PORTERS includes a mail sending feature and a mailbox feature.
You can use part of this functionality (sending mail) even without completing the mail settings below. However, by completing the mail settings, you can import received emails from the mail service (mail server) you use, and send emails via that mail service (mail server).
This setting must be configured individually by each PORTERS user who wishes to use the features made available by the mail settings.
Click the [logged-in user name] shown in the upper right of the screen, then click [Mail Settings] from the dropdown menu that appears to access the Mail Settings screen.
Details on the steps that follow are provided below.
Types of Mail Settings
There are four possible states for the mail settings. Here is a brief summary of the differences in behavior. For details on the characteristics and setup steps for the three configured types (excluding "Not Set"), please see the sections below.
Office 365
This setting is for businesses/users who use Microsoft 365 as their cloud office suite. For details on its features, setup steps, and notes, please see the section below.
Sending mail: Sends mail from the Microsoft 365 (formerly Office 365) mail server.
Receiving mail: Imports received mail from the Microsoft 365 (formerly Office 365) mail server.
* Authentication to enable this feature is performed via OAuth 2.0 (modern authentication). You must log in to your Microsoft 365 account.
* Once mail settings are complete, you cannot enable only one of the following two features: sending mail via the Microsoft mail server, and importing received mail. Both will always be enabled together.
Gmail
This setting is for businesses/users who use Google Workspace as their cloud office suite. For details on its features, setup steps, and notes, please see the section below.
Sending mail: Sends mail from the Gmail mail server.
Receiving mail: Imports received mail from the Gmail mail server.
* Authentication to enable this feature is performed via the Gmail API (OAuth 2.0). You must log in to your Google Workspace account.
* Once mail settings are complete, you cannot enable only one of the following two features: sending mail via the Gmail mail server, and importing received mail. Both will always be enabled together.
Other Mail Services
This setting is for businesses/users who use an office suite or mail server other than Microsoft 365 or Google Workspace. For details on its features, setup steps, and notes, please see the section below.
Sending mail: Sends mail from the PORTERS server.
Receiving mail: Imports received mail via IMAP/POP from the configured mail server.
* Please check with your mail service provider or administrator to confirm whether your mail service or mail server supports IMAP/POP.
User Mail Settings / About the [Import of Past Emails] Performed Right After Setup
During the mail settings process, you will reach the "User Mail Settings" screen. On this screen, you configure settings related to importing received mail from the mail server linked through the mail settings.
Specify the appropriate settings and click [Save] to apply the mail settings and user mail settings.
*This image shows the screen for the "Office 365" mail setting.
Download the mails in my INBOX starting from
Once you complete the mail settings, PORTERS will import previously received emails from the linked mail server. Specify one of the following three reference dates to determine which emails, based on received date/time, will be imported.
Today : Only emails received on the day the mail settings are completed will be imported.
3 months before (90 days) : Emails received up to 90 days before the mail settings are completed (inclusive) will be imported.
6 months before (180 days) : Emails received up to 180 days before the mail settings are completed (inclusive) will be imported.
* The exact criteria for determining which emails are imported differ depending on the type of mail setting. Please see the explanations below.
*Your cooperation is requested / When multiple users configure mail settings on the same day
If multiple users trigger a large-scale email import at the same time, the resulting server load may significantly delay the import process. For example, if 10 or more PORTERS users are configuring mail settings on the same day, we ask that you select "Today" when completing your mail settings.
Received Mail Privacy
In PORTERS, you can share imported emails with other users by setting them to "Share."
This makes it possible to see which employees are exchanging emails, and when, with a given client contact or candidate.
Make the received emails shared by default : Imported emails will have "Share" enabled by default.
Make the received emails not shared by default : Imported emails will have "Share" disabled by default.
Emails with "Share" enabled can be viewed by any user logged in to the same PORTERS environment. However, this does not mean that all emails are always visible without restriction to other users; only emails meeting certain conditions appear in the "Resource Mailbox." For details on the mailbox feature, please see 【About the Mailbox】.
*Please note
This setting applies not only to the [import of past emails] performed immediately after user mail setup, but also to all emails automatically imported thereafter.
You can manually switch "Share" on/off for each imported email individually, in the logged-in user's user mailbox.
You can reconfigure the mail settings to review this setting item, but the "Share" status of emails already imported at that point will not change retroactively. Manually changing the "Share" status for each individual email afterward can be quite time-consuming, so please consider your choice carefully. (If you wish to cancel the mail setup process itself, you can do so via the [Cancel] button or the [×] button.)
