DWMail — Complete User Guide

1 · The layout — three panes

DWMail is a resizable three-pane workspace: the Folder pane (your mailboxes & folders), the Conversation list (messages in the selected folder), and the Reading pane (the open message). Drag the dividers to resize; the folder pane can be collapsed from the top bar. On a phone it becomes a single column (list → tap a message → reading, with a Back (رجوع) button; folders open in a drawer).

2 · Top bar & search

3 · Folders & accounts

Your personal mailbox is listed first, then any department mailboxes you belong to (each a collapsible section). Every account has the same five folders:

• Folders with unread mail show a count badge; the personal account header shows total unread.
• Department accounts show a distribution-mode badge: Shared inbox (بريد مشترك) — one shared queue that members claim/assign; Fan-out (توزيع فردي) — copied to each member; Shared + notify (مشترك مع تنبيه).
• Your own folders (مجلداتي) — below the five system folders, a personal My folders group. Use + New folder (مجلد جديد) to add one and the hover delete to remove it. File any message into a folder from the reading-pane Move to folder action or the list’s Move to bulk button; opening a folder lists exactly the messages you filed there.

4 · The message list

Each row shows the sender, the date (time today, “d MMM” this year, else full date), the subject (with a thread count like “(3)” when it’s a conversation), and a preview. Icons/badges: an unread dot, a paperclip for attachments, an Urgent (عاجل) badge, and — on shared inboxes — a claim badge (Unclaimed or the claimer’s name). The list is virtualized and loads more as you scroll (“Loading more…”).

Selecting & bulk actions

Hover a row to reveal its checkbox; selecting one or more replaces the header with a toolbar “{n} selected” ({{count}} محدد) offering (folder-dependent):

On a shared department inbox, a filter row also appears: All / Unclaimed / Assigned to me (الكل / غير مُسند / المُسندة إليّ).

5 · Reading a message — the ribbon

Open a message to see the Outlook-style command ribbon. Buttons are grouped; on narrow screens extra groups collapse into a “…” overflow menu.

Below the ribbon: the subject (with an Urgent badge if urgent), the From / To / Cc parties, the send time, and — on shared inboxes — the claim banner (§7).

6 · The message tabs

7 · Claim & assign (shared inboxes)

On a department shared inbox, the reading pane shows a claim banner so two people never work the same item:

• Unclaimed (غير مستلمة) → a Claim (استلام) button takes it.
• Claimed by you → a Release (إلغاء الاستلام) button hands it back.
• Claimed by someone else → shows their name; a department item offers Assign to me (إسنادها إليّ).

8 · Writing a message — the composer

Click New message (or Reply/Forward). The composer is a dialog with its own ribbon; drafts auto-save as you type. Every control:

Open in window (pop-out)

Need more room, or want to keep a message open while you work in the inbox? The ribbon’s overflow “…” menu has Open in window (فتح في نافذة). It saves the draft, then reopens it as a full-window composer of its own — the three-pane inbox is not behind it and there is no modal dialog, so the whole window is yours for writing. Closing that window (or Send / Save & close) returns you as usual, and the draft is kept in sync between the two.

9 · Follow-up & tasks

The Tasks tab turns a message into action:

• Flag for follow-up (وضع علامة للمتابعة) — toggle a follow-up flag and optionally set a follow-up date (the “remind me” mechanism). The flagged item appears in the Follow-up folder.
• Add a task (إضافة مهمة) — title, an optional Due date, and an Assignee (search the directory). Tasks flow into the platform-wide My Work inbox.
• Each task row has a complete/reopen checkbox and a delete button.

10 · Official correspondence

DWMail is also the government-correspondence system. A message linked to a correspondence shows the Correspondence tab with:

The approvals workflow

The Approvals (الاعتمادات) panel drives the review chain. Its status badge reads Pending / Approved / Rejected / Returned, and lists each approver’s decision + comment. When it’s your turn, a “Your review” (مراجعتك) box gives an optional comment and three buttons: Approve (اعتماد), Reject (رفض), Return (إرجاع).

