System use case specification maintain official letters - ESG-Project/documentation GitHub Wiki


Identification	UC09
Use case	Maintain official letters
Actors	Administrator, Technician
Stakeholders and interests	Consulting company: Ability to maintain the official letters of each project.
Pre-conditions	User is logged into the system as an administrator or technician; Has at least one registered client; Has at least one registered project.
Minimum guarantees	System prevents duplicate records.
Success guarantees	User performs any CRUD manipulation of official letters.

Main Success Scenario

User Action	System Response
1. This use case begins when the user selects the option to list official letters of a project	2. The system displays the list of registered official letters linked to the project
3. The user accesses the option to register a new official letter	4. The system displays the official letter registration form
5. The user fills in the official letter's information	6. The system validates the input
7. The user selects the save option	8. The system validates all information and saves the official letter data
	9. The system confirms the successful registration of the official letter

User Action	System Response
	1. The system detects invalid or missing information
	2. The system displays an error message to the user
3. The user corrects the information and resubmits	4. The system validates the corrected information and returns to step 6 of the Main Success Scenario

User Action	System Response
1. The user accesses the option to edit an official letter	2. The system displays the official letter information in an editable form
3. The user modifies the official letter's information	4. The system validates the changes
5. The user selects the save option	6. The system validates all information and updates the official letter data
	7. The system confirms the successful update of the official letter

User Action	System Response
1. The user accesses the option to delete an official letter	2. The system displays a confirmation dialog
3. The user confirms the deletion	4. The system verifies if the official letter can be deleted
	5. The system removes the official letter data
	6. The system confirms the successful deletion of the official letter

User Action	System Response
	1. The system detects that the official letter has associated records (e.g., responses, attachments)
	2. The system displays an error message explaining why the official letter cannot be deleted
	3. The system returns to the official letters list

User Action	System Response
1. The user cancels the action	2. The system returns to the official letters list without making any changes

Official Letter Information: Must include title, content, sender, recipient, dates, and project association.
Duplicate Prevention: The system must check for existing official letters with similar information before saving.
Data Validation: All official letter information must be validated according to business rules.
Access Control: Only authorized users can modify official letter information based on their role.
Audit Trail: The system must maintain a history of all changes made to official letter records.
Soft Delete: When an official letter is deleted, its information should be archived rather than permanently removed.
Search Functionality: The system must provide search and filter capabilities for the official letters list.
Status Management: The system must support different official letter statuses (e.g., Draft, Sent, Received).
Project Association: Each official letter must be associated with a valid project.
Document Management: The system must support attaching and managing related documents.
Notification System: The system must notify relevant users about official letter changes and updates.