Quick Start

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Overview

This guide walks you through complete setup from organization configuration to creating your first claim. Whether you’re an administrator setting up a new organization or a team member joining an existing one, you’ll be ready in minutes.

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Part 1: Organization & User Setup (Admins)

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Step 1: Create Your Organization

1. Access the Auth Service signup page
2. Choose to create a new organization:
   • Organization name (e.g., “Acme Manufacturing”)
   • This creates an organization in Keycloak and Reclamia
3. Fill in your details:
   • Username
   • Email address
   • Password (8+ characters)
   • Full name
4. Automatic login occurs after signup
5. You’re now the Organization Admin

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Step 2: Configure Keycloak (Organization Admin)

Keycloak is where roles and users are managed enterprise-wide.

1. Access Keycloak Admin Console:
   • URL: https://api.64.226.86.247.sslip.io/keycloak
   • Login with your admin credentials
2. Review available roles (already configured):
   • admin → Full system access
   • manager → Team and department oversight
   • employee → Claim creation and collaboration
3. Create additional custom roles if needed for your organization
4. Note: User authentication is managed in Keycloak, not in Reclamia

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Step 3: Add Team Members (Organization Admin)

Method 1: Via Keycloak Admin Console

1. In Keycloak Console, select your realm
2. Navigate to Users section
3. Create new user:
   • Username
   • Email
   • First name, Last name
   • Mark “Email Verified” if desired
4. Set temporary password (user must change on first login)
5. Assign roles (ADMIN, MANAGER, EMPLOYEE):
   • Go to Role Mappings tab
   • Add roles from “Realm Roles” section
6. User receives email invitation and sets permanent password

Method 2: Users Join via Self-Signup

1. Users visit the signup page
2. Select your organization from the list
3. Create account with username, email, password
4. Join with EMPLOYEE role by default
5. Admin can promote roles in Keycloak later

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Step 4: Configure Organization in Reclamia

1. Login to Reclamia with your admin credentials
2. Go to Settings → Organization
3. Set up departments (if not already configured):
   • PRODUCTION
   • QUALITY_CONTROL
   • MAINTENANCE
   • LOGISTICS
   • SAFETY
   • HR (or custom)
4. Create custom categories for your claim types
5. Set default SLA policies:
   • Critical: 4-hour response, 8-hour resolution
   • High: 8-hour response, 24-hour resolution
   • Medium: 24-hour response, 72-hour resolution
   • Low: 48-hour response, 1-week resolution
6. Enable features your organization needs

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Part 2: User Roles & Permissions

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Role Breakdown

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ADMIN Role

Full system access. Typically for IT and operations leadership. Can:

• Manage all users and their roles
• Configure organization settings
• Create/edit categories and departments
• Set SLA policies and business rules
• View all claims regardless of department
• Create and configure AI agents
• Manage knowledge base
• Export all organization data

View: All departments, all claims, all analytics

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MANAGER Role

Team oversight and SLA compliance monitoring. Can:

• View team members and their workload
• Monitor SLA compliance for their department
• Escalate claims when needed
• Create business rules for their department
• Add to claim comments and collaborate
• View analytics for their department

View: Their department’s claims and team metrics

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EMPLOYEE Role

Day-to-day claim creation and collaboration. Can:

• Create new claims (text, voice, or image)
• View assigned claims
• Add comments and collaborate
• Attach files and evidence
• View their own dashboard

View: Own claims, team claims they’re involved with

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Dynamic Role Management

Important: Roles are managed in Keycloak, not in Reclamia:

1. Users are created with roles in Keycloak
2. Roles are automatically synced when user first accesses Reclamia
3. If you change a role in Keycloak, the change is reflected immediately in Reclamia
4. Users see an interface matching their role

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Part 3: Your First 5 Minutes

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Minute 1: Login & Explore Dashboard

1. Visit Reclamia login page
2. Enter credentials (from auth service signup)
3. Reclamia dashboard appears showing:
   • Total claims (0 initially)
   • SLA compliance (not applicable yet)
   • Team workload (empty)
   • Quick stats

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Minute 2: Create Your First Claim (Text)

1. Click “New Claim” button
2. Select claim type: Text
3. Fill in details:
   • Title: e.g., “Quality issue found in Assembly Line 3”
   • Description: Detailed information about the issue
   • Category: Select from Quality, Safety, Logistics, Maintenance
   • Department: Select the responsible department
   • Attach files (optional): Screenshots, documents, etc.
4. Submit - Reclamia automatically:
   • Confirms category (AI suggested it)
   • Assigns priority (AI prediction)
   • Creates audit log entry
5. Claim appears on your dashboard