11 · Settings

Open Settings from the gear. A side menu lists every section. All are live; the admin-only sections (Department inbox, Number series, Mail administration) show their controls to administrators and a short notice to everyone else.

11a · Signatures (التوقيعات)

New signature opens an editor with a Name, a rich-text Content, and a Set as default checkbox. Each saved signature can be set default, edited, or deleted.

11b · Rules (القواعد)

Automatic sorting of incoming mail. A rule has a name, an Enabled toggle, one or more conditions (When) and one or more actions (Then):

• Condition — field: From / Subject / Has attachment; operator: contains / equals; a value.
• Action — Move to folder (+ folder name) / Mark as read / Flag.
• Rules can be reordered (move up/down) and enabled/disabled inline.

11c · Accounts (الحسابات)

A read-only list of the mailboxes available to you — personal and department — with each account’s kind, its distribution mode, and unread count. Accounts follow your org membership (they can’t be added/removed here).

11d · Department inbox (إدارة صندوق القسم) — admin

Administrators configure, per department, how mail addressed to the department is delivered. Each department card sets:

• Mode — Shared inbox (one queue members claim/assign) · Fan-out (a copy to every member) · Shared + notify (shared, but everyone is alerted).
• Claim required — in shared mode, an item must be claimed before someone works it.
• Visibility — All members, or Role-gated to specific service roles (comma-separated).
• Auto-number inbound email — issue an incoming number automatically for email delivered to the department.

Departments without a saved config default to Shared inbox. Use Add department config to configure one by department id. (Non-admins see a short notice instead of the controls.)

11e · Number series (تسلسل الأرقام) — admin

Administrators review and tune the outgoing-number sequences (see §13 for how numbering works). The table lists each series (its key, department and year) with the current last number read-only, and lets you edit the prefix, suffix and minimum digits and Save. The counter value itself isn’t hand-edited, so history stays auditable.

11f · Notifications (الإشعارات)

A single Desktop notifications (تنبيهات سطح المكتب) switch — show a browser notification when new mail arrives while the window is in the background (asks the OS for permission; warns if blocked). In-app notifications always appear and need no permission.

11g · Outlook / mail clients (البريد على أوت لوك)

Connect your mailbox to Outlook or any IMAP/POP3/SMTP client. This page:

• shows your mailbox address (copyable);
• Generate app password (إنشاء كلمة مرور للتطبيق) — creates a client credential shown once (copy it; “Ends in {last4}”);
• lists server settings per protocol — IMAP (recommended) / POP3 incoming and SMTP outgoing — with Server, Port, Encryption, Username, Password rows (each copyable, plus Copy all settings);
• a numbered “Set it up in Outlook” walkthrough built from your real values.

11h · Mail administration (إدارة البريد) — operator only

The platform operator manages the tenant’s mail here:

• Domains (النطاقات) — add a mail domain, choose the outbound mode (Direct delivery / Via smarthost / Hold offline), toggle Inbound enabled, and mark a default domain.
• Generate DKIM key (توليد مفتاح DKIM) — produces the TXT DNS record (name, value, selector) to publish so outbound mail is signed.
• Sync addresses (مزامنة العناوين) — creates person/department mailbox addresses from the org directory (reports how many of each were created).

11i · Delegation (التفويض)

Found in the settings side menu right after Rules. Delegation is platform-wide: one delegation, managed here, covers your person-assigned work across the services you choose — DWMail approvals and WorkFlow requests assigned to you (and more as services adopt it):

