From 2133a3a460032de97b4a04a6487f5a40d5bf3aac Mon Sep 17 00:00:00 2001 From: pravin Date: Tue, 18 Nov 2025 17:14:29 +0530 Subject: [PATCH 1/3] Update Preferences.md updated the preferences help text for smtp --- docs/docs/help/Settings/Preferences.md | 62 +++++++------------------- 1 file changed, 17 insertions(+), 45 deletions(-) diff --git a/docs/docs/help/Settings/Preferences.md b/docs/docs/help/Settings/Preferences.md index cca4bccc9..620ad0c70 100644 --- a/docs/docs/help/Settings/Preferences.md +++ b/docs/docs/help/Settings/Preferences.md @@ -118,33 +118,24 @@ The tour feature provides guidance for first-time users. You can turn this off f OpenSign allows users to **send emails using their own SMTP settings**, including Gmail integration or third-party SMTP providers. OpenSign now supports SMTP configuration at both the **organization level** and the **individual user level**. +## 👤 SMTP at the User Level + +Users can configure their own SMTP settings to send request-signature and completion emails using their personal mailbox. +These user-level settings will override the organization-level SMTP only if the admin has **enabled individual SMTP customization** under Console → General. + +Use this option if you prefer sending emails directly from your own email address. + +### To set up and enable user-level SMTP: + +1. Go to **Settings** +2. Select **Preferences** +3. Choose one of the available SMTP options. + +Once a user selects and configures any SMTP option, all emails will be sent using the user-level SMTP. + +smtp at user level + --- - -## 🏢 SMTP at the Organization Level - -Configure SMTP at the organization level to send all outgoing emails—such as request-signature and completion emails—using a company-configured SMTP server. -When enabled, these settings apply to all users **unless individual SMTP customization is allowed and set up by the user**. - -### How to Set Up SMTP at the Organization Level - -Admins can manage and enforce SMTP settings across the entire platform. - -**Step 1:** Open the profile menu and select **Console Application** to access the admin console. -**Step 2:** In the Console, navigate to the **Global SMTP** section and configure your SMTP settings. - -All users under your organization will automatically use the organization-level SMTP **unless** they are allowed to configure their own SMTP settings. - -Global SMTP - -**Example:** -Adam, the administrator, disables **Enable individual user SMTP settings** under **Console → General**. -As a result, Ursula cannot configure her own SMTP. - -When Ursula sends a document to Sofia for signing, Sofia receives emails sent through the **organization-level SMTP**. -If Adam enables **Enable individual user SMTP settings**, but Ursula does not configure her own SMTP, emails will still be sent using the **organization-level SMTP**. - -> **Note:** Organization-level SMTP configuration is available **only on Paid plans** and is not included in **Free** plans. - ### 🔗 Connect to Gmail Send request-signature emails directly from your **Gmail account**. @@ -176,25 +167,6 @@ Configure any third-party SMTP provider such as SMTP2GO or Mailgun. If selected, all request-signature and completion emails will be sent using OpenSign’s built-in SMTP server. ---- - -## 👤 SMTP at the User Level - -Users can configure their own SMTP settings to send request-signature and completion emails using their personal mailbox. -These user-level settings will override the organization-level SMTP only if the admin has **enabled individual SMTP customization** under Console → General. - -Use this option if you prefer sending emails directly from your own email address. - -### To set up and enable user-level SMTP: - -1. Go to **Settings** -2. Select **Preferences** -3. Choose one of the available SMTP options. - -Once a user selects and configures any SMTP option, all emails will be sent using the user-level SMTP. - -smtp at user level - --- If the user does not configure any SMTP option, emails will be sent using the organization-level SMTP (when it is enabled by the admin). If the admin has configured a company-level SMTP, and the user has not set up their own SMTP, the user will still be connected to the default OpenSign SMTP, but all outgoing emails will be delivered using the organization-level SMTP. From 8dfc61eeef98d21454b6accd5efc5f630aad49e5 Mon Sep 17 00:00:00 2001 From: pravin Date: Tue, 18 Nov 2025 17:17:09 +0530 Subject: [PATCH 2/3] Create globalSMTP.md updated