ArkCase – FOIA Overview

welcome to our case today you’re going
to see the FOIA our case version and
we’re going to go through quite a few
different steps as we show you this
overview video
first of all we’ll log into the system
and right now you’re seeing the login
screen and we’ll go ahead and we’re
going to log in as one of our
administrative users well we log into
the individual screen this is actually a
dashboard for this individual and this
individual happens to be an
administrator and her name is Ann we’re
going to go through a little bit of the
overview associated to the dashboard the
different modules that are available out
of the box and then we’re going to go
through an actual workflow where we
simulate the submission from a portal a
web portal we have just a basic Drupal
site as you can see here we’ll submit
check status and we’ll even get a
response so he can download our response
from that original FOIA request but
first of all let’s go through kind of a
high-level overview our case boy it
really offers as you can see here you
have your logo at the top this is a
configurable logo that’s available to
you can change out an admin which will
show a little bit later you have your
global new you can create a request
manually right through the application
at the end of the day you have many
other ingestion methods whether it is
scanning whether it’s a web portal which
we’ll show today and many other options
that can be integrated through the our
case api’s you also have the ability to
create an ad hoc task or a task that is
associated to an individual request you
also have a simple search here at the
top right that’ll be on every page it’s
available and you can also see that we
have a search module which is more of
your advanced search module which will
show you how that works today too next
let’s look at the information under and
as you can see ends title her picture
and some information under the drop-down
are available let’s go ahead and jump
out to the profile the profile just
tells information about Ann as you can
see here and has her picture that she
can change she has her title some email
information obviously the groups that
she’s associated to as it pertains to
her security rights
also the subscriptions we’ll talk a
little bit about these subscriptions
module and how you can navigate through
your secured subscriptions and you can
delete certain things that you can do
from here in your admin section just
like that you also have the ability to
update your contact information
you have the ability update your your
company information all this is in line
editing so you can change the
information very easily you also have
the ability to change the password and
user password here also in addition you
have help and logout so let’s start on
the actual dashboard so the dashboard is
extremely configurable like most of the
information and most of the
functionality within our case FOIA here
all the columns the individual headers
as it pertains to labels all of this is
fully configurable and we’ll show you
some of that functionality added a
little bit later so we’re going to show
you here just quickly how you can
configure by clicking on the edit button
you have a few buttons that are
available to you you have the ability to
add a new widget you have a list of all
the widgets that are available this is
all per security right so I’ll show you
how to restrict those here at a later
time and admin but if you wanted to add
an individual widget all you have to do
is hit the actual icon and now you’ll
see the information associated to that
widget this happens to be a pie chart
once again if you wanted to change the
labels the information associated maybe
you don’t want to be team workload maybe
you want it to be supervisor workload
you can change that very quickly and
very easily now you have it relabeled
maybe you want to drag and drop it over
a different location maybe you just want
to delete it maybe it wasn’t the widget
you wanted you also have the ability to
change the dashboard title you can
ultimately set up your dashboard to
different views in the way that it looks
for instance if we wanted to pick this
view and hit close you’re gonna see the
view has now changed once you were
satisfied the way the view looks you can
go ahead and you can save that all of
those changes will be retained for an
specific dashboard every time she logs
in it’ll look just like this and she can
change it when she needs to in addition
you have another module called FOIA
queues this is the queue module that
takes the individual
we request through a very specific
workflow you can see that there are many
requests in the intake queue you can see
who it’s a identified or who it’s
assigned to once again all of these can
be assigned to a group and then someone
in that group can claim that as it moves
through the workflow you’ll see the
information you’ll see certain things
that are that are locked to other users
that already being worked on as it moves
through the workflow you’ll see certain
steps as we go and we’ll go through the
workflow here at a later point but I
just wanted to show you how there’s
different queues and once again all of
these queue names are configurable so if
this doesn’t fit your exact business as
it pertains the overall flow the flow
can be changed very easily maybe you
don’t have a general council cube maybe
you have a supervisor queue well
changing that label and that logic is
very easy to do in our case for you in
addition you have a FOIA request module
this is all of the individual requests
that come in but just have a little bit
different view of the details that come