Reference: Common settings and points to consider - If you plan to make full use of PORTERS' features in your workflow and operations, consider setting this to "Share." - If your priority is to prevent emails that should never be seen by other employees from being imported with "Share" enabled, consider setting this to "Don't share." (e.g., for management-level staff or executives)
Mail Settings 【Office 365】
This setting is for businesses/users who use Microsoft 365 as their cloud office suite.
Once the mail settings are complete, the following behavior applies.
Sending mail
Mail is sent from the Microsoft 365 (formerly Office 365) mail server.
Attachments sent with an email are limited to 3MB.
If you want to send mail using a From address different from [the Microsoft 365 account used for mail settings], this is only possible to the extent allowed by your Microsoft 365 setup/tenant/account. For details on the required settings, please see Changing the From Address for Office 365.
Mailbox-Related
Mail is imported from the Microsoft 365 (formerly Office 365) mail server.
Mail is normally imported automatically at roughly 10-minute intervals. You can also open the mailbox or click the refresh button within the mailbox to trigger an import. (Depending on server congestion, it may take some time to reflect.)
In rare cases, it may take anywhere from several hours to about half a day between receiving an email and its import. We strongly recommend planning your operations with this possibility in mind.
Emails sent using the PORTERS mail feature are reflected in the Microsoft 365 mail server (Sent Items).
Emails sent using a Microsoft 365 mail client (such as Outlook) or another mail client are not reflected in the PORTERS mailbox (Sent).
【Office 365】Criteria for Imported Emails: Emails must meet all three of the following conditions.
The email has not already been imported for the relevant PORTERS
user.
The email exists in the [inbox] of the linked Microsoft 365 account's
mailbox (i.e., it has not been sorted into another folder).
The email was received on or after the date the mail settings were
last completed, and within the past 4 days (based on the date in
Japan Standard Time; time of day is not considered).
(*However, for the [import of past emails] performed immediately
after user mail setup, any email received within the period specified
for "Do you want to import past emails?" may be eligible for import.)
Notes and Limitations 【Office 365】
Once mail settings are complete, you cannot enable only one of the following two features: sending mail via the Microsoft mail server, and importing received mail. Both will always be enabled together.
To use this feature, the Microsoft 365 account used for the mail settings must have a Microsoft 365 plan/license that includes Exchange Online (mailbox).
Please check Microsoft's support information to confirm your plan or license.
Reference: For example, the following plans do not qualify and are not supported: - Microsoft 365 Personal - Office Home & Business - Office Personal - Microsoft 365 Apps
PORTERS connects to your Exchange Online mailbox using the Microsoft Graph API (OAuth 2.0 / modern authentication).
During the mail settings process, after logging in to the Microsoft 365 account used for the mail settings, you must consent to the "delegated permissions" (User.Read, Mail.Read, Mail.ReadWrite, Mail.Send) required by the PORTERS mail feature (Microsoft identifies and displays this as the enterprise application "HRBC Mail Service"). - If you get stuck, please refer to the following page for troubleshooting: → Tips for When You Get Stuck Setting Up Office 365 Mail Settings
If 90 days pass after completing the mail settings without using the mail sending feature, the mail sending/importing features will become unavailable. (This is because the mechanism that keeps access to Microsoft's system alive for a period of time expires and becomes invalid if no mail is sent.)
If you think this situation has occurred, try removing and then reconfiguring the mail settings.
If you try to send mail in this state, the message "Office 365 REST API re-authentication required" will be displayed. Clicking the [Re-authenticate] button will re-authenticate and restore the feature to a usable state.
*This image shows the screen in Japanese.
Because this feature relies on the Microsoft 365 system, when sending mail using PORTERS' mail feature, any limits or features defined by Microsoft, as well as any limits or features applied to your specific Microsoft 365 tenant or account, will apply. For details, please refer to Microsoft's support information and the relevant settings screens. (When checking your settings or specifications, please note that Microsoft identifies and displays the PORTERS mail feature as the enterprise application "HRBC Mail Service.")
Click the [logged-in user name] shown in the upper right of the screen, then click [Mail Settings] from the dropdown menu that appears to access the Mail Settings screen. Click [Log in to Office 365].
Authentication by Microsoft
From here, you'll see screens for Microsoft's authentication process. First, you will be asked to confirm the Microsoft 365 account used for authentication and your login status. Please specify [the Microsoft 365 account to use for the mail settings], log in, and proceed.
(Depending on your browser's Microsoft 365 login status and usage, you may be asked to log in, asked to select an account to use for authentication, or automatically taken to the next screen assuming an already logged-in account will be used — the behavior varies.)
