Update documentation

README.md

@@ -7,5 +7,36 @@ Docspell is a personal document organizer. You'll need a scanner to
 convert your papers into PDF files. Docspell can then assist in
 organizing the resulting mess :wink:.
 
-See the [microsite](https://eikek.github.io/docspell/) for more
-information.
+You can associate tags, set correspondends, what a document is
+concerned with, a name, a date and some more. If your documents are
+associated with this meta data, you should be able to quickly find
+them later using the search feature. But adding this manually to each
+document is a tedious task. What if most of it could be done
+automatically?
+
+## How it works
+
+Documents have two main properties: a correspondent (sender or
+receiver that is not you) and something the document is about. Usually
+it is about a person or some thing – maybe your car, or contracts
+concerning some familiy member, etc.
+
+1. You maintain a kind of address book. It should list all possible
+   correspondents and the concerning people/things. This grows
+   incrementally with each *new unknown* document.
+2. When docspell analyzes a document, it tries to find matches within
+   your address book. It can detect the correspondent and a concerning
+   person or thing. It will then associate this data to your
+   documents.
+3. You can inspect what docspell has done and correct it. If docspell
+   has found multiple suggestions, they will be shown for you to
+   select one. If it is not correctly associated, very often the
+   correct one is just one click away.
+
+The set of meta data, that docspell uses to draw suggestions from,
+must be maintained manually. But usually, this data doesn't grow as
+fast as the documents. After a while there is a quite complete address
+book and only once in a while it has to be revisited.
+
+The [documentation](https://eikek.github.io/docspell/) provides for
+more information.

build.sbt

@@ -295,7 +295,7 @@ val microsite = project.in(file("modules/microsite")).
     micrositeName := "Docspell",
     micrositeDescription := "A (PDF) Document Organizer",
     micrositeDocumentationUrl := "/docspell/getit.html",
-    micrositeDocumentationLabelDescription := "Download",
+    micrositeDocumentationLabelDescription := "Quickstart",
     micrositeFavicons := Seq(microsites.MicrositeFavicon("favicon.png", "96x96")),
     micrositeBaseUrl := "/docspell",
     micrositeAuthor := "eikek",

modules/microsite/docs/doc.md

@@ -87,13 +87,3 @@ collective name and your user name. By default it is separated by a
 slash `/`, for example `smith/john`. If your user name is the same as
 the collective name, you can omit one; so `smith/smith` can be
 abbreviated to just `smith`.
-
-
-## Limitations
-
-* Docspell currently supports only PDF files.
-* The PDF view relies on the browsers capabilities. Sadly, not all
-  browsers can display PDF files. Some may require extra plugins. And
-  it's especially sad, that mobile browsers wont't display the
-  files. It works with the major desktop browsers (firefox, chromium),
-  though.