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Minute 3-4: Try Voice or Image Input

Create a voice claim:

1. Click “New Claim” → “Voice”
2. Click microphone and speak briefly (e.g., “Assembly line conveyor making noise”)
3. Stop recording
4. Groq Whisper auto-transcribes your voice
5. Confirm transcription (edit if needed)
6. Select category (AI suggestions appear)
7. Submit

Create an image claim:

1. Click “New Claim” → “Image”
2. Upload photo of defect, equipment, or documentation
3. GPT-4 Vision auto-extracts text from image
4. Review extracted text and add additional description
5. Select category (AI suggestions appear)
6. Submit

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Minute 5: Assign & Collaborate

1. Click on the claim you just created
2. Assign to a team member:
   • Click “Assign to”
   • Select team member from list
   • Notification sent immediately
3. Add a comment:
   • Type in comment field
   • Use @mentions to notify specific people
   • Attach files if needed
4. See activity log showing all changes

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Part 4: First Week Roadmap

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Day 1: Setup & First Claim

• ✅ Organization created (admin)
• ✅ Keycloak configured with roles
• ✅ Team invited
• ✅ First claim created and assigned

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Day 2-3: Explore Features

• Create claims using all input methods (text, voice, image)
• View dashboard and understand metrics
• Try Kanban board for status management
• Practice collaboration with comments and assignments
• Review SLA status on claims

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Day 4: Team Collaboration

• Have team create claims
• Practice assigning between team members
• Use escalation when needed
• Comment and collaborate on claims
• Test notifications to verify setup

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Day 5: Analytics & Optimization

• Review dashboard for patterns
• Check SLA compliance
• Identify process improvements
• Create business rules for automation
• Set up custom categories if needed

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Part 5: Advanced Setup (After Basics)

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Configure Business Rules

Once familiar with basics:

1. Go to Administration → Business Rules
2. Create auto-routing rule:
   • Example: “If category = ‘Safety’, auto-route to Safety department”
3. Create escalation rule:
   • Example: “If priority = ‘Critical’ and not assigned in 2 hours, escalate to manager”
4. Test rules with new claims

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Set Up AI Agents

1. Go to AI Layer → Agent Configuration
2. Create agent for your department:
   • Name: “Quality Assistant”
   • System prompt: “Help quality team classify and resolve defects”
   • Available tools: Search claims, get claim details, get analytics
3. Link knowledge base with procedures
4. Test with sample queries

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Import Knowledge Base

1. Gather documentation:
   • Standard operating procedures
   • Troubleshooting guides
   • Historical solutions
   • Best practices
2. Go to Admin → Knowledge Base
3. Upload documents in bulk
4. Organize by department
5. AI agents now reference this knowledge

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Common Scenarios

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I’m a New Employee

1. Receive invitation link in email (sent by admin)
2. Create account using the self-signup link
3. Join your organization and get EMPLOYEE role
4. Attend training on creating and managing claims
5. Start creating claims on Day 1

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I’m a Manager Joining

1. Admin creates your account in Keycloak with MANAGER role
2. You receive email with login instructions
3. Login to Reclamia
4. Your dashboard shows your department’s claims
5. Start monitoring team workload and SLA compliance

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I’m an Admin Setting Up New Org

1. Complete Part 1 above (Organization & User Setup)
2. Complete Part 4 advanced setup (Business Rules, AI Agents)
3. Import knowledge base with company documentation
4. Train team on Reclamia
5. Monitor adoption for first week

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Troubleshooting

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Can’t Login?

• Check Keycloak status: Ensure Keycloak is running at https://api.64.226.86.247.sslip.io/keycloak
• Verify credentials: Double-check username and password
• Check email: Verify you received the signup confirmation
• Password reset: Use “Forgot Password” link

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Role Not Showing?

• Verify in Keycloak: Check that role is assigned in Keycloak Admin Console
• Try logging out: Logout and login again to refresh roles
• Clear cache: Browser cache might show old role information

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Can’t Assign User?

• Verify department: Both users must be in same organization
• Check role: Users need MANAGER+ role to assign claims
• Verify user added: Confirm the user actually exists in system

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Voice Transcription Issues?

• Check audio quality: Ensure quiet environment
• Use clear speech: Speak clearly without background noise
• Try again: Groq might need retry for processing

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Next Steps

• Learn workflows: Read Core Workflows
• Master analytics: Check Dashboard Overview
• Configure automation: Explore Business Rules
• Leverage AI: Start with AI Agents
• Full admin setup: Review Admin Console