Adding Request Content

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Global Information

Request Details

People

Organizations

Documents

Participants

Notes

Tasks

References

History

Time

Cost

Tags

Exemption Codes

Billing Items/Invoicing

Edit, Save, and Manage Request Details

Viewing and Updating Global Information

The Global Information Bar of a request is displayed while viewing any section of a request. The edit capability for all other summary information is based on permissions and your local configuration.

Editable sections in the Global Information Bar are the fields where the text is blue with dotted lines underneath.

1. Click the hyperlink to open a corresponding pop-up box to edit existing content.

Change Executive Group

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

Change Executive Group

2. Click the check - icon button to save the update.

group

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

Change Assignee

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

2. Click the Confirm button finalize the action.

Change Owning Group

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

Viewing and Updating Request Details

View Request Information

The Request Information section shows the details about that request.

1. 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.

2. Depending on your configuration or what step in the workflow that request is currently in, the request information may or may not be editable.

Note: This view shows some of the field as 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 checkbox
  • Expedite Requested checkbox
  • Amendment checkbox
  • Litigation checkbox
  • Extension checkbox
  • Fee Waived checkbox

2. When the entry is complete, click the Save save-1 button in the request actions.

Viewing and Updating People

View People

The People section records information about people directly associated to the request (i.e. Requester).

1. 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.

View People

Add People

1. To add a person, click the icon button on the section title bar. This will link to a pop-up window where a person can be added.

Note: Required fields are outlined in red.

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

person

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

Edit People

1. To edit a person, click the edit icon button, and you will be able to modify a previous entry.

Delete People

1. To delete a person, click the delete icon button, and the entry will be removed.

Filter People

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

1. 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 People

Viewing and Updating Organizations

View an Organization

The Organization section records information about the organizations directly associated to the request.

1. 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.

Organization

Add Organizations

1. To add an organization, click the icon button on the section title bar. This will link to a pop-up window where an organization can be added.

Note: Required fields are outlined in red.

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

organization

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

Edit Organizations

1. To edit an organization, click the edit icon button, and you will be able to modify a previous entry.

Delete Organizations

1. To delete an organization, click the delete icon button, and the entry will be removed.

Filter Organizations

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

1. 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 Organizations

Viewing and Updating Documents

Documents section

The Documents (or Attachments) section allows you to manage case documents.

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

Documents section

From the Documents section, you can (depending on your configuration):

  • Create form-based documents
  • Add documents from local or shared drives and assign document types as you copy them into the case folder
  • Search for documents within ArkCase and and assign document types as you copy them into the case folder
  • Copy or move files from other cases
  • Organize the document collection using familiar folder structures
  • Track versions and reinstate to Active status
  • Assign document-level access permissions for each participant
  • Split and merge documents
  • Mark and annotate pages
  • Insert page layers to control document review and content release
  • Download, export, and print files
  • Designate a file as Document of Record

For descriptions and instructions, refer to the Document Management section of this document.

Filter Documents

1. To filter documents, start typing in the filter box. As you type, attachment titles that match what you are typing will be displayed in bold. Any document titles that don’t match what is being typed become grayed out.

Filter Documents

Search Documents Table

1. To search documents, start typing in the search box. Once you have typed what you would like to search, press enter or click the search button.

Search Documents Table

Add a Folder/Sub-Folder

1. To add a folder/sub-folder, right click on the folder or sub folder in which to add the new folder and select ‘New Folder’.

Add a Folder

Add a Document

1. To add a document, right click on the folder or sub folder you wish for that document to be added to and select ‘New Document’.

2. Then select the document type you are uploading.

3. Browse to a local drive or shared drive and select the file(s) to be uploaded.

Add a Correspondence

1. To add a correspondence, right click on the folder or sub folder you wish for that correspondence to be added to and select ‘New Correspondence’.

2. Pick the correct correspondence from the list and the correspondence will be generated and added to the folder.

Search for a Document and Add

1. To search for and add a document, right click on the folder or sub folder into which you wish to add document(s) and select ‘Search Document(s)’.

