Access Request Management
Learn how to manage document access requests through an intuitive kanban board interface
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
💡 Automatic Creation: Access requests are automatically created when someone submits a request through your Trust Center's public interface.
Kanban Board Interface
The access requests page uses a visual kanban board with four columns:
To Review
New requests awaiting initial review
In Review
Requests currently being evaluated
Approved
Completed requests with access granted
Rejected
Requests that were denied
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
Initial Review - Check contact's email domain - Verify against approved accounts - Review requested documents
Move to In Review - Drag card to "In Review" column - Indicates active evaluation - Sends status update to contact
Make Decision - Approve: Grant access to documents - Reject: Deny the request - Request Info: Ask for clarification
Complete Request - Drag to final column - Triggers appropriate actions - Updates contact status
Approval Process
When approving an access request:
- Status Update - Request moves to "Approved"
- Magic Link Generation - Secure access link created
- Email Notification - Link sent to contact
- Document Access - Contact can view shared documents
- Audit Trail - Activity logged for compliance
✅ Magic Links: Approved contacts receive a secure magic link via email that expires after 7 days (configurable). The link provides direct access to their approved documents.
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:
If the contact is new or pending: - Prompt appears to approve contact too - Single action approves both request and contact - Streamlines the approval process
For existing contacts: - Only the request status changes - Contact status remains independent - Useful for restricted document requests
Auto-Approval Integration
Access requests integrate with the document sharing system:
- When documents are shared via contact management
- If all requested documents are shared
- The related access request auto-approves
- Magic link email sends automatically
💡 Efficiency Tip: Use the contact's Documents tab to share multiple documents at once, which can auto-approve pending requests.
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:
Request Submission - Visitor fills out access request form - Selects desired documents - Provides contact information
Confirmation - Receives confirmation message - Told to expect email when approved - Can check status with request ID
Approval Email - Receives magic link email - Link valid for 7 days - One-click access to documents
Document Access - Lands on personalized portal - Sees approved documents
- Can download/view as permitted
Best Practices
Timely Processing
Review new requests within 24 hours to maintain good customer experience
Consistent Criteria
Establish clear approval criteria and document them for team consistency
Bulk Processing
Process similar requests together for efficiency
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
- Customer submits access request
- Create/verify their account
- Approve both account and contact
- Share standard document package
- Send welcome email with access
Existing Customer Updates
- Known contact requests new documents
- Verify they should have access
- Quick approval through kanban
- Documents automatically available
Suspicious Requests
- Unknown domain or suspicious email
- Move to "In Review" for investigation
- Verify through external channels
- Reject if cannot authenticate
Troubleshooting
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
Contact Management
Learn to manage contacts and their document access
Document Setup
Configure documents for access requests
API Integration
Automate request processing via API
Related Resources
- Access Requests API Reference
- Magic Link Configuration
- Email Template Customization
- Compliance Best Practices
How is this guide?