modules/microsite/docs/doc/mailitem.md

@@ -0,0 +1,112 @@
+---
+layout: docs
+title: Send items via E-Mail
+---
+
+# {{page.title}}
+
+You can send e-mails from within docspell attaching the files of an
+item. This is useful to collaborate or share certain documents with
+people outside docspell.
+
+All sent mails are stored attached to the item.
+
+
+## E-Mail Settings
+
+To send mails, there are SMTP settings required. Since an e-mail
+account is connected to a user, you need to check the *User Settings*
+page from the top-right menu.
+
+<div class="thumbnail">
+  <img src="../img/mail-settings-1.jpg">
+</div>
+
+First, you need to provide some name that is used to recognize this
+account. This name is also used in URLs to docspell and so it must not
+contain whitespace or any special characters. A good value is the
+domain of your provider, for example `gmail.com`, or something like
+that.
+
+These information should be available from your e-mail provider. For
+example, for google-mail it is:
+
+- SMTP Host: `smtp.gmail.com`
+- SMTP Port: `587` or `465`
+- SMTP User: Your Gmail address (for example, example@gmail.com)
+- SMTP Password: Your Gmail password
+- SSL: use `SSL` for port `465` and `StartSSL` for port `587`
+
+Then you need to define the e-mail address that is used for the `From`
+field. This is in most cases the same address as used for the SMTP
+User field.
+
+The `Reply-To` field is optional and can be set to define a different
+e-mail address that your recipients should use to answer a mail.
+
+Once this is setup, you can start sending mails within docspell. It is
+possible to set up these settings for multiple providers, so you can
+choose from which account you want to send mails.
+
+
+*Please Note: If `SSL` is set to `None`, then mails will be sent
+unencrypted to your mail provider! If `Ignore certificate check` is
+enabled, connections to your mail provider will succeed even if the
+provider is wrongly configured for SSL/TLS. This flag should only be
+enabled if you know why.*
+
+## Sending Mails
+
+Currently, it is possible to send mails related to only one item. You
+can define the mail body and docspell will add the attachments of an
+item, or you may choose to send the mail without any attachments.
+
+In the item detail view, click on the envelope icon to open the mail
+form:
+
+<div class="thumbnail">
+  <img src="../img/mail-item-1.jpg">
+</div>
+
+Then write the mail. Multiple recipients may be specified by
+separating their addresses by comma.
+
+If you have multiple mail settings defined, you can choose in the top
+dropdown which account to use for sending.
+
+The last checkbox allows to choose whether docspell should add all
+attachments of the item to the mail. If it is unchecked, no
+attachments will be added. It is currently not possible to pick
+attachments, it's all or nothing.
+
+Clicking *Cancel* will delete the inputs and close the mail form, but
+clicking the envelope icon again, will only close the form without
+clearing its contents.
+
+The *Send* button is active once all input fields have been filled.
+Once you click *Send*, the docspell server will send the mail using
+your connection settings. If that succeeds the mail is saved to the
+database and you'll see a message in the form.
+
+## Accessing Sent Mails
+
+If there is an e-mail for an item, a tab shows up at the right side,
+next to the attachments.
+
+
+<div class="thumbnail">
+  <img src="../img/mail-item-2.jpg">
+</div>
+
+This tab shows a list of all mails that have been sent related to this
+item.
+
+<div class="thumbnail">
+  <img src="../img/mail-item-3.jpg">
+</div>
+
+Clicking on a mail opens it in detail.
+
+<div class="thumbnail">
+  <img src="../img/mail-item-4.jpg">
+</div>

modules/microsite/docs/doc/metadata.md

@@ -56,7 +56,7 @@ Document processing uses the following properties:
 - websites
 - e-mails
 
-The website an e-mails can be added as contact information. If these
+The website and e-mails can be added as contact information. If these
 three are present, you should get good matches from docspell. All
 other fields of an organization and person are not used during
 document processing. They might be useful when using this as a real

modules/microsite/docs/features.md

@@ -0,0 +1,39 @@
+---
+layout: docs
+title: Features and Limitations
+---
+
+# Features
+
+- Multi-account application
+- Multiple users per account
+- Handle multiple documents as one unit
+- OCR using [tesseract](https://github.com/tesseract-ocr/tesseract)
+- Text is analysed to find and attach meta data automatically
+- Manage document processing (cancel jobs, set priorities)
+- Everything available via a documented [REST Api](api)
+- Web-UI included
+- Create “share-urls” to upload files anonymously
+- Send documents via e-mail
+- REST server and document processing are separate applications which
+  can be scaled-out independently
+- Everything stored in a SQL database: PostgreSQL, MariaDB or H2
+- Tools:
+  - Watch a folder: watch folders for changes and send files to docspell
+  - Firefox plugin: right click on a link and send the file to docspell
+  - Simple CLI for uploading files
+- License: GPLv3
+
+
+# Limitations
+
+These are current known limitations that may be of interest for
+considering docspell at the moment. Hopefully they will be resolved
+eventually….
+
+- Only PDF files possible for now.
+- The PDF view in the Web-UI relies on the browsers capabilities.
+  Sadly, not all browsers can display PDF files. Some may require
+  extra plugins. And it's especially sad, that mobile browsers wont't
+  display the files. It works with the major desktop browsers
+  (firefox, chromium), though.

modules/microsite/docs/getit.md

@@ -45,5 +45,5 @@ really required, but improves OCR.
 4. Point your browser to: <http://localhost:7880/app>
 5. Register a new account, sign in and try it.
 
