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