Valencia City Water District · DocuManage

Document Movements

Module 19 · View: all roles (filtered); Move/Receive: Administrator, Document Controller · URL: /movements

Resume: §3 Dashboard · §4 History · §6 Confirm receipt

1. Purpose

Track physical transfer of documents between departments or offices: who moved it, from where, to where, when, and whether the receiving party confirmed receipt. Movements are also logged in Activity Log.

2. How to open

Dashboard → scroll to Recent Document Movements — §3
Go to Movements History (orange) — full list at /movements — §4
Pending Receipts KPI card or blue button — pending rows only
From a document row: Move (Manage Documents) or Move Again on the dashboard table

3. Dashboard — Recent Document Movements

Dashboard Recent Document Movements table with Pending Receipts and Go to Movements History buttons — Figure 1 — Dashboard: recent moves, search, Pending Receipts, and Go to Movements History

Element	Description
Recent Document Movements	Section on the main dashboard showing the latest transfers
Pending Receipts (blue)	Filters this table to rows where receipt is not yet confirmed
Go to Movements History (orange)	Opens the full Document Movements page (`/movements`)
Search	Search movements (document, location, mover)… — filters the dashboard table
From Location / To Location	Department or office names (e.g. MIS, Records Office, General Manager, Storage : OGM Facility)
Received By	Receiver name, or Pending (yellow/grey) if not yet confirmed
View History (grey)	Opens movements history for all records
Move Again (purple)	Administrator / Document Controller only — start another move for that document

4. Movements history page

Page title: Document Movements. Orange Move Document links to Manage Documents to start a new move.

Filters

Field	Use
Search Document Code or Title	Find movements for one document
Search Receiver	Filter by receiving user name
Date	Movement date (`mm/dd/yyyy`)
Filter (blue)	Apply search criteria

URL parameter ?pending=1 shows pending receipts only (from Pending Receipts KPI or dashboard button). A link Show all appears when that filter is active.

Table columns

Column	Contents
Document	Document title (e.g. Chart of Accounts) or N/A
From Department	Origin (e.g. Management Information Systems (MIS), Records Office)
To Department	Destination (e.g. Storage : OGM Facility, HR Unit, Board of Directors)
Moved By	User who recorded the move
Received By	When complete: name, mobile number, and Received: YYYY-MM-DD HH:MM. When not: Pending
Moved At	When the move was recorded
Remarks	Optional notes (e.g. Pls. urgent, HR Unit received.) — hover for full text if truncated
Action	Confirm Receipt (green) while pending; Received (checkmark) when done — §6

5. Move a document

From Dashboard, click Move Again on a recent row, or from Manage Documents click Move on a document row, or use Move Document on the movements page.
Select To department (and storage/location fields if shown on the move form).
Enter remarks if needed (e.g. urgency or handoff notes).
Submit — the new row appears with Pending under Received By until someone confirms receipt.

The move is recorded in Activity Log.

6. Confirm receipt

On the movements page (Figure 2), find a row with Pending under Received By.
Click green Confirm Receipt in the Action column.
In the modal, select Received by (user) and confirm the received date/time.
Submit — the row updates with receiver name, contact number, received timestamp, and Action shows Received.

Only movements that are still pending show the green Confirm Receipt button. Completed rows display Received and cannot be confirmed again.

7. Dashboard KPIs and links

KPI / section	Links to
Pending Receipts (KPI card)	Movements filtered to pending only (`?pending=1` or dashboard `movement_pending=1`)
Recent Document Movements	Last moves on dashboard + search + Go to Movements History