Add Request Content

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Requests include the following components:

View and Update Global Information

To create a new request, see Global New.

The Global Information Bar of a request is displayed while viewing any section of a request. You can edit content based on permissions and your local configuration.

Editable sections in the Global Information Bar are shown in blue text.

Click the blue text to open the content for editing.

Change Executive Group

1. Click the blue text and select the correct option in the drop down.

2. Click the check - icon button to save.

group

Note: Per your specific configuration, the executive group may not be available in your global header.

Change Assignee

1. Click the blue text above the Assigned To label.

2. Search for the user and select assignee name and group.

3.  Click the Confirm button.

Change Owning Group

Search for the group and select the group name and then select the user.

View and Update Request Details

View Request Information

The Request Information section shows the details about the request.

In the Expanded Treeview of the Browse Panel, click on the title or overview icon, or from the Navigation Icons Panel select the Timesheet’s name - icon, icon to open the Request Information section.

Depending on your configuration or the status of the request, the information may or may not be editable.

Edit Details

1. Enter or update request information details in the editable fields. The section provides options to update:

  • Request Track
  • Disposition Closed and Released Date
  • Processing Fees Waived Up To ($)
  • Fee Waiver Requested
  • Expedite Requested
  • Amendment
  • Litigation
  • Extension
  • Fee Waived

2. When you are done, click the Save save-1 button in the request actions.

View and Update People

View People

The People section lists people directly associated with the request (Requester, Complainant, Subject, Witness, etc.).

In the Expanded Treeview of the Browse Panel, click on the People section title or icon, or from the Navigation Icons Panel select the Add Existing Members -icon icon to open the People section.

Add People

1. To add a person, click the icon button on the section title bar. A window opens to add a person.

Note: Required fields are outlined in red.

2. To add a new Person to the system, select the add new person icon button.

3. Complete the required fields and any additional fields and click Save Person.

Edit People

To edit a person, click the edit icon button.

Delete People

To delete a person, click the delete icon button.

Filter People

You can filter people based on role type, first name, or last name.

To filter, click in a column’s filter box and type in the first few characters. The list of results will update automatically.

View and Update Organizations

View an Organization

The Organization section lists information about the organizations associated with the request.

In the Expanded Treeview of the Browse Panel, click on the Organization section title or icon, or from the Navigation Icons Panel select the Navigation Icons Panel icon to open the Organization section.

Add Organizations

1. To add an organization, click the icon button on the section title bar. A window opens to add an organization.

Note: Required fields are outlined in red.

2. To add a new Organization to the system, select the Add new organization button.

3. Complete the required fields and any additional fields and click Save Organization.

Edit Organizations

To edit an organization, click the edit icon button.

Delete Organizations

To delete an organization, click the delete icon button.

Filter Organizations

You can filter organizations based on role, organization, organization type, ID, primary contact, phone number, or location.

To filter, click in a column’s filter box and type in the first few characters. The list of results will update.

Document Management

The Documents (or Attachments) section allows you to manage request documents. See Document  Management for more information.

 

View and Update Participants

View Participants

The Participants section lists the participants associated with the request.

In the Expanded Treeview of the Browse Panel, click on the Participants section title or icon, or from the Navigation Icons Panel select the Participants - icon icon to open the Participants section.

Add Participants

1. To add a participant, click the icon button on the section title bar. A window opens to add a participant.

Note: Required fields are outlined in red.

2. Complete the required fields and click Save.

Edit Participants

To edit a participant, click the edit icon button.

Delete Participants

To delete a participant, click the delete icon button.

Filter Participants

You can filter participants based on type or name.

To filter, click in a column’s filter box and type in the first 3 or more characters. The list of results will update automatically.

View and Update Notes

View Notes

The Notes section lists notes associated with the request. It will show previous notes and is available to add or update notes.

In the Expanded Treeview of the Browse Panel, click on the Notes section title or icon, or from the Navigation Icons Panel select the Notes - icon icon to open the Notes section.

Add Notes

1. To add a note, click the icon button on the section title bar. A window opens to add content.

2. Complete your note and click Save.

Edit Notes

To edit a note, click the edit icon button.

Delete Notes

To delete a note, click the delete icon button.

View and Update Tasks

View Tasks

The Tasks section lists tasks associated with the request. It will show previous tasks and is available to add or update tasks.

In the Expanded Treeview of the Browse Panel, click on the Tasks section title or icon, or from the Navigation Icons Panel select the correct icon icon to open the Tasks section.

Add Tasks

1. To add a task, click the icon button on the section title bar. A window opens to add task content.

Note: Required fields are outlined in red.

2. Complete the required fields and any additional fields and click Save Task.

Edit Tasks

To edit a task, click the edit icon button.

Delete Tasks

To delete a task, click the delete icon button.

View and Update References

View References

The References section lists references associated with the request.

In the Expanded Treeview of the Browse Panel, click on the References section title or icon, or from the Navigation Icons Panel select the arrow icon icon to open the References section.

Add References

1. To add a reference, click the icon button on the section title bar. A window opens to add reference information.

2. Search and select a reference.

3. Click Add. The reference will be added to the request.

Delete References

To delete a reference, click the delete icon button.

Filter References

You can filter references based on reference number, title, type, assignee, date last modified, or status.

To filter, click in a column’s filter box and type in the first 3 or more characters. The list of results will update automatically.

Filter References

View History

The History section lists events for the request.

In the Expanded Treeview of the Browse Panel, click on the History section title or icon, or from the Navigation Icons Panel select the bell icon icon to open the History section.