• New delegation (تفويض جديد) — pick the colleague (directory search), the services (All services (كل الخدمات) or specific ones: Mail, WorkFlow, KPIS, Calendar, News, Drive), the start and end date-times, and an optional note.
• Signing authority is a separate, explicit opt-in (يشمل صلاحية التوقيع بالنيابة) — default off. When enabled, the delegate may perform signature-required WorkFlow actions, signing with their own uploaded signature; the stamped block reads «التوقيع: فلان — بالنيابة عن فلان». The delegator’s signature image is never used. Without this opt-in, signature actions refuse with a clear “this delegation doesn’t include signing” message.
• Chat is deliberately excluded — delegating personal conversations is impersonation, not delegation.
• Acceptance is required — the colleague sees it under “received” and must Accept (قبول) before it activates (or Decline (رفض)). No one is given responsibility silently.
• While active, the delegate sees Approve / Reject / Return buttons on the delegator’s pending approvals, with an “on behalf of” (بالنيابة عن) badge — and the audit trail records the actual person who acted. Identity is never impersonated; only eligibility is delegated.
• Ends automatically at the end time; either side can revoke / end it earlier at any moment.
• Overlapping delegations to the same person are refused, and you cannot delegate to yourself.

12 · Roles, permissions & capabilities

Most of DWMail is open to any signed-in user, but a few actions are capability-gated — either by a service role on the DWMail (Mail) module, by membership of a department mailbox, or by the operator (platform) level. This table is the single reference for “who can do what, and how to grant it.”

How external send is decided (the permission model)

External send is treated as a controlled capability (spam / data-exfiltration risk), so the server never trusts the browser — the client only hides the option, the API enforces it. On every send and every schedule the service asks one question, CanSendExternal(user), and returns 403 with a clear Arabic message if the answer is no and the message actually has an external recipient (all-internal messages are never blocked):

  CanSendExternal(user) = TRUE if ANY of:
     • the user is a platform SuperAdmin            (claim  is_superadmin = true)
     • the user’s DWMail role is one of:            ExternalSendingOffice · Director · Admin
       (read from the token claim  role:DWPlatform.Mail  — i.e. the Mail service role)
  otherwise FALSE  →  external chip hidden in the composer, and API returns 403 on send/schedule

• The composer calls GET /api/v7/mail/me/capabilities on open; if canSendExternal is false it never offers the “Add external” chip and shows an internal-only picker.
• The server re-checks the same rule inside the send pipeline and inside schedule-send, so the gate can’t be bypassed by calling the API directly or by scheduling instead of sending.
• “All users or selected ones?” — both models are supported: give the role to everyone who should send outward, or to a single mail office / director so all outbound external mail funnels through them.

How to grant a DWMail role (step by step)

DWMail roles are ordinary service roles on the Mail module. An administrator assigns them per user in the platform’s user management; the role is minted into the user’s token as a role:DWPlatform.Mail claim on their next sign-in.

1. Open the platform’s user management (Identity / People administration, in the shell’s admin area).
2. Find and open the target user.
3. Go to their roles / service roles and pick the DWMail (Mail) service.
4. Choose the capability role — e.g. ExternalSendingOffice (external send), Director, Admin, Manager, or a desk role (ReceiveDesk / ReviewDesk / SecretaryDesk / OfficeManager) — and save.
5. Ask the user to sign out and back in (or refresh their session) so the new claim is issued.

13 · Numbering & sequences

Formal correspondence is auditable, so every item carries reference numbers. DWMail issues them from per-department, per-year counters that can never hand out a duplicate — even if two people send at the exact same moment (each number is taken with a single atomic database increment).

• First use auto-creates the series — a department’s counter is seeded (starting at 1) the first time it sends that year; nothing to pre-configure.
• No gaps from concurrency, no duplicates — the counter is incremented atomically, so parallel senders each get the next distinct number.
• Tenant-isolated — series are per-tenant, so one customer’s numbering never touches another’s.
• Administrators can review and tune each series’ prefix / suffix / digit-width in Number series (§11e); the counter itself is never hand-edited.

14 · Feature status — everything is live

This build has no “coming soon” features. Everything described in this guide is implemented and running. The capabilities added in the 2026-07-22 pass:

Admin-only pages (Department inbox, Number series, Mail administration) show their controls to administrators and a brief notice to everyone else — that notice is a permission boundary, not an unfinished feature. Where a message-specific action doesn’t apply (e.g. “open document” on a plain-text message, or an approval decision on a message with none pending), the app says so precisely rather than implying it’s unavailable.