# Access Request Management

URL: /en/docs/user-guide/access-requests
Last Updated: 2026-07-30T21:15:44.269Z

## Description
Learn how to manage document access requests through an intuitive kanban board interface

## Available Actions
- Navigate to related topics
- View step-by-step instructions
- Get best practices

## Content
import {
  CheckCircle,
  Clock,
  Eye,
  FileText,
  Zap,
  Shield,
  Layers,
  Users,
  Code,
  XCircle,
} from "lucide-react";
import { Step, Steps } from "fumadocs-ui/components/steps";
import { Card, Cards } from "fumadocs-ui/components/card";
import { Tab, Tabs } from "fumadocs-ui/components/tabs";
import { Callout } from "fumadocs-ui/components/callout";
import { Accordion } from "fumadocs-ui/components/accordion";

# Access Request Management

Access requests are created when contacts request access to your Trust Center documents. The kanban board interface helps you efficiently review and process these requests through different stages.

## What You'll Learn

* Understanding the access request workflow
* Using the kanban board interface
* Processing requests efficiently
* Automatic approval workflows
* Magic link email system

## Prerequisites

* Admin or Account Manager role
* Contacts created in the system
* Documents available for sharing
* Email service configured for magic links

## Access Request Overview

Access requests track when external users want to view your compliance documents. Each request contains:

* Contact information (name, email, company)
* Requested documents list
* Current review status
* Request timeline

<Callout type="info">
  💡 **Automatic Creation**: Access requests are automatically created when
  someone submits a request through your Trust Center's public interface.
</Callout>

## Kanban Board Interface

The access requests page uses a visual kanban board with four columns:

<Cards>
  <Card title="To Review" icon={<Clock />}>
    New requests awaiting initial review
  </Card>

  <Card title="In Review" icon={<Eye />}>
    Requests currently being evaluated
  </Card>

  <Card title="Approved" icon={<CheckCircle />}>
    Completed requests with access granted
  </Card>

  <Card title="Rejected" icon={<XCircle />}>
    Requests that were denied
  </Card>
</Cards>

### Board Features

* **Drag and Drop**: Move cards between columns to change status
* **Quick View**: Click cards to see full details
* **Bulk Actions**: Select multiple requests for batch processing
* **Real-time Updates**: Changes sync automatically
* **Search and Filter**: Find specific requests quickly

## Processing Access Requests

### Review Workflow

<Steps>
  <Step>
    **Initial Review** - Check contact's email domain - Verify against approved
    accounts - Review requested documents
  </Step>

  <Step>
    **Move to In Review** - Drag card to "In Review" column - Indicates active
    evaluation - Sends status update to contact
  </Step>

  <Step>
    **Make Decision** - Approve: Grant access to documents - Reject: Deny the
    request - Request Info: Ask for clarification
  </Step>

  <Step>
    **Complete Request** - Drag to final column - Triggers appropriate actions -
    Updates contact status
  </Step>
</Steps>

### Approval Process

When approving an access request:

1. **Status Update** - Request moves to "Approved"
2. **Magic Link Generation** - Secure access link created
3. **Email Notification** - Link sent to contact
4. **Document Access** - Contact can view shared documents
5. **Audit Trail** - Activity logged for compliance

<Callout type="success">
  ✅ **Magic Links**: Approved contacts receive a secure magic link via email
  that expires after 24 hours (configurable). The link provides direct access to
  their approved documents.
</Callout>

## Request Card Details

Each request card displays:

### Contact Information

* Full name with status icon
* Email address
* Job title (if provided)
* Company name

### Request Details

* Documents requested (up to 3 shown)
* Total document count if more
* Request date
* Last update timestamp

### Visual Indicators

* **Contact Status Icons**:
  * 🕐 To Review (yellow)
  * 👁 In Review (blue)
  * ✅ Approved (green)
  * ❌ Rejected (red)
  * 🚫 Cancelled (gray)

## Advanced Features

### Contact Status Sync

When processing requests, you can optionally update the contact's status:

<Tabs items={['Approve Contact', 'Keep Separate']}>
  <Tab value="Approve Contact">
    If the contact is new or pending: - Prompt appears to approve contact too -
    Single action approves both request and contact - Streamlines the approval
    process
  </Tab>

