipient of the email.
The table below summarizes this clearly. You can specify the value of a Mail-type field within a resource marked "○" as a recipient of the email.

Don't Share Mail / Share Mail

Select whether to Share mail so that other users can view the sent mail, or Don't share mail so that only you can view it.

By default, Share mail is selected. If you do not want to share the mail, be sure to change this setting.

Shared mail can be viewed by other users in the mailboxes of the target records, such as Candidate or Contact mailboxes (Resource Mailboxes).
(It cannot be viewed from other users’ User Mailboxes.)

From

If you enter a name in the sender field, it will be used as the display name for the "From" field, and the value you entered will be carried over the next time.
*This does not apply if your Mail Settings are configured for "Office 365." (In that case, the sender name will be your Microsoft 365 username)

If no sender name is set, recipients will see only the email address.

You can select the sender's email address from either of the following options in the dropdown.

• The email address registered as the operating user's User ID (i.e., the address set in "Email" in the user's information)
• The email address set in "Add Address 1" in the user's information

Reply-To Settings

If you want to specify a reply-to address for this email, configure the "Reply-To Settings."
(If nothing is set, replies will be sent to the sender's email address)

Clicking "Reply-To Settings" adds a [Reply] button and field. Clicking the button opens the "Reply-To" screen, where you can specify an email address.

Only mail addresses registered in the “Mail” field of User Information for users within the currently logged-in PORTERS environment can be specified as reply-to addresses.
You cannot directly enter a mail address.

On the Reply-To screen, you can search targets by user name.

The specified reply-to mail address is displayed at the bottom of the screen. To remove it, click [×]. After completing the reply-to selection, be sure to click [OK].

To / Cc / Bcc

Please note that mail recipient addresses cannot be specified by directly entering text.

The specified mail addresses or the names of Mail-type fields and the number of contained items are displayed in each of the [To], [Cc], and [Bcc] fields.

Clicking the [To], [Cc], or [Bcc] buttons opens a screen where you can add recipient mail addresses.

The available candidates include: mail addresses registered in the “Mail” field of User Information for users within the currently logged-in PORTERS environment, and mail addresses registered in Mail-type fields of records under the Contact, HR Contact, and Personal-Data resource hierarchies.

For Bcc, you can also pin mail addresses. (Pinned mail addresses are stored per user and per browser.)

Please note the following:

• Mail addresses that do not exist in the database, or mail addresses registered in resource hierarchies other than Contact, HR Contact, or Personal-Data, cannot be specified.
• In bulk mail sending, mail addresses registered in Mail-type fields of records under the Contact, HR Contact, or Personal-Data resource hierarchies cannot be specified in the [To] field.
• For [Bcc], users with the System Administrator user type can configure settings that affect all users in the currently logged-in PORTERS environment. For example, it is possible to disable Bcc input or force a predefined mail address as the default value. For details, please refer to BCC Settings.

Review the settings displayed at the bottom of the screen. To remove a setting, click [×]. To complete the configuration, click [OK]. 

Attachment

Attachable File Size

As a guideline, you can attach up to 5MB per file and up to 7MB per email (3MB if using Office 365 email settings). (The total encoded email size must be no more than 10MB. Encoding typically increases the actual file size by about 1.3 times.)

Supported File Types (Extensions)

txt, pdf, xls, doc, ppt, xlsx, docx, pptx, html, htm, gif, jpg, jpeg, png, bmp

Notes on File Names

When compressing files, the attached file's name must be kept under 255 bytes (roughly 50 to 80 characters or fewer). Otherwise, the file may fail to attach properly, or fail to decompress, causing an error.

Note that if you attach a file without compressing it, this same error will not occur; however, please still avoid using an excessively long file name. For example, Windows cannot handle file names of 255 characters or more, so an overly long name may run into some limitation on the recipient's OS or application, preventing the recipient from opening the file as expected.

How to Use

To attach a file to an email, click the [File] button and select the file.

In Select from PORTERS, files saved in the target record are displayed with checkboxes. Check the files you want to attach.

To select a file from your local PC, click the [Browse Files] button to the right of Select from PC and choose a file.

In both cases, you can rename the file to any desired name.

*In bulk mail sending, the specified file is attached to all mails that are sent.

To compress attached files into a ZIP file, check [Make a zip]. To set a password for the ZIP file, check [Set a Password].

The file name and password can be changed to any desired values.

Please note the following:

• PORTERS Inc. does not recommend sending sensitive information using password-protected ZIP files. For details, please refer to this page.
• The compression option setting is stored per user and per browser, and will be used as the default value the next time you open the Add Attachment screen.

After completing the settings, be sure to click [OK].

If the file is successfully attached, the File area displays content or icons according to the selected settings.

• No ZIP compression：
• ZIP compression (no password)：
• ZIP compression (with password)：

*When sending a bulk email, the same file and password apply to all recipients.

Templates 

On the left side of the email compose screen, there is a side menu related to templates.
You can access the template feature from there.

