Document Verification Records

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Review each client's submitted verification fields in one record and approve or reject them to manage account-access decisions consistently and traceably.

Reaching the Screen

Open Clients, then Document Verification, then Records: {admin}/users/document-verification/records

A record is created by the client, not by you. Someone caught by a verification filter fills in the requested fields from the Verification tab of their own panel, and the submission lands in this list.

What Is on the Screen

The list holds one row per client, not one per document. Whatever a client has submitted, for however many filters, is gathered into a single line.

Client Who submitted, with their company name, linked to the client record.

Verification Filter Every filter that has asked this client for something. A client caught by two filters shows both; a dash means the filter has been deleted since.

Fields How many fields the submission holds, and under it the split of pending, approved and rejected ones. A count of zero is not printed.

Created When the client first submitted anything.

Updated The most recent movement, whether the client resubmitted a rejected field or you reviewed one.

Status The state of the submission as a whole, explained below.

Row menu View opens the review window, Delete removes the submission.

The status of a row

One badge stands for a submission that may hold a dozen fields in three different states, so it reads the least settled one first.

Pending Review At least one field is still waiting for you, whatever the others are.

Unverified Nothing is waiting any more and at least one field was rejected.

Verified Every field is approved.

The list opens with waiting submissions on top and the newest of them first. Status, Created and Updated can be sorted.

Narrowing the list

The search box in the list header narrows by the client's name, surname and email address, as free text. The box at the top right filters by the same three states. Advanced Filter opens two more: a client search, and a verification filter list that is only shown when at least one filter is active. What you choose is written into the address, so a narrowed list can be bookmarked or passed to a colleague.

The Document Verification Filters button leads to the page where those filters are defined.

The review window

View opens Document Verification Review: the client card, one badge for the whole submission, the name of every filter that asked (comma separated where there is more than one), and then a row per field.

Each field row carries its value on the left and the decision on the right. A file appears as a thumbnail or a document icon with buttons to open it in a new tab or download it; anything else is printed as text. Approve and Reject set that field's fate, and choosing Reject opens the reason box under them.

The window names the three states differently from the list: Pending Review, Approved and Rejected. It is the same information said in review language.

Fields

Approve / Reject Nothing is written for a field until one of the two is pressed, so a field you leave alone keeps its current state and a long submission can be settled in several sittings.

Select saved reason... Optional. Choosing an entry writes it into the reason box. The list belongs to the whole installation, not to this record or to you.

You can specify a reason Optional, and only shown for a rejected field. It is the sentence the client receives, so leaving it empty tells them a field was refused without telling them why.

Save Changes Closed until a first decision is made, then writes every decision in the window at once.

Apply to Selected Empty by default, with a single entry: Delete. It works on the rows ticked in the list, from two rows upward; a single submission is removed from its own row menu.

Tasks

Approve a submission

Use View from the row's menu.
Read each field's value, opening files where you need to see them, and press Approve beside the ones that are in order.
Use Save Changes. The client is told about the fields you approved, and the row reads Verified once no field is left waiting and none was rejected.

Reject a field

Press Reject next to the field; the reason box opens underneath it.
Write what is wrong, or pick a line from the saved reasons.
Use Save Changes. The client receives the field name and your reason, and that field opens again on their side for a new submission.

Keep a reason for next time

Write the sentence in the reason box of any rejected field.
Use the save button beside the saved reasons list.
The sentence joins that list and is offered on every record, to every staff member; the bin button next to it removes whichever entry is selected.

Remove a submission

Use Delete from the row's menu for a single submission, or tick at least two rows and choose Delete under Apply to Selected.
Confirm in the window that opens; the Apply to Selected route asks for your own password first.
The rows leave the list, and with them every field those clients had submitted.

Things to Watch

Deleting takes the whole submission

A row is a client, not a document. Removing one removes every field that client submitted, and nothing of it can be brought back into the panel. What it does not do is delete the uploaded documents: those files stay in the upload folder on the server, only with no way left to reach them from here. Where a single document is simply wrong, reject that field instead of deleting the row; where a record has to disappear for good, the files have to be cleared on the server as well.

A rejection is what lets the client try again

On their side a client can only fill a field that has never been submitted or that was rejected; fields waiting for review and fields already approved are closed to them. Rejecting is therefore the way to ask for a better copy, and it is worth writing the reason: it is the only thing that tells them what to send instead.

Saving speaks to the client, and a rejection speaks first

Decisions that actually changed a field are sent to the client. If one save holds both approvals and rejections, only the rejection message goes out, carrying the refused field names and the reasons. A save that changed nothing sends nothing.

Required Privileges

The page and everything on it, opening a review, approving, rejecting, keeping a reason and deleting, run on USERS_DOCUMENT_VERIFICATION. Without it the menu entry is not drawn and the address answers with an access error. The download button in the list header follows the panel-wide TABLE_EXPORT.

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