Update docs for Inbox release

[ChumOfChance]

This updates the Workstation documentation to account for the release of the new SecureDrop Inbox.

• Changes SecureDrop App to SecureDrop Inbox
• Moves instructions for accessing the legacy client to the Journalist guide
• Updates screenshots (if needed)
• Updates usage instructions (if needed)

Test plan

Checklist

This change accounts for:

• local preview of changes beyond typo-level edits

[ChumOfChance]

@nathandyer seeking your input on cropping all the screenshots to the application window instead of showing the entire desktop, so we get more detail on what's relevant.

I'd like to crop the screenshot_delete_sources_dialog.png further, so that the selected conversation and delete trashcan icon is very obvious in the screenshot.

What do you think?

[nathandyer]

@ChumOfChance Definitely a fan of the idea of cropping and focusing solely on the Inbox itself rather than the whole desktop. The only time I hesitate is when the Inbox spawns another window, like opening content in a DispVM. But even then, as long as the viewer is in front of the Inbox window, that's probably fine too.

Another thought experiment is: is there a benefit to having the yellow window chrome surrounding the Inbox in the screenshots? Because if not, we could avoid cropping entirely (whether now or just in future screenshot updates) by running the Inbox in a dev environment and taking screenshots of the window specifically.

We don't have to decide that for this round of updates, though.

And +1 to cropping the delete_sources screenshot further to make the trash can more obvious.

[ChumOfChance]

I think the yellow border s helpful. It helps orients the user in the Qubes environment, and when other windows are present, the different coloured borders are visible. And yes agreed for dispVM, basically I mean to crop to the "relevant content" which in most of these is just the application window itself.

I am going to run through them and crop before review, I just wanted to check before cropping someone else's screenshots!

[ChumOfChance]

Some things I would like to add:

• describe sync behaviour and Sync Now option
• describe the menu and how to access it
• screenshot showing how to sign in when in offline mode
• explain the "Toggle sort order" option
• explain the sorting options

[nathandyer]

This is excellent, @ChumOfChance! The documentation on the new features is especially :chefs-kiss:

One small issue, and a few tiny nits/questions, but this is otherwise really to ship.

[nathandyer]

This is me asking a pedantic question, and the answer may very well be 'no': To me, "Deleting conversations" implies multiple conversations, but then we have a section below called "Deleting multiple conversations."

Should this be "Deleting a conversation"?

[ChumOfChance]

Originally this header was also "Deleting conversations" and I didn't like having the same header in a row. But I think there's a good fix for this.

[ChumOfChance]

@nathandyer I went over things with a close eye and tried to fix many consistency issues to address your comments. I also caught a few other things, so this probably warrants a full review (sorry).

[nathandyer]

Just did another full review, and all the changes look great. I'm afraid I have no nits to pick or suggestions to add :)

Going to mark and approval, but leave this up for a bit in case anyone else wants to take a pass before it gets merged.

[nathandyer]

This is great, I'm a big fan of this change

[nathandyer]

Another nice consistency catch!

[legoktm]

I reviewed the docs as whole instead of the diff itself, so some of this may not be directly related to the changes in this PR; I will leave it up to the two of you as to what can be deferred or not.

• general/introduction
  • should mention Inbox somewhere. Maybe also the main landing page?
• journalist/starting_client (should be renamed!)
  • "you can double-click on the SecureDrop Inbox desktop shortcut to launch it." because the screenshot is now much smaller, I'd add "in the top left"
  • preflight updater screenshot still says "SecureDrop Client"
  • "...which lets you initiate a sync with your SecureDrop server, get help, sign out, or quit SecureDrop Inbox." - Let's only mention the manual sync initiation after explaining that it's mostly automatic. Not sure about "get help"; maybe "view help information"?
  • "will automatically sync with your SecureDrop Instance every time you send a reply, or every 60 seconds" - I think let's swap the order, since the 60s part is more important"
  • or by typing “Ctrl+S”. - not sure if we're consistently using <kbd> but I'd expect this to be marked up somehow instead of quoted
  • Under offline mode, can we re-screenshot the JI menu since the Ctrl+Shift+I shortcut was removed? (or if you can edit it out, whatever is easier)
  • For the legacy Client part, let's add a sentence reminding that it will be removed at the end of May 2026, and that if you have a reason to use it, notify your admins/us. Also there's a sentence in the release blog post about how the two databases are separate that's worth including here.
• journalist/sources
  • "SecureDrop Workstation lets journalists check SecureDrop, decrypt" - s/Workstation/Inbox/?
  • The sd-gpg permission dialog prompt note can be removed, that fix is finally going out in this release
  • "If a reply fails to be sent successfully," idk if this is still useful, it's phrased a bit weirdly. I think explaining the pending icon vs checkmark might be more useful here.
  • "This will not search for text inside submitted attachments." maybe... "If a file has already been downloaded, the search will cover the filename, but will not include the file contents" or something like that.
  • "the filename will be visible, as will the action Export and Print" weird grammar, maybe "the filename and decrypted size will be shown, as well as a menu to Export and Print the file". But also it feels a bit weird to mention export/print here and not view - maybe we mention view here, or leave the menu/export/print explanation for later.
  • "Click “Print” button and wait for sd-devices VM to start." - should be sd-printers now.
  • "You will prompted to attach your printer" I would use "plug in" to distinguish the physical action vs "attach" (e.g. using the sd-usb menu to attach to a VM)
  • Would be nice if we had a screenshot of the print dialog
  • print guidance should also explain how to print a transcript
  • export guidance should also explain you can export the whole source and not just individual files
• journalist/faq
  • "Why does it take so long for SecureDrop Inbox to start" but the answer only references SDW. Maybe "Why do I need to wait for so long before I can start processing submissions?" or something

[nathandyer]

Thanks @legoktm, I'll go ahead and grab the new/missing screenshots.

@ChumOfChance I feel like most of these items (except perhaps the mention on the main page?) are relatively quick to add or change. Think we can fit them all in before the release?

[ChumOfChance]

Yeah, I can fit all this in in Monday (or defer a few, I didn't want to get into changing file names since that makes the review more difficult). If @nathandyer you want to handle grabbing all the screenshots that would definitely help!

[nathandyer]

No problem at all, I've added a commit with those. If you'd like to see any changes, @ChumOfChance, just say the word.