--- title: Security order: 3 updated: 2026-07-12 --- # Security The *Security* tab is your personal account-safety centre. From here you change the password you sign in with, change the email address on your account, manage the personal mailboxes you're allowed to send outgoing documents from, and review — and shut down — every device currently signed in to your account. Everything on this tab acts on *your own* account only: the app always works out who you are from your verified session, so nothing here can be pointed at another user even if the request is tampered with. The *Security* tab is available to **every** user — it needs no special permission. (Changing your **username** is not here; it lives on the *Personalisation* tab — see [Personalisation](/docs/settings/personalisation).) ## Open the tab 1. Open *Settings* in the sidebar. 2. Pick *Security*. The tab is laid out as a stack of cards: *Update Security Data* (password + email), *My Email Accounts*, *All Logged In Sessions*, and the two sign-out buttons at the bottom. ## Change your password Under *Update Security Data*, click *Change Password*. The *Change Password* modal opens with three fields. ### Current Password The password you sign in with today. Required. The server re-checks it with the stored hash before anything is changed — if it's wrong you get `Current password is incorrect` and nothing is saved. ### New Password Your new password. It must be **`8`–`16` characters** long. This range is enforced both in the modal and again on the server, so a hand-crafted request can't slip a shorter or longer password through. ### Confirm New Password Repeat the new password exactly. If the two don't match you'll see `Passwords do not match`. ### Rules and what happens on save - The new password **must be different** from your current one. The modal blocks it, and the server independently re-checks (it hashes the new password and compares) and returns `New password must be different from your current password` if they're the same. - Passwords are stored only as a one-way hash — the app never keeps your plain-text password. - On success you get a *Password updated successfully* toast and a *Password change* notification is recorded on your account (see [Notifications](/docs/settings/notifications)). - Changing your password does **not** sign your other devices out. If you changed it because you suspect someone else is in your account, follow up with *Logout From All Devices* (below) to actually end those sessions. - If this was a first-login / forced-reset password, saving a new one also clears the "first login" flag so you won't be prompted to change it again. ## Change your email Under *Update Security Data*, click *Change Email Id*. The *Change Email Address* modal opens. This is the email address recorded **on your account** — the one the app uses to identify you and reach you for account matters. It is **not** the same as the mailboxes you send quotations and purchase orders from; those are managed under *My Email Accounts* just below. ### Current Password Required — you must confirm your identity with your sign-in password before the email can change. A wrong password returns `Current password is incorrect` and the email is left untouched. ### New Email Address The new address. It's automatically trimmed and lower-cased, and must be a valid email format (both the modal and the server reject anything malformed). ### Rules and what happens on save - The new address must be **different** from your current one (`New email is the same as your current email` otherwise). - The address must be **unique within your firm** — if another user in your firm already uses it, the server refuses with `This email is already in use by another user in your firm`. This check runs server-side, so the uniqueness can't be bypassed. - On success you get an *Email updated successfully* toast and an *Email change* notification is recorded (see [Notifications](/docs/settings/notifications)). ## Manage your email accounts The *My Email Accounts* card holds the **personal** mailboxes you're allowed to send from. These matter only when your firm's sending policy for a document type is set to *User-own* or *Hybrid* — in those modes each user sends from their own connected mailbox rather than a shared firm account. If every policy is *Fixed* or *Firm-any*, you don't need a personal account here at all. The firm-wide accounts and the per-document sending policy are set by an administrator — see [Email accounts and sending policy](/docs/settings/document-templates#email-accounts-and-sending-policy). Click *Manage My Email Accounts* to open the *My Email Accounts* modal. It lists every personal account you've connected. Each row shows: - The email address. - A provider badge — `google` or `smtp`. - A status badge — a green *Valid* or an amber *Invalid*. There is no "pending" state; an account is one or the other after its most recent verification. - The *From name* (shown as `From: …`) if you set one. - On an *Invalid* account, the last verification error is shown in amber so you know *why* it failed. From this modal you can *Add Account*, *Re-verify* a row, or *Remove* a row. ### Add an account Click *Add Account*. A chooser asks how the mailbox authenticates: #### Google (OAuth) Best if you use Gmail or Google Workspace. 1. Optionally set a *From name* (how recipients see the sender's name — you can change it later). 2. Click *Continue with Google*. Google's consent screen opens **in a new browser tab**; in the desktop (Tauri) app it opens in your system's default browser instead of an in-app window. 3. Complete Google's consent, then return to the app — it polls in the background (every couple of seconds) and detects completion automatically, then shows *Google account connected*. 4. If you don't finish in time the attempt **times out after 2 minutes** and you can retry. Google is asked only for permission to **send email on your behalf** — no other Gmail data is read. You can *Cancel* while waiting to abandon the attempt. #### Manual SMTP For any provider (Zoho, Outlook, cPanel, and so on). Fields: - *Email address* — required, must be a valid address (lower-cased and stored, up to `320` characters server-side). - *From name* — optional (up to `200` characters). - *SMTP host* — required, e.g. `smtp.zoho.com` (up to `255` characters). - *Port* — defaults to `587`. Must be a whole number in `1`–`65535`. The server re-validates this range. - *Use SSL (port 465). Leave off for STARTTLS (587).