Clicking a template name applies its content to the Subject, Body, and "Phase Update" or "Add New Process" fields.

*For bulk emails, merge tags in the template are shown as-is. When the email is sent, it will reflect the value of the field corresponding to each merge tag.

For instructions on creating a template, see Creating Email Templates / Signatures.

Types of Templates

Favorite Templates

You can register frequently used templates as favorites.

When you hover over a template, a star icon appears. Clicking it to turn the icon on will display that template under the Favorites category.

Clicking the star again turns it off, returning the template to its original display under Shared Templates or My Templates.

Shared Templates

These are templates created by users other than yourself. Templates that are shared with all users in the PORTERS environment you're logged into (i.e., have "Share" enabled) are displayed here.

The following restrictions apply to working with shared templates. Please keep these in mind.

• Only the user who created a template can change it from "My Templates" to a "Shared Template."
• Only the user who created a "Shared Template," or a user with the System Administrator user type, can disable its "Share" status.
• Only the user who created a "Shared Template," or a user with the System Administrator user type, can delete it.

My Templates

All templates created by you are displayed here, regardless of their sharing status.

Template Icons

Share ✔

Templates that are shared with all users in the PORTERS environment you're logged into display a "Share ✔" mark.

[Default] Button

Enabling the default setting means that the corresponding template will be applied automatically as the initial state whenever you access that same type of email feature.

The default setting is remembered per user and per browser.

[Share] Button

Clicking the [Share] button toggles sharing on or off.
Once a template's sharing is enabled, it becomes available to all users in the PORTERS environment you're logged into.

Only the template's creator can enable sharing.
Sharing can be disabled by either the template's creator or a user with the System Administrator user type.

*Therefore, if you disable sharing on a template created by a user whose account has since been deactivated, you will not be able to re-enable sharing on that template. Since this action affects all users, please proceed with caution.

Star Button (Favorites)

Clicking it toggles adding the template to, or removing it from, Favorites.
You can add both Shared Templates and My Templates to Favorites.
Adding a template to Favorites only affects your own view.

Pencil Button (Edit)

You can edit the corresponding template.

A user with the Standard User user type can only edit templates they created themselves.
A user with the System Administrator user type can edit both templates they created and Shared Templates.

[x] Button (Delete)

You can delete the corresponding template.

A user with the Standard User user type can only delete templates they created themselves.
A user with the System Administrator user type can delete both templates they created and Shared Templates.

Deleted templates cannot be restored, so please proceed with caution when deleting one.

Signature

Clicking the [Signature] button displays the titles of your saved signatures. Clicking one of these applies that signature to the end of the body text.

If you apply a template after adding a signature, the body text will be overwritten with a version that doesn't include the signature, so please be mindful of the order of operations.

For instructions on creating a signature, see Creating Email Templates / Signatures.

Phase Update / Add New Process

In PORTERS, you can add or update the phase of the relevant record at the same time you send an email.
Alternatively, you can add a new Process record linked to that record.

You can specify what to apply on the right side of the email compose screen.
Applying a template can also apply these settings automatically.

*If the content configured in the applied template conflicts with a system limitation, it will not be applied. In that case, a dialog message indicating this will appear when the template is applied.

Phase/Process Checkbox

If checked, the phase will be added or updated (or a new Process will be added) at the same time the email is sent.
If unchecked, only the email will be sent, and the phase will not be added or updated (nor will a new Process be added).

*If you set the same phase as the "Latest Phase," a new record for that same phase will be added to the phase history (process history).

Example: Suppose a Process record has "Job Proposal" and "2016/10/01" as its Latest Phase. If you specify "Job Proposal" and "2016/10/20" for the phase update when sending the email, a second "Job Proposal" record will be added to the process history after sending.

Selecting the Phase

Specify the phase to add.

As mentioned above, please note that setting the same phase as the "Latest Phase" will add a new record for that same phase to the phase history (process history).
If you don't need to update the phase field and only want to update other fields, select "-" for the phase.

Phase Date / Process Date

Set this if you want to update the phase date at the same time you send the email.
Immediately after selecting a phase, the current time is set as the default value.
If "-" is selected for the phase, this field cannot be entered.

The phase date must be later than the existing phase's date. Specifying an earlier date will result in an error.

Phase Memo / Process Memo

Enter this if you want to update the phase memo value at the same time you send the email.

If you specify a phase memo value while "-" is selected for the phase, the phase memo of the Latest Phase will be updated.

End Flag / End Reason

Specify these fields if you want to update them at the same time you send the email.

These can only be set when sending an email from Matching or from a Process.

Sending the Email

Clicking the [Send] button sends the email immediately. (For bulk emails, it is registered as a Bulk-Task, and depending on the situation, it may be queued.)

After clicking the button, there is no preview or final confirmation step, and the email cannot be recalled once sent, so please proceed with caution.

*For bulk emails, one email is sent per recipient.

After clicking the [Send] button, a message will appear. Click "OK" to close the email compose screen.

*For bulk emails, you can download a CSV file of the send results from the icon shown in the top-right corner of the screen.