Using My Portal

Adding My Portals
Types of Portlets

Tip: This section describes how to use My Portal. My Portal is set up in your Personal settings.

Adding My Portals

Creates a portal specifically for myself (My Portal).
Allocating frequently used applications and functions to My Portal permits any function to be available for quick use.
My Portal can be used only by the user who created it.

To add my portals:

1: Click the user name in the upper right corner of the screen, then click "Personal settings" in the drop down list.
2: On the "Personal settings" screen, click, "Setting of each application" > "Portal" > "My Portal list".
3: Click "Add My Portal" on the "My Portal list" screen.
4: Enter the name of My Portal on the "Add My Portal" screen, and click "Add".
5: Confirm that the added My Portal is displayed on the "My Portal list" screen.

Tip: My Portal can also be added by clicking > "Add My Portal" on the "Portal" screen.

Adding Portlets

Portlets of frequently used applications and functions can be allocated to the added My Portal.
The portlet can be allocated using drag and drop.

The following portlets are available in Garoon:

Application Menu portlet
Notices portlet
Calendars portlet
Search the Web portlet
Quick send portlet
Bookmarks portlet
Scheduler (Group Day View) portlet
Scheduler (Group Week View) portlet
Scheduler (Day View) portlet
Scheduler (Week View) portlet
Scheduler (Month View) portlet
Scheduler (Year View) portlet
Scheduler search portlet
Messages portlet
Unacknowledged Messages portlet
Messages Acknowledgment Status portlet
Bulletin Board portlet¹
Cabinet portlet¹
Memo portlet
Phone Messages portlet
Timesheet portlet
To-Do List portlet
User List portlet
Address Book search portlet
Newly arriving E-mail portlet
E-mail portlet
Workflow portlet
Weather forecast portlet¹
Company Search portlet
Postcode Search portlet
Map Search portlet
Route Search portlet
RSS Reader sites list portlet
RSS Reader latest list portlet
Updates portlet
Confirmed notifications portlet
Full text search portlet
MultiReport portlet
Presence information portlet
Favorite portlet
Unacknowledged topics
kintone updates portlet
Mailwise portlet

¹: Settings of some items are required when you add this portlet.

To add portlets:

1

Click the My Portal name on the "My Portal list" screen.

2

Select the portal layout from the "Layout" drop down list on the "My Portal details" screen, and then click "Apply".

Refer to the following page regarding the each part of the "My Portal details" screen:
My Portal Details Screen
Some layouts cannot be selected if portlets have already been allocated to the lower columns B, C or D.
If "Not specified" is selected, the column width is set automatically to match the allocated portlet.

3: Select a portlet from the portlet list on the left of the screen, and with the portlet still clicked, drag it to the allocated location and release click.
4: If required, a portlet can be set by clicking on the top right of the portlet, then "Settings".
The settings vary depending on the portlet.
5: Click "Preview" to confirm the display of My Portal.
The preview screen is displayed on a new tab.
6: Repeat steps 3 through 5 above to allocate the required portlets.

Tip: To allocate a portlet to My Portal using a tablet device, tap "Allocate new portlet" on the "My Portal details" screen and select the portlet to be allocated.
The display order of portlets can be changed by tapping "Reorder".

Editing My Portal

This explains how to rename the display names of My Portal or portlets, and how to delete a portlet allocated to My Portal.
Portals created by the system administrator cannot be edited.

Renaming Portlets

Renames the display name of a portlet allocated to My Portal.

To rename portlets:

1: Display the portal to be renamed on the "Portal" screen, then click > "Portal settings".
2: On the "My Portal details" screen, click of the portlet to be renamed, then click "Rename".
3: Enter the display name and click "Save".
4: Confirm the result of the change on the "My Portal details" screen.

Renaming My Portal

Renames My Portal.

To rename My Portal:

1: Display the portal to be renamed on the "Portal" screen, and click, > "Portal settings".
2: On the "My Portal details" screen, click "Rename".
3: Enter My Portal name and click "Save".
4: Confirm the result of the change on the "My Portal details" screen.

