Requests include the following components:
- Global Information
- Request Details
- People
- Organizations
- Documents
- Participants
- Notes
- Tasks
- References
- History
- Time
- Cost
- Calendar
- Tags
- Suggested Requests
- Exemption Codes
- Billing Items/Invoicing
- Edit, Save, and Manage Request Details
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 button to save.
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 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 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 icon to open the People section.
Add People
1. To add a person, click the 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 button.
3. Complete the required fields and any additional fields and click Save Person.
Edit People
To edit a person, click the button.
Delete People
To delete a person, click the 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 icon to open the Organization section.
Add Organizations
1. To add an organization, click the 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 button.
3. Complete the required fields and any additional fields and click Save Organization.
Edit Organizations
To edit an organization, click the button.
Delete Organizations
To delete an organization, click the 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 Manage Documents with Snowbound or Manage Documents with PDFTron 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 icon to open the Participants section.
Add Participants
1. To add a participant, click the 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 button.
Delete Participants
To delete a participant, click the 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 icon to open the Notes section.
Add Notes
1. To add a note, click the 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 button.
Delete Notes
To delete a note, click the 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 icon to open the Tasks section.
Add Tasks
1. To add a task, click the 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 button.
Delete Tasks
To delete a task, click the 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 icon to open the References section.
Add References
1. To add a reference, click the 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 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.
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 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 icon to open the Time section.
Add Time Tracking
1. To add a timesheet, click the 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 button.
Delete Timesheet
To delete a timesheet, click the 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.
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 icon to open the Cost section.
Add Cost
1. To add a costsheet, click the 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 button.
Delete Cost
To delete a costsheet, click the 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.
Calendar
View the Calendar
The Calendar section displays events for the case on a calendar which is integrated with Microsoft Outlook Calendar. On the case treeview, select Calendar. The current month opens. You can page through previous and later months using the arrows.
Add an Event
1. To add an event, click the button on the calendar section title bar. The new event window opens.
2. Click in the Required Attendees field and search for attendees. You can also enter additional attendees in the field on the Choose Attendees window.
3. Click Add Attendees. You can add Optional Attendees.
Complete the required and optional information as needed.
4. Click Next.
5. Enter Comments if necessary.
6. Click Next.
7. Attach Documents if necessary.
8. Click Add New Event.
The event is saved.
Attendees will receive email invitations. The invitations are Outlook meeting invitations that are added to the attendees’ Outlook calendar.
Delete an Event
To delete an event from the event calendar, select it from the calendar. The Event Details window opens.
Click Delete. Confirm to delete the event, or cancel to keep it. The system sends out an email with the cancellation.
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 icon to open the Tags section.
Add Tags
1. To add a tag, click the button on the section title bar. A window opens to add a tag.
2. Search for the tag, then click Add Tag.
Delete Tags
To delete a tag, click the 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.
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 icon.
Add Billing Items
1. To add a billing item, click the 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 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 button on the section title bar.
Email Invoice
1. To email an invoice, click the 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 button (i.e. update the request track, disposition type, etc.)
Refresh Request Details
Clicking the button will refresh the request details with any updated changes.
Subscribe to a Request
In the Action Panel, click the 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 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 button in the Action Panel. The Add Disposition Category window opens.
2. Select from the dropdown menu the Disposition Category, and click the save 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 button.
Return a Request
A request can be returned to a previous queue if necessary.
To return a request, click the 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 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.