2. Search the ArkCase FOIA repository for any document.

3. Select one or more documents to be added to the request folder.

View a Document in the Document Viewer

1. To view a document, right click on the document and click ‘Open’ or double click the document name.

2. The document will then open in the viewer.

View a Document

Annotate/Redact a Document

1. When a document is open in a viewer, the user cannot only add annotations (text, shapes, stamps), but the user can also redact a certain area of the document.

Annotation Text

Annotation Text

Annotation Shapes/Stamps

Annotation Shapes

Redaction

Redaction

2. By clicking the icon button, the user can us the + icon to click and drag across an area of the document.

3. This is a redaction annotation that is an overlay on the document (Note: the current version of the document is not effective, due to the annotations (i.e. redaction, text, stamp) being an overlay).

4. After a redaction annotation is added, the overlay can be modified or deleted by right clicking on the redaction area.

appeal information

5. The user can add as many redaction annotations as needed to cover the specific information that can’t be viewed by the public.

6. The user can then save the annotations by clicking the save button button on the top left of the viewer.

appeal information

Search the Document to Redact One or Many Matches in Bulk

1. When a document is open in a viewer (in Edit Mode), the user cannot only add a single redaction annotation, but the user can also search for a specific term and redact all matches or each match one by one, in a bulk action. You can start searching by clicking the search icon on the upper right.

appel information

2. When the term has been searched or the pattern has been selected, the user has the ability to add redaction annotations, exemption codes, and notes to one, many, or all results.

appeal information

appeal information

appeal information

3. The user can then save the annotations by clicking the save button button on the viewer, or burn the redactions permanently and version control the document.

appeal informaiton

appeal information

Search the Document with Predefined Patterns to Redact One or Many Matches in Bulk

1. When a document is open in a viewer (in Edit Mode), the user can search for a specific pattern (i.e. SSN, Telephone #) and redact all matches or each match one by one, in a bulk action.

search the document

2. When the pattern has been searched, the user has the ability to add redaction annotations, exemption codes, and notes to one, many, or all results.

appeal informationappeal information appeal information

3. The user can then save the annotations by clicking the save button button on the viewer, or burn the redactions permanently and version control the document.

appeal informationappeal information

Add Exemption Code(s) to a Document

1. When a redaction annotation is added to the document, the user can right click on that overlay and add an exemption code for that redaction annotation.

Add Exemption Code

2. An exemption code can be added to each redaction annotation overlay individually.

3. The user can then save the annotations by clicking the save button button on the viewer.

Add Exemption Code

Burn Redaction into Document

1. When all redaction annotation and exemption codes have been added to a document, the user can permanently burn the annotations.

2. The user can click the refresh icon button, then the screen will refresh and show the new version (i.e. v2.0) of the document with the redaction annotations burned into the document (Note: each redaction annotation will show the exemption code selected, if one was added.).

Burn Redaction into Document

Print a Document from the Viewer

1. A user can print a document from the viewer by clicking the print icon button on the upper left of the page.

2. Print options will allow the user to print the document with or without annotations, redactions, document notes, and watermarks

Print a Document

3. Once the print button button is clicked, a print preview window will show, to print to a specific print or save as a PDF.

print

All Other Folder and Document Actions

See the Document Management section of this document

Viewing and Updating Participants

View Participants

The Participants section records information about the participants directly associated to the request.

1. 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.

View Participants

Add Participants

1. To add a participant, click the icon button on the section title bar. This will link to a pop-up window where a participant can be added.

Add Participants

Add Participants

Note: Required fields are outlined in red.

2. Complete the required fields and click Save when finished.

add participants

Edit Participants

1. To edit a participant, click the edit icon button, and you will be able to modify a previous entry.

Delete Participants

1. To delete a participant, click the delete icon button, and the entry will be removed.

Filter Participants

You can filter participants based on type or name.

1. 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 Participants

Viewing and Updating Notes

View Notes

The Notes section records notes and information about the notes directly associated to the request. It will show previous notes and is available to add or update notes.

1. 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.

notes

Add Notes

1. To add a note, click the icon button on the section title bar. This will link to a pop-up window where a note can be added.

Add Notes

2. Complete your note and click Save when finished.

Edit Notes

1. To edit a note, click the edit icon button, and you will be able to modify a previous entry.

Delete Notes

1. To delete a note, click the delete icon button, and the entry will be removed.

Viewing and Updating Tasks

View Tasks

The Tasks section records information about the tasks directly associated to the request. It will show previous tasks and is available to add or update tasks.

