Valencia City Water District · DocuManage

Departments / Div / Offices

Module 06 · Administrator only · URL: /maintenance/departments

Resume: §4 Add form · §6 Multiple edit

1. Purpose

Departments (divisions, offices, units) define organizational units used to:

Assign documents to an owning office
Limit Viewer and Contributor access by department
Track document movements between offices

2. How to open

Sign in as Administrator.
Sidebar → Admin Panel → Departments/Div/Offices.

URL: /maintenance/departments

3. Screen layout

Departments maintenance page with add form and table — Figure 1 — Departments: Add form and existing departments table

Section	Description
Tabs	Document Types · Categories · Departments · Statuses
Add Department/Office/Unit	Name + Code + Save (§4)
Existing Departments	Table with Edit and Delete (§5–§6)

Tip above the table: edit several rows at once — save or cancel before leaving.

4. Add Department/Office/Unit

Enter Name (full office name).
Enter Code (short label, stored uppercase).
Click green Save (spaced below the Code field).

5. Existing departments table

Column	Description
Name	Full department name
Code	Short code shown in lists and reports
Actions	Edit (blue) · Delete (red)

6. Multiple inline edit

Edit several departments at once — change Name and/or Code on multiple rows before saving. Same pattern as Document Types and Categories.

Three departments in edit mode with Save all and Cancel all bar — Figure 2 — Multiple edit: alert bar shows “3 departments open for editing · remember to Save or Cancel”

6.1 Enter edit mode

Click blue Edit on one or more rows.
Each row turns light yellow; Name and Code become text fields.
Per-row buttons change to green Save and grey Cancel.

6.2 Save all / Cancel all bar

When any row is in edit mode, a yellow alert bar appears above the table (hidden on normal page load):

Element	Action
Alert text	e.g. 3 departments open for editing · remember to Save or Cancel — adds unsaved count when Name or Code was changed
Save all (green)	Saves every row that has changes
Cancel all (grey)	Closes all open edits; confirms if any row has unsaved changes
Orange left border	That row has unsaved Name or Code changes

6.3 Workflow example

Click Edit on Administration and Finance, Administrative Unit, and Billing and Collection.
Change Name or Code on one or more rows.
Review the alert bar (e.g. 3 departments open · 1 unsaved change).
Click Save all, or use the green check on each row.

Before leaving: Save or cancel open edits before Back to Dashboard, maintenance tabs, or refresh. The browser warns if rows are still open.

6.4 Single-row Save / Cancel

Button	Action
Save	Saves that row only (Name + Code)
Cancel	Restores original values; asks if the row was modified

7. Delete a department

In view mode, click red Delete.
Confirm in the dialog.

Deleting is only safe when no users or documents depend on the department. Reassign users and documents first if needed.

8. User access & movements

User Management — Viewer and Contributor roles are tied to Allowed Departments.
Users see documents only for departments they are allowed unless they have all-departments access.
Document Movements — From/To department on movement records use this list.

9. Troubleshooting

Issue	What to do
Save fails — duplicate	Name and Code must be unique
Bar not visible on load	Expected — bar appears only when a row is in edit mode
Forgot to save	Use Save all; browser warns on leave
Save all partial failure	Fix validation errors on open rows and retry