Deleting Portlet

Deletes a portlet allocated to My Portal.
Deleted portlets cannot be restored.

To delete a portlet:

1: Display the portal from which the portlet is to be deleted on the "Portal" screen and click > "Portal settings".
2: Click the of the portlet to be deleted on the "My Portal details" screen, then click "Delete".
3: Click "Yes" on the confirmation screen.
To cancel the deletion, click "No".

Reordering My Portal

Re-orders My Portals.
The display order of My Portals is reflected in the order of the My Portal tabs displayed on the "Portal" screen.

To reorder My Portals:

1: Click "Reorder My Portals" on the "My Portal list" screen.
2: Change the order, then click "Save".

Initializing My Portal

When My Portal is initialized, the allocation of all portlets will be canceled.
Note that depending on the settings chosen by the system administrator, some portlets may remain even after My portal has been initialized.
My Portals that have been initialized cannot be restored.

To initialize My Portal:

1: Click the name of the My Portal to be initialized on the "My Portal list" screen.
2: Click "Initialize My Portal" on the "My Portal details" screen.
3: Click "Yes" on the confirmation screen.
To stop initialization, click "No".

Deleting My Portals

The following methods are available for deleting My Portals:

Deleting an individual My Portal.
Selecting multiple My Portals for batch deletion
Deleting all My Portals

If a My Portal is deleted, all portlets in that My Portal are deleted.
Deleted My Portals cannot be restored.

Deleting My Portlet Individually

Deletes an individual My Portal.

To delete My Portlet individually:

1: Click the My Portal name on the "My Portal list" screen.
2: Click "Delete My Portal".
3: Click "Yes" on the confirmation screen.
To cancel the deletion, click "No".

Deleting My Portals

Select multiple My Portals and delete.

To delete My Portals:

1: On the "My Portal list" screen, select the check boxes of the My Portals to be deleted and click "Delete".
2: Click "Yes" on the confirmation screen.
To cancel the deletion, click "No".

Deleting All My Portals

Deletes all My Portals.

To delete all My Portals:

1: Click "Delete all My Portals" on the "My Portal list" screen.
2: Click "Yes" on the confirmation screen.
To cancel the deletion, click "No".

Types of Portlets

This section describes the characteristics of each portlet and the items that you must configure.

Application Menu Portlet

The Application menu portlet displays an application menu on a portal.

Entries on the Portlet Settings Screen

Font size
Menu width: Select this check box when you want to define the number of menu items in a row.
Number of menu items: Select the number of applications to display in a row before creating a new row.
Format: Select the display format for the portlet.

Notices Portlet

The Notices portlet displays notices on a portal. You can input text to display on the portal.

Entries on the Portlet Settings Screen

Entry field: Edit the contents in plain or rich text format.

Calendars Portlet

The Calendars portlet displays a calendar on a portlet.
If a Scheduler portlet is allocated in the same portal and you change the display settings of the Calendar portlet, the display of the Scheduler portlet is also changed.

Entries on the Portlet Settings Screen

Font size
System calendar to be used: Select a calendar from the calendars that had been set by the system administrator. Displayed events vary depending on selected calendar.
Calendar type: Select the time period that you want to display in the calendar.
Display Sunday: Select this check box to display Sunday on the right side of the calendar
Rokuyo: Set this to display Rokuyo.
Weather forecast: Select this to display local weather forecasts.

Tip

To display Rokuyo and weather forecasts, you must setup Cybozu Online Service.
Cybozu Online Service is available only to users in Japan.

Search the Web Portlet

The Search the Web portlet searches the Internet.
This portlet has no settings.

Quick Send Portlet

The Quick send portlet displays a screen to quickly create and send messages or e-mails.
Contains the following links:

Compose Messages
Compose E-mail

This portlet has no settings.

Bookmarks Portlet

The Bookmarks portlet is a portlet used to display links of a selected category to websites.
When no categories are selected on the "Portlet settings" screen, links in the Personal root category are displayed.

