TEMP_spec_system_noad/USER_MANUAL.md

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.