workavia-mail-front/docs/user-guide/profile.md

Profile

After logging in to your Tmail account, click on avatar on top right then select option "Manage account"

On Mobile, after you log in to the TMail application, click on hamburger button => then select Manage account, the Settings screen will be displayed.

The profile page allows you to:

• Manage your senders identities and signatures
• Set up email rules to automatically sort your mails
• Set up read receipt request
• Set up forwards to a third party email service
• Enable your vacation mode
• Manage folder visibility
• Change your language settings
• This menu also enables you to log out from tmail

Identities

Email identities allow you to manage multiple personas from a single email account. This can be useful for personal, professional, or organizational purposes. Each identity can have its own name and signature. When you're in Profile page, you can see your identity list

1. Create a new identity

On Web

• (1) Click on "Create New Identity" button.
• (2) Enter the name for the identity, which is to be displayed to recipients.
• (3) Email: Specify the email address associated with this identity. You can select one email from drop-down list.
• (4) Reply to: Specify the email address that will appear on your recipient's composer when he replies to your email.
• (5) Bcc to: When you compose a new email with this identity, the emails in this field will be added to "Bcc" field of composer automatically
• (6) Customize the signature if needed.
• (7) Set as default identity: When an identity is set as default, its settings such as signature, BCC... will be used when you compose a new email. You can still change to a non default identity by selecting it in the composer.
• (8) Click button Create to save the new identity.

• You can include an image in signature of the identity, .eg company logo, product logo, project logo.... The image is sent in every email, so it should be an small image (less than 16KB).

On mobile

• (1) Click on "Create New Identity" button
• (2) Enter the name for the identity.
• (3) Email: Specify the email address associated with this identity. You can select one email from drop-down list.
• (4) Reply to: Specify the email address that will appear on the recipient's composer when he replies to your email
• (5) BCC: When you compose a new email with this identity, the emails in this field will be added to "Bcc" field of composer automatically
• (6) Customize the signature if needed.
• (7) Set as default identity: When an identity is set as default, its settings such as signature, BCC... will be used when you compose a new email. You can still change to a non default identity by selecting it in the composer.
• (8) Click button Create to save the new identity.
• (9) You can include an image in signature of the identity, .eg company logo, product logo, project logo.... The image is sent in every email, so it should be a small image (less than 16KB).

2. Edit an existing identity

On Web

• On identity listing you select radio button of the identity that you want to Edit then touch Edit icon
• On Edit identity screen, you can modify the fields Name, Reply to, Bcc, or signature as required.
• Save your changes.

On mobile

• On identity listing you click on the one that you want to Edit then select Edit button
• Modify the fields Name, Reply to, Bcc,checkbox "Set as default", or signature as required.
• Save your changes

3. Delete an Identity

On Web

• On identity listing you click on the one that you want to Delete Then select Delete button

• Confirm the deletion.

On Mobile

• On identity listing you click on the one that you want to Delete Then select Delete button

• Confirm the deletion.

Email rules

• Email rules, also known as filters are powerful tools that allow you to manage your inbox by automatically sorting, moving to a folder, forwarding, or taking other actions on incoming emails.
• In Manage account page, When select "Email rules" on the left menu, you can see the list of current rules

1. Create a rule

On Web

• (1) Click on Add Rule button
• (2) Select to apply all conditions or any of the conditions below
• (3) Name your rule for easy identification.
• (4) Define the conditions that trigger the rule (e.g., sender, Recipient, subject...). You can click "Add condition" to add more conditions to apply in this rule
• (5) Specify the actions to be taken when the conditions are met (e.g., move to a folder, mark as read). You can click:"Add action" to add more actions to apply in this rule
• (6) Save the new rule.

• The new rule will be applied for upcoming emails. The order to applied email rules is from the latest created date to the earliest created date of filters.

On Mobile

• The new rule will be applied for upcoming emails. The order to applied email rules is from the latest created date to the earliest created date of filters.

2. Edit an Existing Email Rule

On Web

• On the email rule listing, click on Edit icon of the rule you want to edit.
• Modify the conditions or actions as needed.
• Save your changes.

On mobile

• On the email rule listing, I click on three-dot button of the rule that I want to Edit, then select option Edit
• Modify the conditions or actions as needed.
• Save your changes.

3. Delete an email rule

On Web

• On Email rules listing you click on Delete icon beside the one that you want to Delete
• Confirm the deletion.

On mobile

• On the email rule listing, I click on three-dot button of the rule that I want to Edit, then select option Delete
• Confirm the deletion.

Email read receipts

• To find out when an email that you sent was opened, you can request a read receipt. A read receipt is sent to you as an email with the time and date of when your message was opened.
• This setting allows you to automatically enable the read receipt for any email that you sent:

• When you compose a new message, read receipt is enabled by default:

Forwarding

• This feature allows you to automatically send emails you receive to another email address.
• In Manage account page, When select "Forwarding" on the left menu, you can see the list of forwarding email addresses.

