# SPGA DMS — User Guide

A simple guide for daily use.
Follow the steps in order. Each step is short. Do one step at a time.

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## Before You Start

- **Website address:** open your browser and go to the SPGA address (for example `http://localhost/spga/public`).
- **You need:** your email and password.
- If a button or menu is missing for you, it means you do not have permission for it. This is normal.

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## 1. Login

1. Open the website. You will see the **Login** page.
2. Type your **email**.
3. Type your **password**.
4. Click **Login**.
5. You will see the **Dashboard**. This is your home page.

**Tip:** You can always click the logo or **Dashboard** to come back home.

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## 2. The Main Menu

On the side or top you will see these menu items:

- **Dashboard** — your home page.
- **Folders** / **My Folders** — where files are kept.
- **Workflows** / **My Workflows** — tasks you must do.
- **Notifications** (bell icon) — messages for you.
- **Reports** — for managers and admins only.
- **Profile** — your account settings.

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## 3. Folders — Keep Your Files Organized

A folder is like a box. You put files inside it. A folder can also have folders inside (subfolders).

### Create a main folder
1. Click **Folders** (or **My Folders**).
2. Click **Create Folder**.
3. Type a **folder name**.
4. (Optional) Type a **description**.
5. Click **Save**.

✅ Your new folder now shows in the list.

### Create a subfolder (a folder inside a folder)
1. Open the folder you want to be the parent.
2. Click **Create Folder** again.
3. Choose the **parent folder**.
4. Type the subfolder name.
5. Click **Save**.

✅ The subfolder shows inside the parent folder.

**Important:** You cannot use the same folder name twice in the same place.

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## 4. Files — Upload and Manage

### Upload a file
1. Open the folder where you want the file.
2. Click **Upload**.
3. Choose one file or more files from your computer.
4. (If asked) add **metadata tags** — this is extra info to find the file later.
5. Add a **comment** if you want.
6. Click **Submit** / **Upload**.

✅ The file shows in the folder. You will see a success message.

**Note:** Very big files may fail. If it fails, try a smaller file.

### View or download a file
1. Open the folder.
2. Click the file name.
3. Click **View** to see it, or **Download** to save it.
4. PDF files can be previewed inside the page.

### Search a file
1. Go to the file search.
2. Type the tag or value you used.
3. Click **Search**.

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## 5. Share a Folder or File

You can give other people access to a folder or a file.

1. Find the folder or file.
2. Click **Share**.
3. Choose the **users** and/or **roles** you want to share with.
4. Click **Save**.

✅ Those people can now open it. They also get a **notification**.

**Remember:**
- Share with a **role** = everyone in that role gets access.
- Share with a **user** = only that one person gets access.

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## 6. Workflows — Doing Your Tasks

A workflow is a set of steps a document must pass through.
Example: a document is created → reviewed → approved.
Each step becomes a **task** for a person or a role.

### A) Start a document in a workflow
1. Go to **Workflow**.
2. Click **Create Document** (start workflow).
3. Type a **Title**.
4. (Optional) Add description, tags, or attach a file.
5. Choose the **workflow** from the list (example: *Project Solar Panel*).
6. ✅ Tick **Start immediately**. (This is important — it makes the first task active.)
7. Click **Submit**.

✅ The document is created and the first task is sent to the right person.

### B) Do a task assigned to you
1. Go to **My Workflows**.
2. You will see your tasks. Click a task to open it.
3. Read the document details and the current step.
4. Type a **comment** (this is required).
5. Choose the correct **action / transition**:
   - Choose **Approve / Next** when everything is correct.
   - Choose **Return / Reject** when it needs changes. Write a clear reason.
6. Click **Submit**.

✅ Your task is now complete. The next step goes to the next person automatically.

**Always write a clear comment.** Comments are saved for audit (history).

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## 7. Notifications

Notifications tell you when something needs your attention.

1. Click the **bell icon** (or open **Notifications**).
2. Read the new (unread) messages.
3. After you finish the action, click **Mark as read**.

✅ The message changes from **Unread** to **Read**.

**Important:** A notification is only a reminder. Always open the real page or task and check it is really done.

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## 8. Profile

1. Click **Profile**.
2. You can update your name and details.
3. You can change your password here.
4. Click **Save**.

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## 9. Quick Practice (Try This Yourself)

Do these 6 steps to practice everything:

1. Create a folder called **Training 2026**.
2. Create a subfolder called **Invoices**.
3. Upload one PDF file with a comment.
4. Share the folder with one user and one role.
5. Go to **My Workflows** and complete one task with a comment.
6. Open **Notifications** and mark one message as read.

If you can do all 6 without help — well done! 🎉

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## 10. Common Problems

| Problem | Reason | What to do |
|---|---|---|
| I cannot see a button (Share, Delete) | You do not have permission | Ask your admin |
| My upload failed | File is too big | Use a smaller file |
| "Folder name already exists" | Same name in same place | Use a different name |
| My task is not in My Workflows | You are not assigned to it | Ask who is assigned |
| I forgot my password | — | Use **Forgot password** or ask admin |

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*Keep this guide near you during your first days. It gets easy very fast.*
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