  <Tab value="Keep Separate">
    For existing contacts: - Only the request status changes - Contact status
    remains independent - Useful for restricted document requests
  </Tab>
</Tabs>

### Auto-Approval Integration

Access requests integrate with the document sharing system:

1. When documents are shared via contact management
2. If all requested documents are shared
3. The related access request auto-approves
4. Magic link email sends automatically

<Callout type="info">
  💡 **Efficiency Tip**: Use the contact's Documents tab to share multiple
  documents at once, which can auto-approve pending requests.
</Callout>

## Search and Filtering

### Search Functionality

* Search by contact name
* Search by email address
* Search by company name
* Real-time results as you type

### Filter Options

* Filter by review status
* Filter by account
* Filter by date range
* Combine multiple filters

## Trust Center User Experience

From the Trust Center visitor's perspective:

<Steps>
  <Step>
    **Request Submission** - Visitor fills out access request form - Selects
    desired documents - Provides contact information
  </Step>

  <Step>
    **Confirmation** - Receives confirmation message - Told to expect email when
    approved - Can check status with request ID
  </Step>

  <Step>
    **Approval Email** - Receives magic link email - Link valid for 24 hours -
    One-click access to documents
  </Step>

  <Step>
    **Document Access** - Lands on personalized portal - Sees approved documents

    * Can download/view as permitted
  </Step>
</Steps>

## Best Practices

<Cards>
  <Card title="Timely Processing" icon={<Zap />}>
    Review new requests within 24 hours to maintain good customer experience
  </Card>

  <Card title="Consistent Criteria" icon={<Shield />}>
    Establish clear approval criteria and document them for team consistency
  </Card>

  <Card title="Bulk Processing" icon={<Layers />}>
    Process similar requests together for efficiency
  </Card>
</Cards>

### Approval Guidelines

Consider these factors when reviewing:

* **Account Status** - Is their company approved?
* **Email Domain** - Does it match the account?
* **Document Sensitivity** - Are they requesting appropriate documents?
* **Compliance Requirements** - Any regulatory considerations?

## Common Workflows

### New Customer Onboarding

1. Customer submits access request
2. Create/verify their account
3. Approve both account and contact
4. Share standard document package
5. Send welcome email with access

### Existing Customer Updates

1. Known contact requests new documents
2. Verify they should have access
3. Quick approval through kanban
4. Documents automatically available

### Suspicious Requests

1. Unknown domain or suspicious email
2. Move to "In Review" for investigation
3. Verify through external channels
4. Reject if cannot authenticate

## Troubleshooting

<Accordions type="multiple">
  <Accordion title="Magic link email not sending">
    **Common causes**: - Email service not configured - Invalid email address -
    Contact status not approved - Check email service logs
  </Accordion>

  <Accordion title="Can't drag cards between columns">
    **Solutions**: - Refresh the page - Check your permissions - Verify browser
    compatibility - Clear browser cache
  </Accordion>

  <Accordion title="Approved but no document access">
    **Check**: - Documents actually shared with contact - Contact status is
    approved - Account status is approved - Document access levels
  </Accordion>
</Accordions>

## Integration Points

### With Contact Management

* Requests create contacts automatically
* Contact status affects request processing
* Document sharing triggers auto-approval

### With Document System

* Request shows which documents wanted
* Approval doesn't auto-share documents
* Manual sharing still required

### With Email Service

* Magic links sent on approval
* Customizable email templates
* Multi-language support

## Next Steps

<Cards>
  <Card title="Contact Management" href="/en/docs/user-guide/contacts" icon={<Users />}>
    Learn to manage contacts and their document access
  </Card>

  <Card title="Document Setup" href="/en/docs/user-guide/documents" icon={<FileText />}>
    Configure documents for access requests
  </Card>

  <Card title="API Integration" href="/en/docs/api/v1/access-requests/get" icon={<Code />}>
    Automate request processing via API
  </Card>
</Cards>

## Related Resources

* [Access Requests API Reference](/en/docs/api/v1/access-requests/get)
* [Email Templates](/en/docs/user-guide/email-templates)