1. 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.

View Tasks

Add Tasks

1. To add a task, click the icon button on the section title bar. This will link to a pop-up window where a task can be added.

Note: Required fields are outlined in red.

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

Edit Tasks

1. To edit a task, click the edit icon button, and you will be able to modify a previous entry.

Delete Tasks

1. To delete a task, click the delete icon button, and the entry will be removed.

Viewing and Updating References

View References

The References section records information about the references associated to the request. It will show the reference number, titles, and is available to create records of all other relevant information.

1. 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.

View References

Add References

1. To add a reference, click the icon button on the section title bar. This will link to a pop-up window where a reference can be added.

Add References

2. Search and select a reference. Then click add, and the reference will be added to the request. All columns will be filled automatically after the add button is clicked.

Delete References

1. To delete a reference, click the delete icon button, and the entry will be removed.

Filter References

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

1. 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

Viewing History

View History

The History section records associated events that take place in relation to the request.

1. 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 History

Viewing and Updating Time

View Time

The Time section records information about the timesheets associated to the request. It will show the form name, user, and other related information.

1. 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. This will link to separate window where the timesheet can be completed.

Add Time Tracking

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

1. To edit a timesheet, click the edit icon button, and you will be able to modify a previous entry.

Delete Timesheet

1. To delete a timesheet, click the delete icon button, and the entry will be removed.

Filter Timesheet

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

1. 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 Timesheet

Viewing and Updating Cost

View Cost

The Cost section records information about the costsheets associated to the request. It will show the form name, user, and other related information.

1. 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. This will link to separate window where the costsheet can be completed.

expenses

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

1. To edit a costsheet, click the edit icon button, and you will be able to modify a previous entry.

Delete Cost

1. To delete a costsheet, click the delete icon button, and the entry will be removed.

Filter Cost

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

1. 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

Viewing and Updating Tags

View Tags

The Tags section provides the space for associating tags directly to a request.

1. 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. This will link to a pop-up window where a tag can be added.

Add Tags

2. Complete the fields and select Add Tag when finished.

Delete Tags

1. To delete a tag, click the delete icon button, and the entry will be removed.

Filter Tags

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

1. 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 Tags

Viewing Exemption Codes

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

1. 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 Notes - icon 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.

Viewing and Updating Billing Items/Invoicing

View Billing Items

The Billing section provides the space for associating billing items to a request.

1. 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 to open the Billing section.

billing

Add Billing Items

1. To add a billing item, click the icon button on the section title bar. This will link to a pop-up window where a new billing item can be added.

Add Billing Items

2. The description and amount can be entered and then the save-blue button can be clicked.

Add Billing Line Items from Time or Cost Forms

1. To add a billing item from a time or cost form, can be done by adding a new time or cost sheet and finalizing it or having it approved. Once the time or cost sheet is either finalized or approved, a single line item for each time and cost sheet will be added to the Billing section.

billing

Note: For instructions on how to create a time or cost sheet, please refer to the Time and Cost Tracking sections of this document.

Generate Invoice

1. 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 by going to the document section of the request and view the invoice in the ’04 Invoice’ folder.

Generate Invoice

document

List Invoices

1. To list invoices, click the List Invoices button button on the section title bar. This will link to a pop-up window where a list of Invoices can be viewed in detail.

List Invoices

Email Invoice

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

Email Invoice

invoice

Note: Your email template and invoice correspondence template could be different depending on your configuration.

Sort Billing Items

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

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

billing

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. This will link to a pop-up window where you add the disposition category

Deny a Request

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

add despositon category

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.

request denied

Hold a Request

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

1. To hold a request, click the hold button button. A pop up link will appear to select a holding reason. Select from the dropdown menu and click OK.

Hold a Request

select holding reason

Return a Request

A request can be reviewed and determined that is needs to be Returned to a previous (status/queue) for many different reasons.

1. To return a request, click the return button button, enter the return reason (mandatory field) and then the request will be moved to the previous (status/queue).

return a request return to queue

2. Now the request will show in 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.

1. 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 dictate a different mandatory or optional action to move the request to the next step in the workflow.  If the step is not completed, you don’t want to click the complete button.