Entries on the Portlet Settings Screen

Shared/Personal: Select the type of links to display.
Category: Select the category to display.
Font size
Number of columns: Select the number of columns that you want to display in the portlet.

Scheduler (Group Day View) Portlet

The Scheduler (Group day view) portlet displays a daily planner for each group.

Entries on the Portlet Settings Screen

Font size
Target:
Select a target from logged-in user, Facility groups, My Group, and Organization.
When you select Organizations, you must select a category other than "(Top)".

Scheduler (Group Week View) Portlet

The Scheduler (Group week view) portlet displays a weekly planner for each group.

Entries on the Portlet Settings Screen

Font size
Target:
Select a target from logged-in user, Facility groups, My Group, and Organization.
When you select Organizations, you must select a category other than "(Top)".

Scheduler (Day View) Portlet

The Scheduler (Day view) portlet displays a daily planner of a user or facility.

Entries on the Portlet Settings Screen

Font size
Target: Select the target that you want to display in the portlet from users and facilities.

Scheduler (Week View) Portlet

The Scheduler (Week view) portlet displays a weekly planner of a user or facility.

Entries on the Portlet Settings Screen

Font size
Target: Select the target that you want to display in the portlet from users and facilities.

Scheduler (Month View) Portlet

The Scheduler (Month view) portlet displays a monthly planner of a user or facility.

Entries on the Portlet Settings Screen

Font size
Target: Select the target that you want to display in the portlet from users and facilities.

Scheduler (Year View) Portlet

The Scheduler (Year view) portlet displays upcoming holidays and events that are registered in calendars.

Entries on the Portlet Settings Screen

Font size

Scheduler Search Portlet

The Scheduler search portlet searches the schedulers of a user or facility. You can search multiple users and facilities by using spaces between keywords.
This portlet has no settings.

Messages Portlet

The Messages portlet displays messages of a selected folder such as Inbox, Sent items, and Draft.

Entries on the Portlet Settings Screen

Font size
Folders: Select the Messages folder that you want to display in the portlet.
Items: Select the attributes that you want to display in the portlet.
Order: Select the order that you want to display messages.
Number of items: Select the number of items that you want to display in the portlet.

Unacknowledged Messages Portlet

The Unacknowledged Messages portlet displays unacknowledged messages.

Entries on the Portlet Settings Screen

Font size
Items: Select the items that you want to display in the portlet.
Number of items: Select the number of items that you want to display in the portlet.

Messages Acknowledgment Status Portlet

The Messages acknowledgment status portlet is used to confirm the acknowledgment status on messages that you have sent.

Entries on the Portlet Settings Screen

Font size
Items: Select the items that you want to display in the portlet.

Bulletin Board Portlet

The Bulletin Board portlet displays topics of a selected category.
No topics are displayed when no categories are selected on the "Portlet settings" screen.

Entries on the Portlet Settings Screen

Category: Select the category that you want to display
Font size
Items: Select the attributes that you want to display in the portlet.
Number of items: Select the number of items that you want to display in the portlet.

Unacknowledged topics portlet

Unacknowledged topics portlet displays the unread topics of which you have been set as a recipient.
Once you display the "Topic details" screen of an unread topic, the topic will be removed from the Unacknowledged topics portlet.

Entries on the Portlet Settings Screen

Font size
Items: Select the attributes that you want to display in the portlet.
Number of items: Select the number of items that you want to display in the portlet.

Cabinet Portlet

The Cabinet portlet displays the contents of a selected folder.

Entries on the Portlet Settings Screen

Folder: Select the folder you want to display in the portlet.
Font size
Items: Select the attributes that you want to display in the portlet.
Number of items: Select the number of items that you want to display in the portlet.

Memo Portlet

The Memo portlet displays a text box where you can add a memo.
The portlet displays only the last memo saved in the portlet. Memos added in the Memo application are not displayed in the Memo portlet.

Entries on the Portlet Settings Screen

Font size
Registered folder: Select the folder in which you want to save a memo.
Entry field height: Select the numbers of characters or rows displayed in the portlet.

