How to Compose Emails

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

メール送信

• Overview of the Mail Creation Screen
• Recipients (To Screen)
  • Types of Mail Features and Resources Available as Recipients
• Don't share mail / Share mail
• Sender
   

Overview of the Mail Creation Screen

The PORTERS mail feature includes a variety of convenient functions. Please configure each setting as needed.

Recipients (To Screen)

Before the mail sending screen opens, a screen for selecting recipients is displayed. Check the Mail-type fields you want to use as recipients.

[Recipient Selection Screen for Individual Mail]

[Recipient Selection Screen for Bulk Mail]

Types of Mail Features and Resources Available as Recipients

The PORTERS mail feature has multiple types.

Depending on the operation path used to access the mail sending feature in PORTERS (that is, depending on the assumed typical use case), you will reach slightly different mail features (mail creation screens) with different characteristics and functions.

For example, when accessing the mail feature from the action menu on the Candidate list screen.
The mail sending feature accessed via the “Candidate Mail” action menu and the one accessed via “Job Recommendation Mail” are different types of mail features. The template storage locations are also separate.

*Strictly speaking, there are more than 30 types of mail features. Since all types share a common user interface and operation model, there is no major visual difference at first glance. The type of mail feature is indicated by the text displayed to the right of “Template” at the top-left of the mail creation screen. 

One major difference depending on the “type” is which targets can be specified as mail recipients.
The following table concisely illustrates this. You can specify the values of Mail-type fields within the resources marked with “○” as mail recipients.

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. /hc/en-us/articles/35151103800089 Please check here for an overview and specifications of mailboxes .)

Sender

Enter a name in the sender field to use it as the display name in the From field. From the next time onward, the previously entered value will be applied.
*If your mail settings are configured for Mail Settings using Office365, this setting will not be reflected. (The sender name will be the Microsoft 365 user name.)

If the sender name is not set, only the mail address will be displayed to the recipient.

The sender mail address can be selected from the dropdown from one of the following:

• The mail address registered as the User ID of the operating user (the mail address set in the “Mail” field of User Information)
• The mail address set in “Additional Address 1” in User Information

Reply-To Settings

If you want to specify a reply-to mail address for this mail, configure the Reply-To Settings.
(If not configured, replies will be sent to the sender mail address.)

When you click Reply-To Settings, a [Reply-To] button and field are added. Clicking the button opens the Reply-To screen, where you can specify a mail 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

Maximum File Size for Attachments

As a guideline, the maximum file size that can be attached is up to 5 MB per file and up to 7 MB per mail (up to 3 MB when using Office365 mail settings). The total encoded mail size must be 10 MB or less. (In general, encoding increases the actual 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, ensure that attachment file names are less than 255 bytes (approximately 50 to 80 characters). Longer file names may cause errors, such as failure to attach or extract files.

Even when attaching files without compression, avoid excessively long file names. Depending on the recipient’s OS or application limitations (for example, Windows cannot handle file names longer than 255 characters), the recipient may not be able to open the file as expected.

To attach a file to a mail, click the [Attach] button and select a 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 [Select] 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 Compress. To set a password for the ZIP file, check 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 attachment area displays content or icons according to the selected settings.

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

*In bulk mail sending, the same file and the same password are applied to all recipients. 

Template 

A side menu related to templates is displayed on the left side of the mail creation screen.
From here, you can access template features.

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

*In bulk mail sending, merge tags in templates are displayed as-is. When sending, mails are sent with values substituted from the corresponding fields.

For instructions on creating templates, please refer to /hc/en-us/articles/4405531822105 Mail Template Creation / Signature .

Template Types

Shared Templates

These are templates created by users other than the operating user. Templates with Share mail enabled are shared with all users in the currently logged-in PORTERS environment.

The following restrictions apply to Shared Templates:

• The creator is the only user who can change My Templates to Shared Templates.
• Only the creator or System Administrator users can disable sharing.
• Only the creator or System Administrator users can delete shared templates.