in with the information you have a
high-level view of all the information
associated whether it’s requests or
information or the request information
you can check whether there’s a fee
waiver on it whether this should be an
expedite request doesn’t need to go
through litigation so we have logic to
dictate whether it goes to a special
queue whether it’s a paid individual
request you also have the ability to
here if you have security rights to
update this information and send it to
an individual queue depending on the
step in the flow specifically this
request is in the fulfill queue and it
can move on to the approved queue it can
be sent back to the suspend here the
whole queue and right now it’s assigned
to a specific group and an has a claimed
she can unclaimed this and when she
unclaimed zit she will then see that has
no assignee which means that anyone in
that group can be assigned and you can
see the update here that that individual
record was updated the great thing about
this view is that you can see the
breakdown of the person that came in on
the request any documents that were
created specifically for this request
you can open
is up and see those in a reviewer we’ll
go ahead and double-click on that and
you can see that this will open up and
the individual viewer and you have just
a different look and feel to the
information you’re seeing whether it is
the request information the details any
tasks associated tags any references in
the overall history of this individual
document in addition you have a lot of
other information other than just
documents you have participants on this
case whether it’s restricted for just a
reader or maybe it’s a sign to someone
specific or specific group you can
create tasks associated to this
individual request let’s say that you
wanted to assign a task to someone to
research find that appropriate documents
you can append it here or you can do
that directly from the queue itself and
we’ll show you how that works during the
workflow you also have the ability to
reference other individual tasks
documents other requests that have come
in at any one time
you also have the ability to see all
your exemption codes that are associated
and that has to do with when you were
adapted document you have quote
coinciding exemption codes which will
show you can add tags to this request
level you also can have add notes
rolling notes associated and then
obviously history on this individual
request as you move into the tasks
module just from a high level has a very
similar look and feel you can see the
details associated with it there may be
tasks associated as to what needs to be
done for an individual request at the
end of the day you have the ability to
have tasks that are associated to
request and you also have the ability to
have ad hoc tests it could just be
creating an email or whatever it may be
you have your advanced search module if
we go in and we just do a quick search
let’s just say that we want to search
spending and looks like we have a couple
maybe I want to go ahead and click on
that and hit Search you can see that the
search returns the information with the
faceted search so you can narrow down
the information associated and you want
to see the one that maybe is assigned
currently de to Sam
but was created by an if you want to go
back to the original search can do that
very quickly you also have the ability
to X or all of this information all of
these individual things are hyperlinks
whether they’re files whether they’re
actual requests and you can quickly get
to those individuals so for instance if
we wanted to look at an individual
request we can jump out to that request
very easily and see the details you also
have the report module which we’ll go
over here a little bit later once we
actually go through the effort of
creating a brand-new request we’ll do
some redaction and then we’ll cover on
some of the reports associated the
notifications module the notifications
module is specific to any request that
is assigned to your user and any events
associated so you also have the ability
to set these up as single emails or
daily emails with this information but
this is just your archive of that
information you can also configure it to
purge it on a monthly basis whatever it
may be but you have the ability to
search through this information let’s
just say that you’re looking for any
events associated with ticket one one
six or request one one six you can see
the information there once again you
have the ability to export subscription
this is a little bit different than the
fact that if you don’t have any
subscriptions which means you’re not
following any specific requests you will
not see any events associated
notifications have to do with requests
or tasks that you as an individual
that’s logged in is assigned so the
audit module as you can see there’s a
lot of information that can be generated
here you have to build to narrow it down
to a specific object or in this case a
request a task or a file let’s just say
that I want a request and I want to see
anything that’s happened today on any
request as you can see here this report
is now generated quite a bit of
information all of these are hyperlinks
back to the actual objects you can get
quickly back to them with a little
single click you also have the ability
to download this in many different
output types admin admin is extremely
important to the super user since and as
an administrator she has the access to
go into admin we’re not going to spend a
lot of time right now on admin what
come back that to that at the end
because I want to show you some of the
cool features to manipulate your
existing FOIA application out of the box
our case provides this FOIA as you see
it now but you also have the control
once you download it to implement it
exactly how you want any super user that
has access to admin that wants to change
labels or restrict certain modules that
type of thing can do that from admin so
we’ll come back to that now that you had
a quick overview of our case FOIA we
want to go and actually run through
workflow of a request for simulation
purposes we’ve created a demo site which
is just so basic web portal to do
submissions we’re going to take you to
that site and go through a submission
process once we’ve done that we’ll go
through will process the request here in
our case for you show you how that works
and then we’ll show you how to check
status from the web portal in addition
and then we’ll also show you how the
delivery method works in addition to
that we will ultimately go through the
reports to show you some of the
information and then we’ll also go
through admin towards the end to show
you a little bit more about how to
configure your application exactly how
you want this web portal is used for
demo purposes only the main reason for
this is to show you the different ways
that can be integrated with our case
FOIA to process your FOIA request
whether they come through an existing
web portal that you have now or some
form of electronic method whether it’s
the ability to scan things in whether
it’s from fax ingestion there are many
different ways even email ingestion
these days we can ultimately integrate
with our case FOIA application that’s
more on the processing side and we’ll
show you how to do that but first I want
to show you how to submit to actually
get it to show in our case so this is
just a sample web portal all you have to
do is click on submit new for your
request once you submit click on submit
new for your request you’ll see a new
page generate now the page is rendered
you can see that there’s a lot of
information that needs to be populated
to submit your request once again this
is a configurable form and can best fit
your business exactly with
what you need from a metadata
perspective to collect to ultimately
respond to a request now that we have
the information populated we’re going to
go ahead and we are going to submit this
request once we submit this request
we’re going to get a confirmation that
the request has been submitted once
that’s all done the end user has
completed their request and has
submitted all the information that’s
needed let’s move on to what are KC’s
once that’s the request has been
submitted so once we jump over to our
case we’ll jump right into the FOIA
queues and you’re going to see that the
intake queue is the default queue at
this point I’m going to go ahead and I’m
going to change the order to descending
and you’re gonna see that I have a
request here credit card spinning in the
state of in State Department from Phil J
Miller and this was actually submitted
to to us directly from the web portal so
I’m gonna go ahead and I’m gonna start
processing this so I’m going to open up
this individual record and you’re going
to see a couple of things that we’re
going to work on so let’s just assume
that n is her responsibility is to work
on intake queue documents to make sure
the information is correct to go ahead
and go through the information
associates the request and the requester
maybe there’s some additional
information that she needs to fill out
maybe there’s some organization
information so maybe she needs to fill
out this information and I’ll just go
ahead and show you just basically
tabbing through this information I can
quickly enter and I can be done with the
information so maybe her job is to
intake and make sure it’s all populated
maybe she wants to review and see the
documents that are associated so a
couple of documents been created these
were automatically created one being the
request information form and one being
an acknowledgement letter that can be
automatically emailed or you can right
click and email it out so many different
options that are available to the user
once again if you have existing forms
that you want to place the metadata that
comes in from the portal or from any
other ingestion point
we can leverage those here in our case
very easily at this point in most cases
the person doing the intake work would
probably assign it to themselves this
would be self assigning because they
have access to this group so I’m gonna
go ahead and assign it to myself and I’m
gonna go ahead and say that this is
complete and could do one of two things
she can click Next and see the next
individual request in the intake queue
that she needs to work on as you can see
this is in the intake you or since she’s
an admin we’re gonna show you how it
updates the page and just moved it along
in the workflow so we’ll go ahead and
hit complete once she’s done that you
can see that the queue is now updated
fulfill and she hits a notification that
it’s been updated now we’re gonna play
the role of the person fulfilling we’re
still logged in as add as an admin but
at the end of the day if Sally or some
other user wanted to log in that was
specifically supposed to work on a
fulfill of the actual request she could
do that maybe at this point to fulfill
this request something needs to be done
let’s say let’s say someone needs to
work on a task so let’s go ahead and
create a task I can either assign it to
a group I can also assign it to
automatically – and by default or I can
pick another user that would come in and
work on this let’s just say Samuel so
Samuel is a supervisor and I’m gonna go