*This image shows the screen in Japanese.
Next, you'll reach a screen requesting consent to grant access permissions to the PORTERS mail feature. Confirm that the Microsoft 365 account shown exactly matches the email address you intend to use for the mail settings, then click "Accept." (Reference: Microsoft identifies and displays the PORTERS mail feature as the enterprise application "HRBC Mail Service.")
Note
If access has already been granted for the Microsoft 365 account (i.e., this step has already been completed), this screen will be skipped.
Specify the appropriate settings and click [Save] to complete the mail settings.
Once complete, the Mail Settings screen will look like the following.
Changing the From Address 【Office 365】
If you want to send mail using a From address different from [the Microsoft 365 account used for the mail settings], this is only possible to the extent allowed by your Microsoft 365 setup/tenant/account. Delegation must be configured beforehand. For details on the required settings, please see Changing the From Address for Office 365.
When you attempt to send mail using a From address different from [the Microsoft 365 account used for the mail settings], the following warning message will appear. (However, once you have checked "Don't show this message again" and attempted to send, this message will no longer appear afterward.)
Note that this screen does not indicate that you are unable to send mail using [a From address different from the Microsoft 365 account used for the mail settings]. (It appears regardless of whether the settings required for sending are complete — i.e., regardless of feasibility.)
If you click [YES] and attempt to send mail while the "delegation" mentioned in the message above has not been configured, an error will be detected and the send will fail.
Mail Settings 【Gmail】
This setting is for businesses/users who use Google Workspace as their cloud office suite.
Once the mail settings are complete, the following behavior applies.
Sending mail
Mail is sent from the Gmail mail server.
If you want to send mail using a From address different from [the Google Workspace account used for the mail settings], you must configure this in Gmail beforehand. For details on the required settings, please see Changing the From Address for Gmail.
Received mail is imported from the Gmail mail server.
Mail is normally imported automatically at roughly 10-minute intervals. You can also open the mailbox or click the refresh button within the mailbox to trigger an import. (Depending on server congestion, it may take some time to reflect.)
Emails sent using the PORTERS mail feature are reflected in the Gmail mail server (Sent).
Emails sent using Gmail or another mail client are not reflected in the PORTERS mailbox (Sent).
【Gmail】Criteria for Imported Emails: Emails must meet all three of the following conditions.
The email has not already been imported for the relevant PORTERS
user.
The email exists in the [inbox] of the linked Google Workspace account's
mailbox (i.e., it has not been sorted by a label).
The email was received on or after the date the mail settings were
last completed, and within the past 4 days (based on the date in
Japan Standard Time; time of day is not considered).
(*However, for the [import of past emails] performed immediately
after user mail setup, any email received within the period specified
for "Do you want to import past emails?" may be eligible for import.)
Notes and Limitations 【Gmail】
Once mail settings are complete, you cannot enable only one of the following two features: sending mail via the Gmail mail server, and importing received mail. Both will always be enabled together.
Only Google Workspace (formerly "G Suite") account email addresses can be used for the mail settings. (Free Gmail accounts are not supported.)
PORTERS connects to your Google Workspace Gmail account and mail server using the Gmail API (OAuth 2.0).
During the mail settings process, after logging in to your Google Workspace account, you must grant the access permissions (such as gmail.readonly / gmail.send) required by the PORTERS mail feature.
Before configuring individual user mail settings, your system administrator must first complete the "Google API Settings." For details on the information needed and how to configure this, please see 【Google API OAuth 2.0】.
Because this feature relies on Google Workspace and Gmail, when sending mail using PORTERS' features, any limits set by Google, as well as any limits applied to your Google Workspace domain or account, will apply. For details, please refer to Google's support information and the relevant settings screens. (*Please be sure to check this in particular if you plan to use PORTERS' bulk mail feature.)
If 90 days pass after completing the mail settings without using the mail sending feature, the mail sending/importing features will become unavailable. (This is because the mechanism that keeps access to Gmail's system alive for a period of time expires and becomes invalid if no mail is sent.)
If you think this situation has occurred, try removing and then reconfiguring the mail settings.
If you try to send mail in this state, the message "Google REST API re-authentication required" will be displayed. Clicking the [Re-authenticate] button will re-authenticate and restore the feature to a usable state.
*This image shows the screen in Japanese.
Setup Steps for Mail Settings 【Gmail】
Prerequisite (For Administrators): Google API Settings
* This step is performed within the PORTERS environment by a user with the System Administrator user type. It is not a step performed by every individual PORTERS user. If you are a general user, please assume this step has already been completed and proceed to 【Mail Settings Performed by Each User】 below.