Phone Messages Portlet

The Phone Messages portlet adds and displays phone messages to a selected user.
When a user has e-mail forwarding set up, (E-mail forwarding) is displayed next to the user name.

Entries on the Portlet Settings Screen

Font size
Target:
Select a target from All members, Priority organization, My Group, and Organization.
When you select Organizations, you must select a category other than "(Top)".

Timesheet Portlet

The Timesheet portlet is used to record the hours that you worked on the timesheet.
This portlet has no settings.

To-Do List Portlet

The To-Do List portlet displays uncompleted To-Do items.
Uncompleted To-Do items are displayed using the following colors:

Red bold: To-Do items that are past due
Blue bold: To-Do items that are due today

Entries on the Portlet Settings Screen

Font size
Number of items: Select the number of items that you want to display in the portlet.
Priority: Select the priority level of To-Do items that you want to display in the portlet.
Sort: Select the column to sort To-Do items in the portlet.

User List Portlet

The User list portlet displays a list of users.
If presence information is displayed in the portlet, you can edit the status of users who designated you as a proxy.

Entries on the Portlet Settings Screen

Font size
Visible items : Select the items that you want to display in the portlet.
Target:
Select a target from All members, Priority organization, My Group, and Organization.
When you select Organizations, you must select a category other than "(Top)".

Address Book Search Portlet

The Address Book search portlet searches information registered in Address Book.
This portlet has no settings.

Presence Information Portlet

The presence information portlet is used to set your status. Your status is reflected on the "User information", "User list", and "Phone Messages" screens.
This portlet has no settings.

Newly Arriving E-mail Portlet

The Newly arriving E-mail portlet displays new e-mails of selected account.

Entries on the Portlet Settings Screen

Font size
Account: Select the mail account to display in the portlet.
Check new E-mail: Select the time period to check e-mail.
Portlet heights: Select the height of the portlet.

E-mail Portlet

The E-mail portlet displays e-mails in the folders of a selected e-mail account.

Entries on the Portlet Settings Screen

Font size
Folder: Select the folder and e-mail account that you want to display in the portlet.
Items: Select the attributes that you want to display in the portlet.
Order: Select the order you want to display in the portlet.
Number of items: Select the number of items that you want to display in the portlet.

Weather Forecast Portlet

The Weather forecast portlet displays weather forecasts of the selected cities. Weather forecasts are displayed only when you select forecasting cities.
You can select cities only in Japan for forecasts.
This weather forecast is displayed using Cybozu Online Service. Cybozu Online Service is available only in Japanese and searches only location within Japan.

Entries on the Portlet Settings Screen

Font size
Items: Select the attributes that you want to display in the portlet.
Area: Select the weather forecast area that you want to display.

Company Search portlet

The Company search portlet is a portlet used to search company information.
Company information is searched using Cybozu Online Service. Cybozu Online Service is available only in Japanese and searches only location within Japan.

Entries on the Portlet Settings Screen

Font size
Subject: Select this check box to display the title of the portlet.
Entry field width: Select the company entry field width.

Postcode Search Portlet

The Postcode search portlet searches addresses using postcodes. You can search only the postcodes in Japan.
Postcodes are searched using Cybozu Online Service. Cybozu Online Service is available only in Japanese and searches only location within Japan.

Entries on the Portlet Settings Screen

Font size
Subject: Select this check box to display the title of the portlet.
Entry field width: Select the postcode entry field width.

Map Search Portlet

The Map search portlet searches a map using the addresses.
Maps are searched using Cybozu Online Service. Cybozu Online Service is available only in Japanese and searches only location within Japan.

Entries on the Portlet Settings Screen

Font size
Subject : Select this check box to display the title of the portlet.
Entry field width: Select the address entry field width.

Route Search Portlet

The Route search portlet searches for train routes using departure and destination train stations.
Route information is searched using Cybozu Online Service. Cybozu Online Service is available only in Japanese and searches only location within Japan.

