Valencia City Water District · DocuManage

Confidential Grant Access

Module 13 · Administrator only · URL: /documents/confidential/grants

Resume: §4 Grant code · §4.2 Print · §5 Open file

1. Purpose

After a confidential access request is submitted (Module 12 §6.1), use Grant/Use Code Module to generate an access code, enter it, and open the confidential file for a 30-minute window.

Subtitle on screen: Provide generated access code and open confidential file.

2. How to open

  1. Sidebar → Document Control → Confidential Grant Access.
  2. Or from Confidential Requests, click tab Grant/Use Code Module (indigo/purple when active).
  3. ← Back to Manage Documents returns to the main list.

URL: /documents/confidential/grants

3. Screen layout

Grant/Use Code Module with Requested status, Grant Access Code and Remove Access buttons
Figure 1 — Grant/Use Code Module: row in Requested status, ready to grant access code
ElementDescription
Request Access ModuleGrey tab — submit GM Memo / Board Resolution (Module 12)
Grant/Use Code ModuleIndigo tab (active) — this guide
FiltersSame as Module 12: search, type, department, dates, Apply, Reset
TableCode, Title, Type, Department, Access Status, Authorize Access

Authorize Access column (by status)

Access StatusWhat you see
No RequestYellow note: submit request first in Request Access Module
RequestedRequest submitted and waiting for grant action. · green Grant Access Code · red Remove Access
Granted (code not used)Code displayed · teal Print Access Code · Print Granted To · Input access code · Open Confidential File · Remove Access
ActiveMinutes remaining · print buttons · open file or remove access
ExpiredSubmit new request in Module 12

4. Grant access code

When status is Requested (yellow badge) after Module 12:

  1. Open Grant/Use Code Module (Figure 1).
  2. Confirm the yellow message: Request submitted and waiting for grant action.
  3. Click green Grant Access Code.
  4. Success message shows the generated code (e.g. for CONF 1). The row updates to show Give Access Code with the code in a highlighted box.
You can use Remove Access (red) at any time to cancel the request/code before or after granting — confirm when prompted.

4.1 After access code is granted

When you click Grant Access Code, the system generates a unique code and shows a success banner, for example:

Access code granted for CONF 1: CONF-B54CA037

Granted status with Give Access Code, input field, and Open Confidential File button
Figure 2 — Code granted: blue Granted badge, code displayed, ready to open file
On screenMeaning
Access Status: Granted (blue badge)Code issued; not yet used
Access code granted. Not yet used. Window starts after first successful use.30-minute timer has not started until you open the file successfully
Give Access Code: CONF-…The code to enter below (share securely per office policy)
Input access codeType or paste the same code
Print Access Code (teal)Opens a printable slip with document code, title, access code, and granted date
Print Granted To (teal)Opens a printable slip with requester name, authorization basis (GM Memo / Board Resolution), dates, and remarks — access code is not on this slip
Open Confidential File (blue)Validates code and opens the viewer — starts the 30-minute window on first success
Remove Access (red)Revoke before or after use

4.2 Print Access Code and Print Granted To

After an access code is granted, two teal print buttons appear below Give Access Code. They stay available while the row still shows the code (status Granted, Active, or Expired before a new request).

Active row with Print Access Code, Print Granted To, Open Confidential File, and Remove Access
Figure 3a — Print buttons (teal) on an Active row; 30-minute window shown in status and bottom toast
ButtonWhat prints
Print Access Code VCWD DocuManage header · document code and title · Access Code (large) · granted date · note that the 30-minute window starts after first use
Print Granted To VCWD DocuManage header · document code and title · Granted To (name of the administrator who submitted the request) · authorization basis · requested and granted dates · remarks (if any) · note to issue the access code separately
  1. Click Print Access Code or Print Granted To.
  2. A new window opens with a formatted slip; the browser Print dialog appears.
  3. If nothing opens, allow pop-ups for this site and try again.
  4. Per office policy, you may print both slips — keep the code slip separate from the Granted To slip for controlled handoff.
Printing is optional but recommended for paper audit trails when physical authorization is required alongside digital logs in Activity Log.

5. Open file & 30-minute window

  1. After granting, enter the code in Input access code.
  2. Click purple Open Confidential File — opens the document viewer if correct.
  3. On first successful use, a 30-minute access window starts.
  4. Status shows Active with minutes remaining. A bottom-right popup may show time left elsewhere in the app.
  5. When expired, status becomes Expired — start again in Module 12.

5.1 Active window (after file opened)

Active status with access code, Open Confidential File, and Remove Access
Figure 3 — Active: 30-minute window running; code still shown; print buttons available above Open Confidential File
On screenMeaning
Access Status: Active (green badge)Code was used; viewer access window is running
Window active: N minute(s) left.Time remaining in the 30-minute period
Give Access CodeSame code (for re-entry if needed within the window)
Print Access Code / Print Granted ToStill available for record copies
Toast: Confidential Access OngoingReminder elsewhere in the app with minutes left and link to confidential pages

6. Revoke access

Click red Remove Access and confirm (Remove confidential access now? This will require a new request.). Clears request and active access immediately. Logged in Activity Log. Submit a new request in Module 12 to access again.

Related documentation