feat: add email domains (#1895)

Implemented Email Domains which allows Platform/Enterprise customers to
send emails to recipients using their custom emails.

apps/documentation/pages/users/_meta.json

@@ -11,6 +11,7 @@
   "documents": "Documents",
   "templates": "Templates",
   "branding": "Branding",
+  "email-domains": "Email Domains",
   "direct-links": "Direct Signing Links",
   "-- Legal Overview": {
     "type": "separator",

apps/documentation/pages/users/branding.mdx

@@ -17,7 +17,7 @@ Branding preferences can be set on either the organisation or team level.
 
 By default, teams inherit the preferences from the organisation. You can override these preferences on the team level at any time.
 
-To access the preferences, navigate to either the organisation or teams settings page and click the **Preferences** tab. This page contains both the preferences for documents and branding, the branding section is located at the bottom of the page.
+To access the preferences, navigate to either the organisation or teams settings page and click the **Branding** tab under the **Preferences** section.
 
 ![A screenshot of the organisation's document preferences page](/organisations/organisation-branding.webp)
 

apps/documentation/pages/users/documents/_meta.json

@@ -1,5 +1,7 @@
 {
   "sending-documents": "Sending Documents",
   "document-preferences": "Document Preferences",
-  "document-visibility": "Document Visibility"
+  "document-visibility": "Document Visibility",
+  "fields": "Document Fields",
+  "email-preferences": "Email Preferences"
 }

apps/documentation/pages/users/documents/document-preferences.mdx

@@ -19,12 +19,14 @@ Document preferences can be set on either the organisation or team level.
 
 By default, teams inherit the preferences from the organisation. You can override these preferences on the team level at any time.
 
-To access the preferences, navigate to either the organisation or teams settings page and click the **Preferences** tab.
+To access the preferences, navigate to either the organisation or teams settings page and click the **Document** tab under the **Preferences** section.
 
 ![A screenshot of the organisation's document preferences page](/organisations/organisation-document-preferences.webp)
 
 - **Document Visibility** - Set the default visibility of the documents created by team members. Learn more about [document visibility](/users/documents/document-visibility).
 - **Default Document Language** - This setting allows you to set the default language for the documents uploaded in the organisation. The default language is used as the default language in the email communications with the document recipients.
+- **Default Time Zone** - The timezone to use for date fields and signing the document.
+- **Default Date Format** - The date format to use for date fields and signing the document.
 - **Signature Settings** - Controls what signatures are allowed to be used when signing the documents.
 - **Sender Details** - Set whether the sender's name should be included in the emails sent by the team. See more below [sender details](/users/documents/document-preferences#sender-details).
 - **Include the Signing Certificate** - This setting controls whether the signing certificate should be included in the signed documents. If enabled, the signing certificate is included in the signed documents. If disabled, the signing certificate is not included in the signed documents. Regardless of this setting, the signing certificate is always available in the document's audit log page.

apps/documentation/pages/users/documents/email-preferences.mdx

@@ -0,0 +1,26 @@
+---
+title: Email Preferences
+description: Learn how to set the email preferences for your team account.
+---
+
+import Image from 'next/image';
+
+import { Callout, Steps } from 'nextra/components';
+
+# Email Preferences
+
+Email preferences allow you to set the default settings when emailing documents to your recipients.
+
+## Preferences
+
+Email preferences can be set on either the organisation or team level.
+
+By default, teams inherit the preferences from the organisation. You can override these preferences on the team level at any time.
+
+To access the preferences, navigate to either the organisation or teams settings page and click the **Email** tab under the **Preferences** section.
+
+![A screenshot of the organisation's email preferences page](/organisations/organisation-email-preferences.webp)
+
+- **Default Email** - Use a custom email address when sending documents to your recipients. See [email domains](/users/email-domains) for more information.
+- **Reply To** - The email address that will be used in the "Reply To" field in emails
+- **Email Settings** - Which emails to send to recipients during document signing

apps/documentation/pages/users/email-domains.mdx

@@ -0,0 +1,112 @@
+import { Callout, Steps } from 'nextra/components';
+
+# Email Domains
+
+Email Domains allow you to send emails to recipients from your own domain instead of the default Documenso email address.
+
+<Callout type="info">
+  **Platform and Enterprise Only**: Email Domains is only available to Platform and Enterprise
+  customers.
+</Callout>
+
+## Creating Email Domains
+
+Before setting up email domains, ensure you have:
+
+- A Platform or Enterprise subscription
+- Access to your domain's DNS settings
+- Access to your Documenso organisation as an admin or manager
+
+<Steps>
+
+### Access Email Domains Settings
+
+Navigate to your Organisation email domains settings page and click the "Add Email Domain" button.
+
+![Email Domains settings page](/email-domains/email-domains-settings-page.webp)
+
+### Configure DNS Records
+
+After adding your domain, Documenso will provide you with the following required DNS records that need to be configured on your domain:
+
+- **SPF Record**: Specifies which servers are authorized to send emails from your domain
+- **DKIM Record**: Provides email authentication and prevents tampering
+
+![DNS configuration instructions](/email-domains/email-domains-record.webp)
+
+<Callout type="info">
+  If you already have an SPF record configured, you will need to update it to include Amazon SES as
+  an authorized server instead of creating a new record.
+</Callout>
+
+Configure these records in your domain's DNS settings according to their specific instructions.
+
+### Verify Domain Configuration
+
+Once you've added the DNS records, return to the Documenso email domains settings page and click the "Verify" button.
+This will trigger a verification process which will check if the DNS records are properly configured. If successful, the domain will be marked as "Active".
+
+![Domain verification process](/email-domains/email-domain-sync.webp)
+
+<Callout type="info">
+  Please note that it may take up to 48 hours for the DNS records to propagate.
+</Callout>
+
+</Steps>
+
+## Creating Emails
+
+Once your email domain has been configured, you can create multiple email addresses which your members can use when sending documents to recipients.
+
+<Steps>
+
+### Select the Email Domain You Want to Use
+
+Navigate to the email domains settings page and click "Manage" on the domain you want to use.
+
+![Email Domains settings page](/email-domains/email-domains-manage.webp)
+
+### Add a New Email
+
+Click on the "Add Email" button to begin the setup process.
+
+![Create email](/email-domains/email-domains-manage-create-email.webp)
+
+### Use Email
+
+Once you have added an email, you can configure it to be the default email on either the:
+
+- Organisation email preferences page
+- Team email preferences page
+
+When a draft document is created, it will inherit the email configured on the team if set, otherwise it will inherit the email configured in the organisation.
+
+You can also configure the email address directly on the document to override the default email if required.
+
+</Steps>
+
+## Notes
+
+- If you change the default email, it will not retroactively update any existing documents with the old default email.
+- If the email domain becomes invalid, all emails using that domain will fail to send.
+
+## Troubleshooting
+
+### Common Issues
+
+**DNS Verification Fails**
+
+- Double-check all DNS record values
+- Ensure records are added to the correct domain
+- Wait for DNS propagation (up to 48 hours)
+
+**Emails Not Delivering**
+
+- Check domain reputation and blacklist status
+- Verify SPF, DKIM, and DMARC records
+- Review bounce and spam reports
+
+<Callout type="info">
+  For additional support with Email Domains configuration, contact our support team at
+  support@documenso.com.
+</Callout>