This page lists every email portierX sends: what sets it off, who receives it, and the language and branding it arrives in. The Organisation Admin sets the branding under Settings, Email Branding, and the reminder schedule under Settings, Notifications.
Also called: notifications, alerts, reminder emails.
In the subject lines, Nordwerk Industries stands for your organisation's name. Where a subject ends in a colon, the key number or the review's name follows it.
Email (subject) | When | To |
|---|---|---|
"Reset your portierX password" | Someone asks to reset their password on the sign-in page | The account's email address |
"Your portierX password was changed" | A password was set through the link in an email from portierX | The account's email address |
Both emails arrive in the language of the page where the password was requested or set: German, English, French or Spanish, any other language in English. They carry portierX branding, not your organisation's.
The reset link works for 30 minutes and only once. A later request replaces the earlier link. The email goes only to an address that belongs to an active account in an organisation; the sign-in page shows the same answer either way. The steps are on Sign in and reset your password.
Email (subject) | When | To |
|---|---|---|
"Set up your portierX account" | An Organisation Admin adds a user under Settings, User who has no portierX account, or portier sets up an organisation for its first Organisation Admin | The user added |
"You have been added to Nordwerk Industries on portierX" | An Organisation Admin adds someone under Settings, User who already has a portierX account | That user |
"Nordwerk Industries has been added to your portierX account" | portier sets up a further organisation for someone who already has a portierX account | The Organisation Admin of the further organisation |
"You're now the organisation admin for Nordwerk Industries" | portier sets up an organisation for its first Organisation Admin, together with "Set up your portierX account" | The first Organisation Admin |
These four emails arrive in English and with portierX branding. "You're now the organisation admin for Nordwerk Industries" is plain text without a logo.
The link in "Set up your portierX account" works for seven days and only once. With it, the user chooses their password. If the link has expired, they reset their password from the sign-in page.
Email (subject) | When | To |
|---|---|---|
"Your portierX Security Code:" with the six-digit PIN | A hand-over with a PIN is created, or someone chooses Send PIN or Send a new PIN in the PIN step | The person receiving the keys, at the email address on their person record |
"Your handover has been confirmed" | A hand-over is confirmed, by PIN, signature, paper or offline, and on Resend email for a confirmed hand-over | The person who received the keys |
The PIN email says how long the PIN is valid. The confirmation lists the keys handed over with their issue and return dates and names how the hand-over was confirmed.
Both emails arrive in the language the person handing over is using portierX in: German, English, French or Spanish, any other language in English. A PIN sent with Send PIN or Send a new PIN arrives in English. Both emails carry your organisation's branding.
A hand-over with Notify Only sends no email. The hand-over steps are on Give a person access and Finish a hand-over that is still pending.
Email (subject) | When | To |
|---|---|---|
"A key request needs your approval:" | A request for a key that needs approval is raised, and again when another Approver is named for a waiting request | Everyone the request asks, except the person who raised it and the person who is to receive the key |
"Still waiting for your approval:" | The request has waited three days, once per person | Whoever can decide the request at that point |
"Key request approved:" | Every Approver has said yes | Whoever raised the request |
"Key request declined:" | An Approver has said no; the email gives the reason | Whoever raised the request |
"Your key is ready to collect:" | The request is approved; the email says where and from when to collect the key | The person receiving the key, or for a people group each member with a reserved or handed-over copy |
"The key you asked for is approved:" | The request is approved | The person under On behalf of |
"The key you asked for is declined:" | The request is declined | The person under On behalf of |
"The key you asked for has been handed over:" | The key from the request is handed over | The person under On behalf of |
"Key handed over:" | The key from the request is handed over | Whoever raised the request, even when they confirmed the hand-over themselves |
These emails arrive in English and carry your organisation's branding. None of them can be switched off. What makes a request need approval is on When access needs approval.
Email (subject) | When | To | Switch off |
|---|---|---|---|
"Key due back soon:" | The return date falls within the days set under Before the end date, 14 by default | The Holder, the Issuer and each Approver | Each recipient, unless the organisation requires the email |
"Key due back today:" | On the return date | The Holder, the Issuer and each Approver | Each recipient, unless the organisation requires the email |
"Key overdue:" | The days under After the end date have passed, 3 by default, and the copy is not back; once | The Holder, the Issuer and each Approver | Each recipient, unless the organisation requires the email |
"Key still not returned:" | The days under Still not back after have passed, 7 by default, or for keys that need approval the days under Keys that need approval, after, 7 by default; once | The target the organisation chose: everyone with a role, Security Monitor by default, or The Responsible person of the place | Nobody |
Reminders go only for a copy handed out with a return date. "Key still not returned:" lists who was told before, and when. If the key comes back before a reminder goes out, that reminder is dropped.
A recipient who may switch a reminder off does so in their own account on the Notifications tab, see Your own account: reminder emails and language. Which recipients cannot switch their reminders off is set by the Organisation Admin under Settings, Notifications, at Who cannot switch them off, see Set when reminder emails go out and who gets them.
These emails arrive in English and carry your organisation's branding.
Email (subject) | When | To |
|---|---|---|
"Key reported lost:" | Someone reports a key as lost; straight away, without waiting for the schedule | Everyone with the Security Monitor role |
This email arrives in English, carries your organisation's branding and cannot be switched off. A report of a theft or of damage sends no email.
Email (subject) | When | To |
|---|---|---|
"A review needs your answers:" | A review starts | Everyone with a portierX login whom the review asks to answer |
"A review is still waiting for your answers:" | The review is due within the days set under Settings, Notifications, at Before the due date, 3 by default, and the answers are not submitted; once | Everyone who still owes the review answers |
"A review is past its due date:" | The day after the due date, if the answers are not submitted; once | Everyone who still owes the review answers |
These emails arrive in English, carry your organisation's branding and cannot be switched off. When the due date moves, the reminder for the moved date goes out again.
Under Settings, Email Branding, the Organisation Admin sets the Company display name, the Logo URL and the Brand colour. They apply to every template and every language: hand-overs, requests and approvals, key reminders, incidents and reviews. An empty field shows the portierX look. The emails about sign-in, passwords, users and organisations always carry portierX branding. The steps are on Brand the emails portierX sends.
portierX sends an email only to an address whose domain accepts mail. Addresses at example.com, test.com, invalid.com, mailinator.com, tempmail.org, guerrillamail.com and 10minutemail.com receive no email, and nor do addresses containing test+, admin+, root+, noreply+ or postmaster+.
The PIN email comes from [email protected], every other email from [email protected].
Someone with no email address receives no email.
Each email goes once per occasion and recipient.
Connections to other systems send no email.