1. Add the forwarding addesses

On Web

(1) Enter the email address to which you want to forward your emails. You can input multiple email addresses

(2) Click Add recipient button to save your changes, there will be a successful notification

(3) Choose whether to keep a copy of forwarded emails in your original inbox: By default, the toggle is enabled.

• When you enable this toggle, when a new email arrives in your inbox, it is automatically forwarded to the list of recipients below and the email is till in your inbox. This could be helpful in some cases as:
  • Consolidating Emails: Forward emails from multiple accounts to a central inbox for easier management.
  • Backup: Automatically forward emails to a backup email address
  • Forward emails at work to a personal mailbox in your vacation to ensure you don't lose important messages.
  • Handle your departure
  • ...
• When you disable the toggle, when a new email arrives in, it is automatically forwarded to the list of recipients below and the email is not kept in your inbox.

On Mobile

2. Delete forwading addesses

On Web

• If you no longer wish to forward your email, you can remove the forwarding email address.
• You can click Delete icon in each forwarding address or select multiple addresses (1) then click button Remove (2)
• Confirm the deletion (3)

On Mobile

• You can click Delete icon in each forwarding address (1) or select multiple addresses (2) then click button Remove (3)
• Confirm the deletion

Vacation mode

• Automatic vacation replies are messages that are sent automatically to anyone who emails you while you're on vacation.
• Setting up automatic vacation reply is a convenient way to inform your contacts that you're away and won't be able to respond to emails promptly.
• On Manage account page, YOu can select tab "Vacation" on left menu to access vacation reply settings

1. Vacation setting

On Web

• (1) Turn on the toggle :Automatically reply to messages when they are received
• (2) Setting the Date Range: Specify the start and end dates/times for your automatic replies. This ensures that the messages are sent only during your vacation period.
• End date is optional. If you can turn off the toggle Vacation stops at, it means the vacation does not have an end date and your vacation responder will work until you turn it off or change the setting.
• (3) Subject: Input the automatic reply email's subject
• (4) Compose your vacation reply message. Rich-text options are available
• (5) Save changes. You need to click this button so that your input is applied.

When the vacation is enabled, there will be a vacation banner in every screen until the vacation ends or until you turn it off :

• (1) When you click on Turn off, the vacation responder is disabled immediately and the banner disappears
• (2) When you click on Vacation setting, it will open vacation setting page.

On Mobile

• (1) Turn on the toggle :Automatically reply to messages when they are received
• (2) Setting the Date Range: Specify the start and end dates/times for your automatic replies. This ensures that the messages are sent only during your vacation period.
• End date is optional. If you can turn off the toggle `Vacation stops at', it means the vacation does not have an end date and your vacation responder will work until you turn it off or change the setting.
• (3) Subject: Input the automatic reply email's subject
• (4) Compose your vacation reply message. Rich-text options are available
• (5) Save changes. You need to click this button so that your input is applied.

When the vacation is enabled, there will be a vacation banner in every screen until the vacation ends or you turn off it:

• (1) When you click on Turn off, the vacation responder is disabled immediately and the banner disappears
• (2) When you click on Vacation setting, it will open vacation setting page.

2. Receive vacation automatic reply

• When a person sends an email when your vacation mode is enabled, he will receive an automatic reply with the subject and message body which are inputted in your vacation setting screen

Folder visibility

• Hiding and showing folders is a useful feature that allows you to customize the view of your mailbox and focus on the folders that are most important to you.
• This feature is particularly useful when you have numerous folders but want to focus on specific ones.
• On Manage account page, YOu can select tab "Folder visibility" on left menu to access Folder visibility settings
• You can change the visibility of personal folder and team-mailbox
• You cannot change the visibility of system folder (Inbox, Archive, Draft, Outbox, Sent, Trash, Spam, Templates)
• In the folder list, If a folder is currently hidden, there will be a button Show next to it. If you click on this button, the folder will be shown on the left folder menu of your mailbox
• In the folder list, If a folder is currently shown, there will be a button Hide next to it. If you click on this button, the folder will be hidden on the left folder menu of your mailbox

• You can also click on 3-dot button of a folder then select option "Hide folder, the folder will be hidden immediately

• On mobile, when you long-press on a folder, there will be a bottom sheet menu that contains option "Hide folder"

Language settings

• Language setting determine the language in which you view content, communicate, and interact with TwakeMail application
• By default, the language of the browser (for web) or system language (for mobile) will be used when you first logged-in TwakeMail and you can change it to your preferred language
• On Manage account page, YOu can select tab "Language and regions" on left menu to access Language settings
• Then you can select the language that you want, it will be applied immediately to your TwakeMail account.

Logout

• When you click on Sign-out button on Left menu of Manage account page, you will be logged out immediately and redirected to Log-in screen: