# User guide

Workflow 0.8.0 — daily work for customers, internal approvals and associations.

## 1. Language and navigation
Choose DE, EN, IT or FR in the header. The selection is saved in this browser. Changing language does not translate or overwrite entered customer content. Use Back to return to the previous view and Help for the local manuals.

## 2. Your dashboard
Review assigned cases, deadlines and tasks at the start of the day. Your role and assignments determine which cases and actions are available. Contact an administrator if you cannot see an expected case; do not create a duplicate.

## 3. Start a process
Open the guided process starter. Select Customer requests, Internal approvals or Association administration, then the appropriate template. Enter a meaningful title, all required fields and a deadline. Amounts must be positive and have at most two decimal places. Save to create a draft; saving does not submit or approve it.

## 4. Customer requests
Record the contact name, email and enquiry, then assign responsibility and a deadline. Submit the draft and start review. Use comments, tasks and documents to handle the request. Before completion, record the response that actually took place, including its channel and a dispatch reference for email, letter or portal.

## 5. Purchases and expenses
A purchase records supplier, purpose, amount and currency. Expenses also require a receipt before approval. An authorised second person makes the approval decision; the requester and responsible processor cannot approve their own request. Approval records a decision and does not initiate a bank payment.

## 6. Document reviews
Enter the document title and review instructions. Upload the document and wait for a clean scan status. The decision maker can approve, reject or request revision using the available process actions. A blocked or unscanned document does not satisfy the approval requirement.

## 7. Association processes
Membership applications capture the prospective member and membership type. Event requests capture the event date, venue and purpose. Reimbursements capture beneficiary, reason, amount and currency and require a supporting document. Assign a separate approver. These workflows do not automatically create a membership register, book an event or pay a reimbursement.

## 8. Responsibility and deadlines
Assign a person, team and area of responsibility using the available selectors, then save. Select the decision maker separately when required. Check the saved assignment and deadline. Required process fields and deadlines can be edited in draft or revision; submitted data cannot be silently changed during a decision.

## 9. Status and revision
The shared states are Draft, Submitted, In review, Revision requested, Approved, Rejected and Closed. Each starter displays suitable step labels. The server checks permissions and prerequisites for each transition. Correct the stated missing requirement rather than trying to bypass the action. A revision invalidates a previously recorded customer response.

## 10. Comments and documents
Choose internal or external visibility deliberately when adding a comment. Keep customer-facing comments professional and free of internal notes. Attach documents to the correct case and check their scan state. Preserve the original evidence and avoid unnecessary personal data.

## 11. Response and communication
Recording an already delivered response does not send a message. Use the communication area for configured sending and inspect the delivery state. A queued item or accepted SMTP request is not the same as confirmed receipt. Resolve failed deliveries and avoid sending the same response twice.

## 12. Completion and audit
Check the decision, required documents, response and remaining tasks before closing. Status changes and assignments are audited. Reporting and accounting exports support follow-up; an export or approval is not proof of payment. Use the case reference in handovers and support requests.

## 13. Account and assistance
Use your own account and keep your password private. The trial permits two active accounts including administrators. Ask your administrator about access, retention, backup and integrations. Send support@alkensdevelopment.ch the version, case reference and reproducible error, without secrets or unnecessary customer content.