the console menu for global smtp help text. --- .../docs/help/User Menu/Console/globalSMTP.md | 60 +++++++++++++++++++ 1 file changed, 60 insertions(+) create mode 100644 docs/docs/help/User Menu/Console/globalSMTP.md diff --git a/docs/docs/help/User Menu/Console/globalSMTP.md b/docs/docs/help/User Menu/Console/globalSMTP.md new file mode 100644 index 000000000..14ddd927e --- /dev/null +++ b/docs/docs/help/User Menu/Console/globalSMTP.md @@ -0,0 +1,60 @@ +--- +sidebar_position: 4 +title: Preferences +--- + +## 🏢 SMTP at the Organization Level + +Configure SMTP at the organization level to send all outgoing emails—such as request-signature and completion emails—using a company-configured SMTP server. +When enabled, these settings apply to all users **unless individual SMTP customization is allowed and set up by the user**. + +### How to Set Up SMTP at the Organization Level + +Admins can manage and enforce SMTP settings across the entire platform. + +**Step 1:** Open the profile menu and select **Console Application** to access the admin console. +**Step 2:** In the Console, navigate to the **Global SMTP** section and configure your SMTP settings. + +All users under your organization will automatically use the organization-level SMTP **unless** they are allowed to configure their own SMTP settings. + +Global SMTP + +**Example:** +Adam, the administrator, disables **Enable individual user SMTP settings** under **Console → General**. +As a result, Ursula cannot configure her own SMTP. + +When Ursula sends a document to Sofia for signing, Sofia receives emails sent through the **organization-level SMTP**. +If Adam enables **Enable individual user SMTP settings**, but Ursula does not configure her own SMTP, emails will still be sent using the **organization-level SMTP**. + +> **Note:** Organization-level SMTP configuration is available **only on Paid plans** and is not included in **Free** plans. + +### 🔗 Connect to Gmail + +Send request-signature emails directly from your **Gmail account**. + +- Click **Connect to Gmail** +- A popup will appear prompting you to sign in +- Grant the required access permissions +- Once authorized, OpenSign will send emails using your Gmail account + +--- + +### ⚙️ Custom SMTP + +Configure any third-party SMTP provider such as SMTP2GO or Mailgun. + +- Click **Custom SMTP** +- A popup will appear asking for your SMTP details: + - **Host:** SMTP server host (e.g., `mail.smtp2go.com`) + - **Port:** SMTP port (e.g., `2525`) + - **Sender Email:** Email address configured in your SMTP account + - **Username:** SMTP username + - **Password:** SMTP password + +Custom smtp + +--- + +### 📤 OpenSign™ Default SMTP + +If selected, all request-signature and completion emails will be sent using OpenSign’s built-in SMTP server. From dc82af0a0adb50b147e07d4d0bd2eb797fc9990f Mon Sep 17 00:00:00 2001 From: pravin Date: Tue, 18 Nov 2025 19:17:57 +0530 Subject: [PATCH 3/3] Update general.md Updated the general page content. --- docs/docs/help/User Menu/Console/general.md | 12 ++++++++++-- 1 file changed, 10 insertions(+), 2 deletions(-) diff --git a/docs/docs/help/User Menu/Console/general.md b/docs/docs/help/User Menu/Console/general.md index f62f736b0..5533e2632 100644 --- a/docs/docs/help/User Menu/Console/general.md +++ b/docs/docs/help/User Menu/Console/general.md @@ -50,8 +50,16 @@ When this option is enabled, user's public profiles will be indexed by search en This setting determines whether team members can create and manage their own email templates. -- If **disabled**, users **cannot** create or modify custom templates for signature requests or completion notifications. -- If **enabled**, users can design and manage their own personalized email templates. +- If **Disabled**: users **cannot** create or modify custom templates for signature requests or completion notifications. +- If **Enabled**: users can design and manage their own personalized email templates. + +### Enable Individual User SMTP Settings + +This setting controls whether individual users are allowed to configure their own outgoing email servers (like connecting Gmail or using a custom SMTP). +If **Disabled**: Users CANNOT connect Gmail or configure custom SMTP at their level. +If **Enabled**: Users CAN connect Gmail or configure custom SMTP at their level. + +Note: If users do not configure their own settings, all outgoing emails will be sent using the organization-level SMTP (if configured), or the OpenSign default SMTP if not. ---