Application

Update FOIA Configuration

The FOIA Configuration is used to customize the user interface to your business context. The FOIA Configuration allows you to change certain FOIA specific business configurations.

FOIA Configuration

Update Label Configuration

The Label Configuration is used to customize the user interface to your business context. A list of the ArkCase FOIA application labels is provided for each module. Labels are associated to fields, messages, buttons, table titles, table columns, form names, and more.

Label Configuration

The list has four columns, the label IDs (the object-defined identification), the values (the user interface display), the description, and the default value. The Value column defaults the ArkCase FOIA values. Each value and description field are edit-enabled fields.

Elements of the Label Configuration page

Module list box select a module, for example, Complaints, Case Files, or Tasks, to display its label IDs and values
Language list box change the default en option (English-US) to en-au, which sets English-Australia as the context for spelling checks and edits of the new label values
Filter – ID type a partial or full ID name
Filter – Value type a partial or full value
Description Description of the label
Default Value ArkCase FOIA default label value
Sort click a column heading (or the double-arrow button) to reorder the list, in ascending order or descending order

 

Changing Labels

1. To change a label, click the current value to open a pop-up box.

Changing Labels

2. Type in the new value.

3. Click the check to save the change and close the pop-up box.

Note: Click the close  button to cancel the change and close the box.

Resetting Labels/Clear Custom Labels

1. To reset the labels, click the reset1 button to open a pop-up box.

reset the labels

2. One, many, or all modules can be selected and reset by clicking reset. (Note: The label reset is only needed when new labels have been added to the application that didn’t previously exist.)

Update Lookups Configuration

The Lookups Configuration is used to customize the user interface to your business context. A list of the ArkCase FOIA lookup configuration is provided for each dropdown in the application.

 lookups configuration

Adding a Lookup Value

1. To a lookup value, click the plus button and a pop-up window will open.

Add Lookup

2. Enter the Lookup Name and Type and click the save-blue button.

Editing a Lookup Value

1. To edit a lookup value, click the edit button and a pop-up window will open.

Editing a Lookup

2. Edit your Key and Value and click the save entry button.

Moving a Lookup Value

1. To move a lookup value, click and hold the value in the table and drag it to a different position in the table.

Moving a Lookup Value

Deleting a Lookup Value

1. To delete a lookup value, click the delete button.

Deleting a Lookup Value

Adding a New Lookup Table

1. To add a lookup table, click the plus1 button.

Adding a New Lookup Table

Add Lookup

2. Enter in the Lookup Name and Type and click the save-blue button.

Deleting a Lookup Table

1. To delete a lookup table, click the delete button.

delete a lookup

Update Username Display Configuration

The Username Display Configuration is used to customize the user interface to your business context. An authorized user can select whether they would like the application to display all usernames on the user interface as the user’s full username or the user’s user identifier.

Update User Display Configuration

1. Check the radio button to select either use full username or user identifier.

User Display Configuration

2. Once the selection is picked, click the apply button.

Update Login Configuration

The Login Configuration is used to customize the user interface to your business context. An authorized user can specify the length of idle time all users can be idle while logged into ArkCase FOIA.

Update Login Configuration

1. Enter the amount of idle time in milliseconds and then click the apply button.

Login Configuration

Update Audit History

The Audit History Configuration is used to customize the user interface to your business context. An authorized user can specify the length of time they wish to retain the audit and notification events in ArkCase FOIA.

Update Audit History

1. Enter the days to retain the audit and notification events and then click the apply button.

Audit History

Update Holiday Schedule

The Holiday Schedule Configuration is used to customize the user interface to your business context. An authorized user can specify the holiday schedule in ArkCase FOIA.

Holiday Schedule

Add to Holiday Schedule

1. To add to the holiday schedule, click the plus  button and a pop-up window will open.

Add to Holiday Schedule

2. Enter the name of the holiday and the date and click the save-blue button.

Edit Holiday Schedule

1. To edit a holiday entry on the schedule, click the edit button and a pop-up window will open.

Edit Holiday Schedule

2. Now edit either the Name of the Holiday or the date or both and click the save-blue button.

Delete from Holiday Schedule

1. To delete a holiday entry from the schedule, click the delete button for the entry that needs to be removed.

Delete from Holiday Schedule

Include Weekends as Working Days on the Schedule

1. Click the “Include Weekends as Working Days” check box and then click the save-1 button.

Include Weekends as Working Days on the Schedule

Update Forms Type Configuration

The Forms Type Configuration is used to customize the user interface to your business context. An authorized user can specify whether the application uses Angular or Frevvo Forms.

Update Form Types Configuration

1. Check the radio button to select either use Angular Forms or use Frevvo Forms.

Form Types Configuration

2. Once the selection is picked, click the apply button.

Update Sequence Configuration

The Sequence Management functionality is part of the Administration module, which allows business users to configure the automatic generation of the sequence numbers on each individual object (Case, Request, Complaint…).