* — a checkbox, **off by default**. Turn it on for an implicit-TLS port like `465`; leave it off for STARTTLS on `587`. - *Username* — required. - *Password* — required, stored **encrypted at rest**. For Gmail you must use a 16-character **App Password** — a normal account password will be rejected by Google. Click *Save & Verify*. The server tries a real connection to the mailbox: - If it works, the account is saved as *Valid* (*SMTP account verified and saved*). - If verification fails, the account is **still saved** but stays *Invalid* and unusable until a later *Re-verify* succeeds (*Saved — but verification failed. Use Re-verify once fixed.*). Adding a second personal account with the **same address and provider** you already have is refused (`You already have an account with this email`). ### Re-verify an account Click *Re-verify* on a row to re-test its credentials right now. The result toast is *Account verified* (it flips to *Valid*) or *Verification failed* (it stays / becomes *Invalid* with the latest error recorded). Use this after fixing a password, refreshing an app password, or re-authorising Google. ### Remove an account Click *Remove* to disconnect a mailbox. A *Remove email account?* confirmation appears first; confirm to remove it. Removal is **blocked** when the account still has **mails waiting to go out** — any quotation, purchase order, delivery-receipt, arrival-receipt, or vendor-dispatch email that is queued or currently sending and routed through that account. In that case you're told to cancel those pending mails first. Mails that have **already been sent** never block removal — the sent-mail history stays on record even after the account is gone, and completed/failed queue rows are ignored too. ## Active sessions The *All Logged In Sessions* card lists every device currently signed in to your account. Each entry shows: - The **browser** and **operating system** of the device. - The **IP address** it connected from. - The **date and time** the session started. Your current session is always listed **first** and tagged *Current* — it has no *Revoke* button (to end it, use *Logout From Current Device* below). Every other session has a *Revoke* button. ### Revoke a session Click *Revoke* on any other session to end it immediately. That device's server-side session is deleted and its live connection is dropped, so it's kicked out rather than merely expiring later. The current device you're using is never revoked this way — the app only ever revokes the *other* rows, and the server rejects any attempt to revoke position 0 (your current device). If a session looks unfamiliar, revoke it and then change your password. ### How many devices you can be signed in on You can be signed in on **two devices at once** — one PC client (a web browser **or** the Intigra desktop app, which count as the same "PC" slot) and one mobile-app client. The two are independent slots: - Signing in from a **second PC** kicks the first PC session only; your mobile session stays connected. - Signing in from a **second phone** kicks the first phone only; your PC session stays connected. So the sessions list normally shows at most your PC and your mobile. To be signed out *everywhere* in one action, use *Logout From All Devices*. ## Sign out Two buttons sit at the bottom of the tab. **Both ask you to confirm first.** ### Logout From Current Device Signs you out only on the device you're using right now. Your other device (PC or mobile) stays signed in. After it runs, the app reloads and returns you to the login screen on this device. ### Logout From All Devices Ends **every** session you have, including the one you're on — across both the PC and mobile slots. Use this if a device is lost or stolen, or after a password change when you want a clean slate. After it runs you're returned to the login screen and must sign in again everywhere. Because the server works out who you are from your verified session, this only ever clears *your own* sessions. ## Common questions ### Is the "Change Email" address the same as the mailbox I send quotations from? No. *Change Email Id* sets your **account** email — how the app identifies and reaches you. The addresses you *send documents from* are separate mailboxes under *My Email Accounts* (personal) or, firm-wide, under an administrator's [Email accounts and sending policy](/docs/settings/document-templates#email-accounts-and-sending-policy). ### Why does an email account show as *Invalid*? Its credentials no longer work — an app password changed, a Google authorisation lapsed, or the SMTP host/port is wrong. The row shows the last error. Fix the underlying credential (or re-authorise Google) and click *Re-verify*. If it still can't send, remove it and add it again. ### Why can't I remove an email account? Removal is blocked only while that account still has **mails waiting to go out** — quotations, purchase orders, delivery/arrival receipts, or vendor-dispatch emails that are queued or currently sending. Cancel those pending mails first, then remove the account. Mails you've **already sent** never block removal, and your sent-mail history is kept even after the account is gone. ### Can I share an email account with a colleague? No. Each user connects their own personal accounts here. Shared firm-wide accounts are configured by an administrator — see [Email accounts and sending policy](/docs/settings/document-templates#email-accounts-and-sending-policy). ### I changed my password but my other device is still logged in — is that a bug? No. Changing your password does not end existing sessions. If you want the other devices signed out, use *Logout From All Devices*. ### Why doesn't my personal mailbox get used when I send a quotation? Personal mailboxes are only used when your firm's sending policy for that document is set to *User-own* or *Hybrid*. If the policy is *Fixed* or *Firm-any*, sends go through a firm account instead. Ask your administrator about the policy — see [Email accounts and sending policy](/docs/settings/document-templates#email-accounts-and-sending-policy). ### How do I change my username? Not from here — the *Security* tab covers your password and email. Username changes live on the *Personalisation* tab. See [Personalisation](/docs/settings/personalisation). ### A session I don't recognise is listed — what should I do? Click *Revoke* on that row to kick it immediately, then click *Change Password* to lock the intruder out for good. If you're unsure which rows are yours, use *Logout From All Devices* and sign back in fresh.