Before configuring individual user mail settings, your system administrator
must first complete the "Google API Settings." For details on the information
needed and how to configure this, please see 【Google API OAuth 2.0】.
Click the gear icon [Settings] in the upper right, then click "Google API Settings." You will reach the "Enter Google OAuth Information" screen. Enter the "Client ID" and "Client Secret" of the OAuth client you created in Google Cloud, then click [Save].
Mail Settings Performed by Each User
Click the [logged-in user name] shown in the upper right of the screen, then click [Mail Settings] from the dropdown menu that appears to access the Mail Settings screen. Click [Log in to Google].
Authentication by Google
From here, you'll see screens for Google's authentication process. (*If you get stuck at this point, note that the "Google API Settings" may not have been completed, or may be misconfigured.)
First, you will be asked to confirm the Google Workspace account used for authentication and your login status. Please specify [the Google Workspace account to use for the mail settings], log in, and proceed.
(Depending on your browser's Google Workspace login status and usage, you may be asked to log in, asked to select an account to use for authentication, or automatically taken to the next screen assuming an already logged-in account will be used — the behavior varies.)
*If a screen like the following appears, click "Advanced," then click "Go to porterscloud.com (unsafe)."
*This image shows the screen in Japanese.
Next, you'll reach a screen requesting consent to grant access permissions to the PORTERS mail feature. Confirm that the Google Workspace account shown exactly matches the email address you intend to use for the mail settings, then click "Allow."
*The displayed screen content may differ from the example shown above. (It depends on the settings of the OAuth client you created in Google Cloud.)
*If clicking "Allow" results in some kind of error, note that the Google Workspace account in question may have some restriction related to Gmail applied to it, or that the "Google API Settings" may not have been completed, or may be misconfigured.
Specify the appropriate settings and click [Save] to complete the mail settings.
Once complete, the Mail Settings screen will look like the following.
Changing the From Address 【Gmail】
If you want to send mail using a From address different from [the Google Workspace account used for the mail settings], this is only possible to the extent allowed by your Google Workspace setup/domain/account. You must configure delegation in Gmail beforehand. For details on the required settings, please see Changing the From Address for Gmail.
When you attempt to send mail using a From address different from [the Google Workspace account used for the mail settings], the following warning message will appear. (However, once you have checked "Don't show this message again" and attempted to send, this message will no longer appear afterward.)
Note that this screen does not indicate that you are unable to send mail using [a From address different from the Google Workspace account used for the mail settings]. (It appears regardless of whether the settings required for sending are complete — i.e., regardless of feasibility.)
If you click [YES] and attempt to send mail while the "delegation" mentioned in the message above has not been configured, the following will occur.
The email recorded in the "Sent" folder of the PORTERS mailbox will show [the From address specified at the time of sending]. (This is because it is recorded in the mailbox based on the content of the request PORTERS sent to the Gmail API.)
However, the Gmail mail server will forcibly change the From address to [the Google Workspace account used for the mail settings] before sending. (This is the default behavior when Gmail receives a send request from a From address for which "delegation" has not been configured — i.e., is not authorized.)
The email received by the recipient will display [the Google Workspace account used for the mail settings] as both the From address and sender name.
Mail Settings 【Other Mail Services】
This setting is for businesses/users who use an office suite or mail server other than Microsoft 365 or Google Workspace.
Once the mail settings are complete, the following behavior applies.
Sending mail
Mail is sent from the PORTERS server.
Mailbox-Related
Received mail is imported from your specified mail server via IMAP/POP.
Mail is normally imported automatically at roughly 10-minute intervals. You can also open the mailbox or click the refresh button within the mailbox to trigger an import. (Depending on server congestion, it may take some time to reflect.)
Emails sent using the PORTERS mail feature are not reflected on the linked mail server.
Emails sent using another mail client are not reflected in the PORTERS mailbox.
【Other Mail Services】Criteria for Imported Emails: Emails must meet all three of the following conditions.
The email has not already been imported for the relevant PORTERS
user.
(For IMAP) The email exists in the [inbox] of the linked mail server/account's
mailbox (i.e., it has not been sorted into another folder).
The email was received on or after the date and time the mail settings
were last completed.
(*However, for the [past email import] performed immediately after
user mail setup, any email received within the period specified for
"Do you want to import past emails?" may be eligible for import.)
Notes and Limitations 【Other Mail Services】
Please check the specifications and support information for your mail service or mail server in advance (or consult with the administrator who manages this information) to determine the appropriate settings.
