# SPGA User Training Guide

## 1) Purpose
This guide is for end users (not developers).
Focus: daily operations such as creating folders, uploading files, sharing, running workflow tasks, and checking notifications.

## 2) Training Outcome
After training, a user should be able to:

1. Log in and navigate the dashboard.
2. Add folders and subfolders correctly.
3. Upload files with metadata and comments.
4. Share folders/files with users or roles.
5. Complete assigned workflow tasks and move them to the next step.
6. Read notifications and verify task/file updates.

## 3) Audience
- Regular users: My Folders, My Workflows, Notifications.
- Team leads/supervisors: approvals and transition decisions in workflow tasks.
- Admin users (optional advanced session): workflow setup, reports, and audits.

## 4) Session Plan (2.5 to 3 hours)

1. Module A (20 min): Login and navigation.
2. Module B (45 min): Folders and file management.
3. Module C (45 min): Workflow task processing.
4. Module D (20 min): Notifications and follow-up actions.
5. Module E (20 min): Practice scenario and assessment.

## 5) Module A: Login and Navigation

### Steps
1. Open the SPGA login page and sign in.
2. Go to Dashboard.
3. Open menu items:
   - My Folders
   - My Workflows
   - Notifications

### Trainer Checks
- User can find each menu without help.
- User can return to Dashboard from any page.

## 6) Module B: Add Folders and Manage Files

### Part 1: Add a main folder
1. Open Folders or My Folders.
2. Click Create Folder.
3. Enter folder name and optional description.
4. Save.

Expected result:
- New folder appears in folder list.

### Part 2: Add a subfolder
1. Choose a parent folder.
2. Click Create Folder again.
3. Select parent folder.
4. Enter subfolder name and save.

Expected result:
- Subfolder appears under selected parent.

### Part 3: Upload file
1. Open target folder.
2. Click Upload.
3. Select one or more files.
4. Enter metadata tags/values (if required by your process).
5. Add comment.
6. Submit upload.

Expected result:
- File is listed in the folder.
- Upload success message appears.

### Part 4: Share folder/file
1. Open Share action on a folder or file.
2. Select users and/or roles.
3. Save sharing.

Expected result:
- Access is granted to selected users/roles.
- Shared users receive notifications.

### Common mistakes to teach
- Duplicate folder names in same location are not allowed.
- Large files may fail upload (size limits).
- Missing permissions can hide actions like Share/Delete.

## 7) Module C: Workflow Task Training

### Part 1: Open assigned tasks
1. Go to My Workflows.
2. Open an assigned task.
3. Review document details and current step.

### Part 2: Complete and transition task
1. Enter required comment.
2. Select the correct transition/action.
3. Submit.

Expected result:
- Current task is marked complete.
- Next step/task is created or assigned.

### Decision guidance for users
- Use Approve transition only when all checks pass.
- Use Return/Reject transition with clear comment for rework.
- Always include meaningful comments for audit trace.

## 8) Module D: Notifications

### Steps
1. Open notification bell or Notifications page.
2. Review unread items.
3. Click Mark as read after action is completed.

Expected result:
- Notification status changes from Unread to Read.

### Teach this behavior
- Notifications are action cues, not final confirmation.
- User should open the related page/task and verify completion.

## 9) Module E: End-to-End Practice Scenario

Use this exact exercise during training:

1. Create folder: Training 2026.
2. Create subfolder: Invoices.
3. Upload a sample invoice PDF with metadata and comment.
4. Share folder with one user and one role.
5. Open My Workflows and complete one task with comment.
6. Open Notifications and mark one item as read.

Pass criteria:
- User completes all 6 steps without trainer intervention.

## 10) Quick Assessment Checklist

Mark Yes/No for each trainee:

1. Can create a folder and subfolder.
2. Can upload file with comment.
3. Can share folder or file with correct target.
4. Can open and transition a workflow task.
5. Can read and clear notifications.
6. Can explain when to use each workflow transition.

## 11) Suggested Training Materials

1. Demo account for trainee.
2. Sample files (PDF, DOCX, image).
3. One prepared workflow task for practice.
4. 1-page quick reference with screenshots.

## 12) Optional Advanced Session (Admin Users)

For admin-only training, add:

1. Workflow creation (name, steps, transitions).
2. User and role assignment impact.
3. Reports and audit review.

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Use this guide as the baseline script for user onboarding sessions.