The Sequencing mechanism is designed based on the following system requirements:

  • System should allow object sequences to start over each year or over some other configurable period, month, week, etc.
  • System generated sequences should not skip, if there is an error, skipped sequence values should be reused.
  • The system shall provide a configuration from the User Interface that allows managing of the sequence reset start date.

Access Sequence Management Admin page

Once in the Admin module, under the Application section, open the “Sequence Configuration” page.

sequence configuration table

There is a list with all configured (if any) Object sequences. On this page, you can choose whether to Add new, Delete or Edit existing Sequence configuration.

The “+” sign on the Title ribbon allows the user to open the modal box for adding a new Sequence. Same modal is opened when clicking on the “Edit” icon beside each previously set sequence in the table list.

form for adding or editing sequence and all required informations for that

Here you can specify the Sequence Name and Description, as it will show in the list, and you can set whether this configured Sequence should be enabled or not. If enabled, on each object creation, an automatic sequence number for that object will be generated, as configured here in this sequence configuration.

For example, lets add a new Sequence configuration for the Complaints object. Fill in the required fields and click Save.

popup for adding or editing sequence part and all required information for that

It will automatically show in the list.

sequence configuration table with three configurations and all information and functions about them and last third configuration is selected in red rectangle

Clicking on the “Settings” icon on the right side, and a new modal box will opened, where you can configure the Sequence parts (Sequence Part = how the sequence number will be generated and what each part will be).

At the beginning it’s empty (no sequence parts configured).

sequence part listing table without any sequence part

Now new sequence parts can be added for the Complaint object.

Click on the “+” icon in the Sequence Part modal box.

popup for adding or editing sequence part and all required informations for that

Add the name of the first sequence part and then select from the drop-down, to specify the Sequence part type (Sequence Part Type = this is the definition of what type of functionality that will be used for this field. For example, is this part of the sequence a ‘Date’ or is it ‘Text’.)

popup for adding or editing sequence part and selected sequence part type autoincrement

There are 5 different types for defining each part of the sequence number. You can use all, or only few of them.

AUTOINCREMENT

Usually used at the end of the sequence number and defines the pattern for incrementing sequence numbers. For example a 6 digit sequence starting with ‘1’ = ‘000001’, which will increment by 1, so the second number in the sequence would be ‘000002’.

popup for adding or editing sequence part and all required informations for that

Here we define the starting number and the increment size (how much the next sequence number will be incremented by from the previous one). Number length defines how many digits will be used for this sequence part (value that will be incremented on each new created object). There is an option to check if skipped sequence values (usually skipped by some error in creating object) should be reused on the next created object (we recommend that this always be checked).

Execution condition is to define specific cases for which this sequence part should be included or not (ex. Only for Requests of some specific type). SPEL language is used for expressing these conditions. For example: ‘requestType == ‘Appeal’ would be typed in this filed for this specific sequence to be invoked when an request with the requestType = Appeal is created.

form for adding or editing sequence part and all required information for that

OBJECT_PROPERTY

Another type of sequence part is Object Property, that also requires SPEL expression, specifying some conditions for different object types.

For example: The following expression caseType == ‘Gov’ ? ‘G’ : ‘NG’ means that it will add letter “G” as a part of the Case sequence number, if the Case type = “Gov”. If not, it will add “NG”.

popup for adding or editing sequence part and all required informations for that

UUID

This Sequence Part Type will add UUID (universally unique identifier) to the Object Sequence number

popup for adding or editing sequence part and all required information for that

DATE

This is for setting Date format that will be added as part of the object sequence number

If Date/Time of the object creation should be included in the Object Sequence number, the user can specify the format. For example: “yyyyMMdd” will add the current date to the sequence number, as set of 8 digits “20210506”.

popup for adding or editing sequence part and all required information for that

ARBITRARY_TEXT

This part will add plain text (String) to the Sequence number, as defined in the “Arbitrary text” field. For example, an underscore ( _ ) or hyphen ( – ).

popup for adding or editing sequence part and all required informations for that

Below are example steps for adding a new sequence for the Complaint Object type:

  1. Add new Sequence
    • Clock on the “+” sign on the “Sequence Configuration” table.
    • Fill in the Sequence Name and Description fields (any String can be used).
    • You can check now the “Sequence Enabled” check-box. That means the sequence configuration will be used on the next creation of Complaint object.
      • All these fields, including enabling/disabling Sequence can be changed later by clicking on “Edit” icon, next to the Sequence Name in the Sequence Configuration table.

popup for adding or editing sequence and all required information for that

    • See the new Sequence is added to the Sequence Configuration table.

sequence configuration table with three configurations and all information and functions about them and last third configuration is selected in red rectangle