Please check with your mail service provider (or with the administrator who manages this information) to confirm whether your mail service or mail server supports IMAP/POP.
Before configuring individual user mail settings, your system administrator must first complete the "Mail Server Settings." For details, please see 【Mail Server Settings (For System Administrators)】 below.
Mail Server Settings (For System Administrators)
* This step is performed within the PORTERS environment by a user with the System Administrator user type. It is not a step performed by every individual PORTERS user. If you are a general user, please assume this step has already been completed and proceed to the next section, Setup Steps for Mail Settings / User Mail Settings 【Other Mail Services】.
Click the gear icon [Settings] in the upper right, then click "Mail Server."
If a mail server is already registered
The "Mail Server List" screen will be displayed. Please check whether a configuration already exists for the mail server you want to connect with PORTERS. If the mail server you want is not there, click the [New +] button in the upper right to open the "Global Mail Settings" screen and add a mail server.
Pencil button : Edits the settings for the corresponding mail server.
Trash icon button : Deletes the settings for the corresponding mail server.
[New +] button : Adds a new mail server configuration.
If no mail server is registered
The "Global Mail Settings" screen for adding a mail server will open. Please continue reading below.
Global Mail Settings
Configure the mail server you want to connect with PORTERS, along with the connection method settings. Specify the appropriate settings and click [Save]. (Please check your mail server's specifications to determine the appropriate settings.)
Setting Item
Notes
(Mail retrieval method)
Select your preferred retrieval method from the following two options, depending on what the server supports.
IMAP / POP3
*Generally, if both are supported, IMAP is the more common choice.
Security
Select your preferred method from the following two options, depending on what the server supports.
None / SSL
*Generally, if both are supported, SSL is the more common choice.
Port Number
Specify the external access port number for the incoming mail server.
Server
Specify the external access server name for the incoming mail server.
(Maximum 200 characters)
Please note
PORTERS cannot receive mail via an internal-access domain (a local IP address starting with 192.168).
If the incoming mail server restricts access, PORTERS may not be granted access, and email import may not be available.
If your incoming mail server restricts access by IP address, please add all of the following IP addresses to your whitelist (allow list).
52.69.227.39
3.114.155.87
3.114.148.79
3.113.190.36
*Porters Inc. is unable to provide support regarding the specifications of your server or how to check them, so please refrain from contacting us with such inquiries.
Setup Steps for Mail Settings / User Mail Settings 【Other Mail Services】
Click the [logged-in user name] shown in the upper right of the screen, then click [Mail Settings] from the dropdown menu that appears to access the Mail Settings screen. Click [Set up on the settings screen].
User Mail Settings (Other Mail Services)
*If "Mail receiving is not configured" is displayed
The system administrator has not yet completed the mail server settings. Please ask your administrator to configure this. This setting is described above in 【Mail Server Settings (For System Administrators)】.
Server
Select the mail server you want to connect.
The available options are the mail servers registered by your system administrator, as described above in 【Mail Server Settings】.
Account
Select the account (or user account) on the mail server you want to connect.
The available options are the following two strings, based on the value entered in the "Mail" setting item in the logged-in user's 【User Information】 (the registered email address): - The full email address string - The account portion of the email address (the part before the "@")
There is no other way to specify the account to connect to. (For example, you cannot directly enter an arbitrary account.)
Password
Enter the password used to connect to the server or account specified in the setting above.
This is not the password used to log in to PORTERS.
This is not the password used to log in to your device.
Specify the appropriate settings and click [Save]. If no error response appears, the mail settings are complete.
(As a precaution, we recommend sending a test email to verify that everything works.)
If an error response appears
Please note that the account (or user account) on the mail server you want to connect may be unavailable due to an expired password, a locked account, or some other reason preventing access to the mailbox.
Please note that the connection to the mail server may have failed because the settings entered in the User Mail Settings are incorrect.
The system administrator's mail server settings may be incomplete or incorrect. Please ask your administrator to check the settings. This setting is described above in 【Mail Server Settings (For System Administrators)】.
Please note that your target mail server may restrict or prohibit mailbox access from external services.
Please note that your target mail server may not support the mail retrieval method (such as IMAP or POP) you selected.
*In all cases, the cause lies with the specifications of your target server or your mail account, so Porters Inc. is unable to determine whether your settings are correct. Please refrain from contacting us with such inquiries.
After clicking [Save], the Mail Settings screen will look like the following. (*This display does not necessarily indicate that the connection to the mail server succeeded. Even if an error is detected, the same display will appear.)