View and Update Time

View Time

The Time section lists timesheets associated with the request. It will show the form name, user, and other related information.

In the Expanded Treeview of the Browse Panel, click on the Time section title or icon, or from the Navigation Icons Panel select the clock -icon icon to open the Time section.

View Time

Add Time Tracking

1. To add a timesheet, click the icon button on the section title bar. A window opens where the timesheet can be completed.

Note: Per your configuration, there may not be a Send for Approval workflow.

2. Complete the required fields and any additional fields and click Save or Send for Approval when finished.

Edit Timesheet

To edit a timesheet, click the edit icon button.

Delete Timesheet

To delete a timesheet, click the delete icon button.

Filter Timesheet

You can filter timesheets based on the form name, user, total hours, total cost, modified date, or timesheet status.

To filter, click in a column’s filter box and type in the first few characters. The list of results will update automatically.

Filter Timesheet

View and Update Cost

View Cost

The Cost section lists the costsheets associated with the request. It will show the form name, user, and other related information.

In the Expanded Treeview of the Browse Panel, click on the Cost section title or icon, or from the Navigation Icons Panel select the Navigation Icons Panel icon to open the Cost section.

View Cost

Add Cost

1. To add a costsheet, click the icon button on the section title bar. A window opens to complete the costsheet.

Note: Per your configuration, there may not be a Send for Approval workflow.

2. Complete the required fields and any additional fields and click Save or Send for Approval when finished.

Update Cost

To edit a costsheet, click the edit icon button.

Delete Cost

To delete a costsheet, click the delete icon button.

Filter Cost

You can filter costsheets based on the form name, user, total cost, modified date, or costsheet status.

To filter, click in a column’s filter box and type in the first 3 or more characters. The list of results will update automatically.

Filter Cost

View and Update Tags

View Tags

The Tags section lists tags related to a request.

In the Expanded Treeview of the Browse Panel, click on the Tags section title or icon, or from the Navigation Icons Panel select the tags icon icon to open the Tags section.

View Tags

Add Tags

1. To add a tag, click the icon button on the section title bar. A window opens to add a tag.

Add Tags

2. Search for the tag, then click Add Tag.

Delete Tags

To delete a tag, click the delete icon button.

Filter Tags

You can filter tags based on the tag, the date created, or the user who created it.

To filter, click in a column’s filter box and type in the first few characters. The list of results will update automatically.

Filter Tags

View Suggested Requests

The Suggested Requests section lists requests that are related to the current request.

Click Suggested Requests from the treeview or click the icon for suggested requests from the Navigation Icons Panel.

The list of Suggested Requests opens.

View Exemption Codes

The Exemption Codes section provides the list of exemption codes associated with each annotated document related to a request.

In the Expanded Treeview of the Browse Panel, click on the Exemption Codes section title or icon, or from the Navigation Icons Panel, select the  icon to open the Exemption Codes section.

Filter Exemption Codes

You can filter exemption codes based on the Request ID, Doc ID, Name, Exemption Code, Statute, or the user who created it.

To filter, click in a column’s filter box and type in a few characters. The list of results will update automatically.

View and Update Billing Items/Invoicing

View Billing Items

The Billing section lets you associate billing items to a request.

In the Expanded Treeview of the Browse Panel, click on the Billing section title or icon, or from the Navigation Icons Panel select the billing icon icon.

billing

Add Billing Items

1. To add a billing item, click the icon button on the section title bar. A window opens to add a billing item.

2. Enter the amount and description.

3. Click Save.

Generate Invoice

To generate an invoice, click the generate invoice button button on the section title bar. This will generate an invoice that can viewed by clicking the “List Invoice” button or in the document section of the request in the ’04 Invoice’ folder.

 

List Invoices

1. To list invoices, click the List Invoices button button on the section title bar.

Email Invoice

1. To email an invoice, click the email invoice button button on the section title bar. An automatic email will be sent to the requester, with an attached invoice correspondence.

Sort Billing Items

You can filter billing items based on the Item #, Item Description, and Item Amount.

To sort, click in a column’s sort options and select an option. The list of results will update automatically.

Manage Request Details

Save New Request Details

Update the request details section and then click the Action Panel save-1 button (i.e. update the request track, disposition type, etc.)

Refresh Request Details

Clicking the refresh button will refresh the request details with any updated changes.

Subscribe to a Request

In the Action Panel, click the Subscribe - button button to make available a list of all events, in the Subscriptions Module, related to that Request.  (Click Unsubscribe to cancel.)

Unclaim a Request

In the Action Panel, click the unclaim button button to unassign a request and make it available for any other user in your group to be able to claim.

Update Request Status

To update a request status, click on the Deny, Hold or Complete button to move the request through the FOIA process.

Deny a Request

A request can be reviewed and determined that is needs to be denied for many different reasons.

1. To deny a request, click the deny button button in the Action Panel. The Add Disposition Category window opens.

2. Select from the dropdown menu the Disposition Category, and click the save save-blue button.

3.Once the disposition has been saved, the request will be denied, and a denial letter correspondence will be automatically generated with the disposition category.

Hold a Request

To put a request on hold, click the hold button button.

 

Return a Request

A request can be returned to a previous queue if necessary.

To return a request, click the return button button.

Enter the return reason (mandatory field). The request will be moved to the previous (status/queue).

 

Complete a Request

A request can be reviewed, fulfilled, approved, payment collected (optional), and then released to the requester by completing the request.

To complete a request, click the complete button button, which will move the request to the next (status/queue) in the workflow.  Each step of the workflow may have a different action to move the request to the next step in the workflow.