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USER_MANUAL.md

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+# Temp Spec Management System V4 User Manual
+
+This document summarises the day-to-day tasks for end users and administrators. The system now authenticates with local MySQL accounts and requires explicit email addresses for notifications.
+
+## Contents
+1. System overview
+2. Sign in and registration
+3. Core workflows
+4. Notification settings
+5. Roles and permissions
+6. Frequently asked questions
+
+---
+
+## 1. System overview
+The platform manages the full lifecycle of temporary specifications: drafting, approval, extension, termination, and archival. ONLYOFFICE is used for online editing and Redis APScheduler handles periodic reminders.
+
+## 2. Sign in and registration
+### 2.1 Self registration
+1. Open the login page and click "Create account".
+2. Enter an email (recommended), display name, and a password with at least six characters.
+3. The new account is created with the Viewer role and the user is logged in immediately.
+
+### 2.2 Admin created accounts
+Administrators can create accounts from the "Account Management" page, including role selection and an initial password. Users should change the password after the first sign in.
+
+### 2.3 Password resets
+There is no automated password reset flow. Administrators can update a password from the management page on request.
+
+## 3. Core workflows
+### 3.1 Create a temporary spec
+1. Editors or admins can open "Create Spec" from the spec list.
+2. Fill in the required fields and submit the form.
+3. The system creates a Word template that can be edited through ONLYOFFICE.
+
+### 3.2 Activate a spec
+1. Upload the signed PDF.
+2. Provide a semicolon separated list of email recipients.
+3. After saving, the spec status becomes `active` and notifications are sent.
+
+### 3.3 Extend a spec
+1. Each spec can be extended at most twice (90 days total).
+2. Upload the supporting PDF and supply a new notification list.
+3. The history records the extension count and file name.
+
+### 3.4 Terminate a spec
+1. Enter a termination reason and submit.
+2. Notifications are sent and the status becomes `terminated`.
+
+### 3.5 History view
+The spec detail page contains a chronological history with the action, actor, timestamp, and notes.
+
+## 4. Notification settings
+- Enter complete email addresses separated by semicolons, for example `user1@company.com; user2@company.com`.
+- If the field is empty the scheduler falls back to the `DEFAULT_NOTIFICATION_EMAILS` value in `.env`.
+- Review saved lists periodically to avoid sending to outdated addresses.
+
+## 5. Roles and permissions
+| Role   | Capabilities |
+|--------|--------------|
+| Viewer | Sign in, browse specs, download attachments, view history |
+| Editor | Viewer capabilities plus create/edit specs, extend, terminate, download Word templates |
+| Admin  | Editor capabilities plus approve pending items, manage accounts, delete specs |
+
+Administrators cannot delete the final Admin account and cannot demote themselves from Admin. Create a second admin before performing role changes.
+
+## 6. Frequently asked questions
+**Q1: Why does login fail with an "invalid credentials" message?**  
+Confirm the email format and password casing. Ask an administrator to reset the password if you are locked out.
+
+**Q2: Emails are not delivered. What should I check?**  
+Validate the recipient list, confirm SMTP configuration, and check corporate spam filters or blacklists.
+
+**Q3: The spec already reached the maximum number of extensions. What can I do?**  
+Create a new spec with the updated schedule and reference the previous case in the notes section.
+
+**Q4: How do I verify the scheduled reminder is running?**  
+Review container logs for the string `Running scheduled task` or monitor Redis for job activity.
+
+For other issues, contact the maintenance team.