  1. Configure Sequence Parts.

sequence part listing table without any sequence part

    • Click on the “+” sign to add first Sequence Part.
  1. Sequence Part 1 – Current Date at the beginning of the Complaint Sequence.
    • Select “Date” as a Sequence Part Type.
    • Fill in all fields. Define the format of the Date (Ex. yyyyMMdd will show the date in format: 20210516).
    • Use Execution Condition if you want this part to be implemented only for some specific Complaint objects (not for all).
      • Ex: priority == ‘High’ (means Date will be added as a first Sequence part only for Complaints that are with High Priority).

popup for adding or editing sequence part and all required information for that

  1. Sequence Part 2 – Add “-“ after the Date.
    • Choose “ARBITRARY_TEXT” as a type of the second sequence part.
    • In “Arbitrary text” field add whatever string you want to appear in the Sequence name.
      • We’ll add just “-“ as a separator after the Date.

popup for adding or editing sequence part and all required information for that

  1. Sequence Part 3 – Autoincrement part
    • Chose “AUTOINCREMENT” as a type for the third sequence part.
    • Select the number that will be the starting number for the first Complaint created (we’ll start with 100).
    • Select increment size (“1” means that each following Complaint created will have the next number – increased by 1).
    • Checking the “Reuse skipped sequence values” – if some Complaint object is not properly created due to some error , this number will not be lost – the next created Complaint will use the un-used number.
    • If “Number length” is set, that means that Autoincrement part can be maximum with selected number of digits.

form for adding or editing sequence part and all required information for that

  1. After all of the parts are set, your Sequence Configuration Table is ready.

one sequence part and all information about that part

The first Complaint created will have the following sequence number: 20210507_000100, the second will have 20210507_000101 (if created on the date of 05/07/2021)

Settings icon beside the “Autoincrement” sequence part is to show when the increment reset will happen. For example by year or month, the sequence can be reset. If you don’t ever want to reset the number, then you don’t have to update this section.

reset list popup

If you want to reset you autoincrementing sequence each year on a specific date, click the “+” sign and enter the reset start date and time.  Then set the Repeat reset check box and select how often this reset should happen. For example, we will reset on October 1st at 12am each year.

reset list popup

Example Sequence Setup 

The example below will setup a for digit Fiscal Year with an autoincrement sequence that is separated by a hyphen(-).  This sequence will be reset every October 1st each year. Remember that you can use the instructions above to modify this example to fit your specific sequence requirements.

  1. Login to the ArkCase application in the environment you want to update
  2. Browse to the Admin Module
  3. Select the ‘Sequence Configuration’ Page
  4. Click the gear icon for the Request Number Sequence
  5. If the Sequence Part has any line items, delete all that exist
  6. Now click the ‘+’ sign and add the following:
    1. Sequence Part Name = Fiscal Year
    2. Sequence Part Type = OBJECT_PROPERTY
    3. Object property name = receivedDate.year+(receivedDate.month.value+1>=10?1:0)
  7. Now click Save
  8. Now click the ‘+’ sign again and add the following:
    1. Sequence Part Name = Hyphen
    2. Sequence Part Type = ARBITRARY_TEXT
    3. Arbitrary text = –
  9. Now click Save
  10. Now click the ‘+’ sign again and add the following:
    1. Sequence Part Name = Sequence
    2. Sequence Part Type = AUTOINCREMENT
    3. Start number = 0
    4. Increment size = 1
    5. Number length = 3
    6. Reuse skipped sequence values = check the box
  11. Now click Save
  12. Now you can see all 3 sequence parts in the table
  13. Now click the gear icon on the Sequence line (third line)
  14. This table will be blank
  15. Now click the ‘+’ sign and add the following:
    1. Reset Start Date = 10/1/20xx 12:00 AM (Next Fiscal Year start date)
    2. Repeat reset = checkbox and Yearly
      1. This will reset the 3 digit sequence each year on October 1st
  16. Now click Save
  17. Now you can see all the reset line item in the table
  18. Now you are done and can create a new Request

Update Object Title Configuration

The Object Title Configuration is used to customize the user interface to your business context. An authorized user can specify whether the out of the box title is used for objects, or whether a specific pattern is used.

Object Title Configuration

Add an Object Title

1. To add an Object Title, click the plus  button and a pop-up window will open.

Object Title

2. From the dropdown menu, select the object type and title display options and click the save-blue button.

Update Recycling Bin

The Recycle Bin Configuration is used to restore or delete previously deleted files. Right click on the hyperlink to restore or delete the file.

Recycling Bin

Update Scheduled Jobs

The Scheduled Jobs Configuration is used to run or pause application jobs from the user interface.

Scheduled Jobs

Update Reset Configuration

The Reset Configuration is used to reset all configuration (i.e. labels, looks, titles, sequences) back the out of the box configuration.

Reset Configuration