# 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

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## 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.