Valencia City Water District · DocuManage

Document Statuses

Module 07 · Administrator only · URL: /maintenance/statuses

Resume: §4 Add form · §6 Multiple edit

1. Purpose

Document statuses define lifecycle labels used across the system — for example Draft, Pending Approval, Approved, and Rejected. They drive:

Document workflow (submit, approve, reject, archive)
Dashboard filters and KPI counts
Lists such as Pending Approvals and Rejected Documents

Each status has a single Name field (no separate code).

2. How to open

Sign in as Administrator.
Sidebar → Admin Panel → Statuses.

URL: /maintenance/statuses

3. Screen layout

Document Statuses maintenance with add form and multiple rows in edit mode — Figure 1 — Statuses page: Add form, existing statuses table, and multiple inline edit (alert bar visible)

Section	Description
Tabs	Document Types · Categories · Departments · Statuses (active)
Add Document Status	Name + Save (§4)
Existing Document Statuses	Table with Edit and Delete (§5–§6)

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

4. Add Document Status

Enter Name (must be unique and clear to users).
Click green Save (spaced below the Name field).

Use names that match how staff talk about workflow — e.g. Approved, For Compliance Review, Archived.

5. Existing statuses table

Column	Description
Name	Status label shown on documents, filters, and reports
Actions	Edit (blue) · Delete (red) in view mode

6. Multiple inline edit

Edit several statuses at once — rename multiple rows before saving. Same pattern as Document Types, Categories, and Departments.

6.1 Enter edit mode

Click blue Edit on one or more rows.
Each row turns light yellow; Name becomes a text field.
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. 4 statuses open for editing · remember to Save or Cancel — adds unsaved count when Name 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 changes

6.3 Workflow example

Click Edit on Approved, Archived, Audit Cleared, and For Compliance Review.
Change one or more names.
Review the alert bar (e.g. 4 statuses open · 2 unsaved changes).
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
Cancel	Restores original name; asks if the row was modified

7. Delete a status

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

Rename carefully — reports and filters use status names. Do not delete statuses that active documents still use; reassign or archive those documents first.

8. Workflow & related modules

Typical status	Meaning
Draft	Being prepared; not yet submitted for approval
Pending Approval	Waiting for approver action
Approved	Released for normal use / viewing
Rejected	Sent back; may be reverted to pending

Exact names in your database may vary (e.g. Audit Pending, For Distribution). Check the Statuses list in your installation.

Pending Approvals — filters documents in pending-approval statuses
Rejected Documents — filters rejected statuses
Dashboard — status filter on Documents Overview

9. Troubleshooting

Issue	What to do
Save fails — duplicate	Status name 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
Workflow lists empty	Confirm documents use the expected status names