Entries on the Portlet Settings Screen

Font size
Subject: Select this check box to display the title of the portlet.
Entry field width: Select the width for the From and To fields.

Workflow Portlet

The Workflow portlet displays requests of a selected folder.

Entries on the Portlet Settings Screen

Type of list: Select the folder that you want to display in the portlet.
Font size
Items: Select the attributes that you want to display in the portlet.
Number of items: Select the number of items that you want to display in the portlet.

MultiReport Portlet

The MultiReport portlet displays reports from selected report types or filters.

Entries on the Portlet Settings Screen

Reports or Filters: Select reports to be displayed in the portlet using report types or filters.
Font size
Items: Select the attributes that you want to display in the portlet.
Number of items: Select the number of items that you want to display in the portlet.

RSS Reader Sites List Portlet

The RSS Reader sites list portlet displays the list of feeds that are registered in RRS Reader.

Entries on the Portlet Settings Screen

Font size
Shared feeds: Select this check box to display shared feeds set by the system administrator in the portal.

RSS Reader Latest List Portlet

The RSS Reader latest list portlet displays the list of the latest feeds in selected sites. No feeds are displayed when no sites are selected.

Entries on the Portlet Settings Screen

Font size
Sites: Select the sites you want to display in the portlet.
Open link in: Select this check box to open the feed in new window.
Number of items: Select the number of items that you want to display in the portlet.

Favorite Portlet

The Favorite portlet displays the pages of applications that you have added to Favorite

Entries on the Portlet Settings Screen

Font size
Application: Select the applications to display in the portlet.
Items to show: Select the attributes that you want to display in the portlet.
Number of items: Select the number of items that you want to display in the portlet.

Updates Portlet

The Updates portlet displays notifications from the following applications:

Space
Scheduler
Notifications are not displayed when appointments are past the scheduled date.
Messages
Bulletin Board
Cabinet
Phone Messages
E-mail
Workflow
MultiReport
External (non-Garoon) notifications
Notices from Cybozu
Only the system administrator can view these notices.

These notifications are removed from the portlet when you confirm the content. You can still view confirmed notifications on the "Notifications" screen.
The time displayed next to the portlet title is the time when the page was last updated.

Entries On the Portlet Settings Screen¹

Reorder applications²: Change the display order of the appliation using the arrow buttons.
Common settings:
- Font size
- Items: Select the attributes that you want to display in the portlet.
For each application:
- Format: Select the format for displaying each application.
  - List: Titles are displayed as a list.
  - Number of items: The number of application data is displayed. If you have more than 99 updates, the number of updates is displayed as "99+". When you select this option, the settings for Items and Number of items for each application are disabled.
- Number of items: Select the number of items to display in the portlet for each application in the portlet.
- Number of items: Select the number of items to display in the portlet for each application in the portlet.

¹: The system administrator can prohibit users from changing the Updates portlet settings added in My Portals.

²: You cannot reorder the External notifications. External notifications are displayed under application notifications.

Confirmed Notifications Portlet

The Confirmed notifications portlet displays confirmed notifications.

Entries on the Portlet Settings Screen

Font size
Items: Select the attributes that you want to display in the portlet.
Application: Select the applications to display in the portlet.
Number of items: Select the number of items to display in the portlet for each application.

Full Text Search Portlet

The Full text search portlet uses the Full text search application. You can search using multiple keywords by separating each keyword with a space.
The default search criteria that are set on the "Full text search" screen are applied to the searching applications or the search period.
This portlet has no settings.

kintone Updates Portlet

The kintone updates portlet displays updates of kintone.
By using the filter conditions you have set, you can filter notifications to be displayed in the portlet.
You can also switch between unread and read to display notifications.

This portlet is available only for the kintone users.
This portlet has no settings.

Mailwise Portlet

The Mailwise portlet displays the information of Mailwise.
The following information of each e-mail application are displayed:

The number of e-mails that you have been assigned.
Whether or not updates exist.

This portlet is available only for the Mailwise on cybozu.com users.
This portlet has no settings.