My Templates

All templates created by the operating user are displayed regardless of their sharing status.

Template Icons

Shared ✔

Templates that are shared with all users in the currently logged-in PORTERS environment are marked with the “Shared ✔” icon.

[Default] Button

When the default setting is enabled, the selected template is automatically applied as the initial state when accessing the same mail feature.

The default setting is stored per user and per browser.

[Share] Button

Clicking the [Share] button allows you to toggle In-house-Sharing ON or OFF.
Templates with sharing enabled can be used by all users in the currently logged-in PORTERS environment.

Only the creator of the template can enable sharing.
Sharing can be disabled by the template creator or users with the System Administrator user type.

*Therefore, if sharing is disabled for a template created by a user whose account is no longer active, it will not be possible to re-enable sharing for that template. As this operation affects all users, please proceed with caution.

Pencil Button (Edit)

You can edit the selected template.

Users with the Standard User type can only edit templates they created themselves.
Users with the System Administrator user type can edit both their own templates and shared templates.

[×] Button (Delete)

You can delete the selected template.

Users with the Standard User type can only delete templates they created themselves.
Users with the System Administrator user type can delete both their own templates and shared templates.

Deleted templates cannot be restored, so please be careful when deleting them.

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

Signature

When you click the [Signature] button, the titles of signatures that have been saved in advance are displayed. By clicking one, the selected signature is inserted at the end of the message body.

If you apply a template after inserting a signature, the message body without the signature will overwrite the content. Please pay close attention to the operation order.

For instructions on how to create a signature, please refer to Create Mail Templates / Signatures.

Phase Update / Add New Process

In PORTERS, you can add or update the Phase of the relevant record at the same time as sending an email.
Alternatively, you can add a new Process record linked to the target record.

On the right side of the mail creation screen, you can specify what should be applied.
You can also apply the specified content by applying a template.

*If the content set in the applied template conflicts with system restrictions, it will not be reflected. In such cases, a dialog message indicating this will be displayed when the template is applied.

Phase / Process Check Box

When checked, the Phase can be added or updated (or a new Process can be added) at the same time as sending the email.
When unchecked, only the email will be sent, and no Phase update or Process addition will occur.

*If you set the same Phase as the “Latest Phase,” a record with the same Phase will be newly added to the Phase history (Process history). 

Example: For a Process record whose latest Phase is “JOB Proposal” with the date “2016/10/01,” if you specify the Phase update on email send as “JOB Proposal” with the date “2016/10/20,” a second “JOB Proposal” record will be added to the Process history after sending.

Select Phase

Select the Phase to be added.

As described above, if you set the same Phase as the “Latest Phase,” a record with the same Phase will be newly added to the Phase history (Process history).
If you do not need to update the Phase item and only want to update items other than the Phase item, select “-” for the Phase.

Phase Date / Process Date

Set this if you want to update the Phase Date at the same time as sending the email.
Immediately after selecting a Phase, the current date and time are set as the initial value.
If “-” is selected for the Phase, this field cannot be entered.

The Phase Date must be newer than the existing Phase Date. If an older date and time is specified, an error will occur.

Phase Memo / Process Memo

Enter a value if you want to update the Phase Memo at the same time as sending the email.

If a value is entered for the Phase Memo while “-” is selected for the Phase, the Phase Memo of the Latest Phase will be updated.

Completion Flag / NG Reason

Specify these items if you want to update them at the same time as sending the email.

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

Send Email

When you click the [Send] button, the email is sent immediately. (For bulk emails, the operation is registered as a task in Bulk Processing, and may be queued depending on the situation.)

After clicking the button, there is no preview or final confirmation screen, and the email cannot be canceled after sending. Please be extremely careful. 

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

After clicking the [Send] button, a message is displayed. Click “OK” to close the mail creation screen.

*For bulk email sending, you can download the Results of the Mail Send Bulk Operation File (CSV) from the icon displayed in the upper right of the screen.

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