-Check the [documentation](doc.html) for more information on how to use
-docspell.
+Check the [early demo video](demo) to see the basic idea. Refer to the
+[documentation](doc.html) for more information on how to use docspell.

modules/microsite/docs/index.md

@@ -2,43 +2,10 @@
 layout: homeFeatures
 features:
  - first: ["Stow documents away", "Most of the time documents (emails, postal mail) are received or created. It should be fast to stow them away, knowing that they can be found if necessary."]
- - second: ["Semi-Automatic Tagging", "Documents are analyzed and tagged automatically. “Semi–”, because it may not always be correct; results can be reviewed and corrected."]
- - third: ["Find them", "If there is a document needed, you can search for it. Usually, restricting to a date range and a correspondent will result in only a few documents to sift through. Alternatively, you can add your own tags, names etc to better match your workflow."]
+ - second: ["Automatic Tagging", "All documents are analyzed and tagged automatically. It may not always be correct; results can be reviewed and corrected."]
+ - third: ["Work with them", "Search for documents by their meta data. Send them via e-mail. Add your own tags, names etc to better match your workflow."]
 ---
 
-# A Document Organizer
-
-Docspell is a simple tool to cope with your piles of (digitized) paper
-documents. You'll need a scanner to convert your papers into PDF
-files. Docspell can then assist in organizing the resulting PDF files
-easily. Its main goal is to efficiently support two major use cases:
-
-1. **Stowing documents away**: Most of the time documents are received
-   or created. It should be *fast* to stow them away, knowing that
-   they can be found if necessary.
-
-   Upload the PDF files to docspell. Docspell finds meta data and will
-   link them to your document, automatically. There may be false
-   positives, so a short review is recommended. Though even if not,
-   the results are not that bad.
-2. **Finding them**: If there is a document needed, you can search for
-   it. Usually, restricting to a date range and a correspondent will
-   result in only a few documents to sift through. Alternatively, you
-   can add your own tags, names etc to better match your workflow.
-
-The meta data that docspell uses is provided by you. You need to
-maintain a list of correspondents and maybe other things you want
-docspell to draw suggestions from. So if a new document arrives (from
-an unknown correspondent) then you would add a new entry to your meta
-data and link it manually to the document. But the next time, docspell
-will do it for you.
-
-Docspell is *not* a document management system. There exists a lot of
-these systems that have much more features. Docspell's focus is around
-the two use cases described above, which already is quite useful.
-
-Checkout the quick [demo](demo.html) to get a first impression and the
-[quickstart](getit.html) page if you want to try it out.
 
 ## License
 

modules/microsite/src/main/resources/microsite/css/docspell.css

@@ -4,6 +4,10 @@
     background-size: 100% 800px;
 }
 
+.thumbnail {
+    border: 1px solid #aaa;
+}
+
 .features-image {
     max-height: 250px;
 }

modules/microsite/src/main/resources/microsite/data/menu.yml

@@ -8,6 +8,9 @@ options:
   - title: Quickstart
     url: getit.html
 
+  - title: Features/Limitations
+    url: features.html
+
   - title: Documentation
     url: doc.html
 
@@ -30,6 +33,9 @@ options:
      - title: Find and Review
        url: doc/curate.html
 
+     - title: Send via E-Mail
+       url: doc/mailitem.html
+
      - title: Joex
        url: doc/joex.html