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#First steps in the portal

This chapter walks through the first hour after installation: signing in, describing your company, producing a first signature and checking that real people would receive it.

#Sign in

Open https://<host>/portal/ and choose Sign in with Microsoft. The first sign-in is done by the person set as PORTAL_OWNER; that person is an Owner and can do everything.

If you see "You have no access to SignetMail" your account has no role yet — ask an Owner to grant one under Access.

Note. A new installation starts a free 30-day trial (all features, up to 50 active users). A banner shows the days left; see Licensing.

#The portal at a glance

The left sidebar has two groups.

Menu Purpose
Signatures The list of signatures per organization; open one to edit it.
Rules Who gets which signature.
Campaigns Banners for chosen people and periods, with statistics.
Administration
Who gets which signature Check the outcome for any person.
Organizations The organization tree and the data used in signatures.
Access Roles for people and groups.
Audit log History of every change.
License Plan, validity, active users; apply a license key.

At the bottom you see who is signed in, the Sign out button and the language switcher (English / Slovenian). Menu items you have no permission for are simply unusable; you cannot damage anything you are not allowed to change.

#Step 1 — Describe your organization

A new installation starts with one organization called My company (the root).

  1. Open Organizations and select it.
  2. Rename it to your company name.
  3. Fill in Data used in signatures: name in signature, address, website (display text and link), colour, and a logo (use Upload image; PNG, JPEG or GIF up to 1 MB).
  4. Click Save.

Details, inheritance and custom fields: Organizations.

#Step 2 — Open the starting signature

  1. Open Signatures. The default signature that ships with SignetMail is listed.
  2. Open it. The editor shows the design on the left and a live preview on the right.
  3. Change Preview for to a real person in your directory and see how their data fills the layout. Try a person without a phone number to see how optional lines disappear.

#Step 3 — Adjust and publish

  1. Edit the design (Signatures): in the Visual tab for text and images, or in the HTML tab for full control.
  2. Click Save draft. Users are not affected yet.
  3. Click Publish (Admins/Owners) and describe what changed. Editors click Submit for review instead.

From now on the default signature is what users receive.

#Step 4 — Verify with real people

Open Who gets which signature, type a colleague's name or e-mail and press Check. The result shows the signature and the organization whose data is used, exactly as Outlook will see it.

#Step 5 — Deliver to Outlook

A published signature does nothing until Outlook asks for it. Deploy the Outlook add-in (and, for classic Outlook in a domain, the Windows agent). Start with a pilot group.

#Step 6 — Add people and structure

  • Grant roles to colleagues (editors for marketing, admins for IT).
  • Add sub-organizations for subsidiaries or divisions.
  • Create rules so different groups receive different signatures.
  • Plan a campaign when marketing wants a banner.
  • A small group of Admins/Owners at the top of the tree publishes signatures and manages rules.
  • Editors (marketing, communications) get the Editor role on their organization or on individual signatures. They prepare drafts and campaigns; an Admin approves.
  • Viewers are anyone who just needs to look.
  • Always pilot with a small group before publishing a change to everyone; version history lets you roll back in seconds.
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