Merge pull request #2018 from pravinOpenSign/patch-46

Patch 46

Author: prafull-opensignlabs

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 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.
+## 👤 SMTP at the User Level
 
-All users under your organization will automatically use the organization-level SMTP **unless** they are allowed to configure their own SMTP settings.
+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.
 
-<img width="861" height="409" alt="Global SMTP" src="https://github.com/user-attachments/assets/fe9dc091-59dd-47f9-992a-811cecaac2f3" />
+Use this option if you prefer sending emails directly from your own email address.
 
-**Example:**  
-Adam, the administrator, disables **Enable individual user SMTP settings** under **Console → General**.  
-As a result, Ursula cannot configure her own SMTP.
+### To set up and enable user-level 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**.
+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.
 
-> **Note:** Organization-level SMTP configuration is available **only on Paid plans** and is not included in **Free** plans.
+<img width="861" height="409" alt="smtp at user level" src="https://github.com/user-attachments/assets/27c459f3-5ae6-41e8-966d-43785e67f192" />
 
+---
 ### 🔗 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.
-
-<img width="861" height="409" alt="smtp at user level" src="https://github.com/user-attachments/assets/27c459f3-5ae6-41e8-966d-43785e67f192" />
-
 ---
 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.

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.
 
 ---
 

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.
+
+<img width="861" height="409" alt="Global SMTP" src="https://github.com/user-attachments/assets/fe9dc091-59dd-47f9-992a-811cecaac2f3" />
+
+**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  
+
+<img width="820" alt="Custom smtp" src="https://github.com/user-attachments/assets/a3c33510-11b9-4a32-bd44-99614182b089"></img>
+
+---
+
+### 📤 OpenSign™ Default SMTP
+
+If selected, all request-signature and completion emails will be sent using OpenSign’s built-in SMTP server.