ahead and have him work on this boy
request it automatically populates the
information linking this task directly
to this boy request and I’m gonna ask
Sam to go ahead and find documents
related to this task to this request I
should say I’m also going to give him a
status of active and I’m gonna say that
the due date is tomorrow hopefully you
get it done today but maybe not so we’ll
go ahead and we’ll get it we’re gonna
save this you’ll now see that we have an
individual task that needs to be worked
on by Sam please Sam the super
supervisor and I can actually click on
that it’ll take me out to the individual
tasks module
let’s go ahead and have Samuel complete
this task so we’re gonna go ahead and
log out we’re going to come in as Samuel
Sam was gonna have a little bit
different look and feel as you can see
here he only has a couple of widgets
let’s go ahead and clean his dashboard
up a little bit I can configure his
dashboard by deleting a few things maybe
I just want my tasks to show and save
that as you can see here we actually
have an actual task that needs to be
worked on and I can use my dashboard
widget to jump to that directly as you
can see here here is the location and
the actual information associated I can
actually jump back to this individual
request knowing that it’s in fulfillment
or I can just complete my task now Sam
was going to go ahead and fulfill this
he’s going to go ahead and work on
finding the documents
he’s gone out to maybe an external
system maybe he’s actually found them
within the system and he’s going to go
ahead and put his documents in this
working folder so he’s going to
right-click he’s gonna click documents
and he’s gonna find them either locally
network drive and you can even tie in
another search to this we’re just gonna
go ahead and grab a document to fulfill
his request that he has to complete at
this point I’m gonna go ahead and I’m
gonna complete this task once this task
has been completed I’m gonna go ahead
and sign out and I’m gonna come back in
its and and you can see all the work
that Samuel is actually done on this
individual request so we’re going to
come back in as an and you can do this
in many different ways from our
dashboard you can click on the actual
request itself or you can jump right
into the queue and I’m gonna show you
that it’s sitting in the fulfill queue
happens to be still assigned to an so
we’re going to go ahead and we’re gonna
open this one back up once it’s now been
opened we’ll go ahead and look at this
we’ll see that the task has now been
closed it’s been completed and
ultimately and needs to know that it’s
being deleted by looking at specific
information like the working information
that was supposed to be uploaded and as
you can see there’s an additional
document here
and when I double-click that document
you’ll see that the document is now
shown here and the information is there
now that Anne has had that information
done and completed she may have to take
steps on this individual document for
instance she may have to actually redact
an area of this document before it can
be sent over to be approved for release
let’s just say that some of the
information that needs to be redacted is
anywhere on the page ultimately if we
want to redact this area we can do that
and we can right-click and specify the
exemption code I’m going to say this is
exemption code 6 and once again you can
redact as many areas as you want once
you redact you ultimately have to save
this saving this is actually adding it
as an annotation which means it’s just
an overlay on the original it’s not
affecting the original document at all
you then have the ability to what we
would call burn and create a brand-new
version you’re taking the actual version
you’re burning the actual overlay on the
original and creating a brand-new
version too so once again the original
is not affected eat on this page that we
have exemption code 6
shows on the individual once that work
is done
maybe her work is completed and she
wants to move it on the workflow let’s
go ahead and just show you if she clicks
next what will happen as you can see and
is still in the fulfill queue but she
now has a brand new request it just
happened to be the next request in her
individual queue but if we want to
continue working on the other request
and take that all the way through let’s
go ahead and jump back out the queues
and show you that 117 is now an approve
so there may be someone that only has
access to approve individual requests
and they would work on this now but this
would be a good time to go and take a
look and see what the status of this
individual request is maybe the user
from the web portal wants to see that
information so let’s go ahead and take a
look at that now let’s go back to the
our case web portal
for different purposes let’s go ahead
and take a look and see what the status
of our individual request looks like so
if you remember we entered in Phil
Miller so we’ll go ahead and type in his
information and we will put this in and
this will validate and return any
information about any requests that he’s
entered so far with these three criteria
so we’ll go ahead and hit Search and it
returns two requests as you can see one
was released to him at 2:31 on the 24th
and then we’ve got one that’s currently
in fulfillment so at this point you can
see the status of these two and
ultimately if he checks back later
this request may be an updated status
but so far he can see the status of
these individual requests now that we’ve
checked the status we can actually go
back into our case FOIA continue to
process the users request so let’s go
ahead and open up this individual
request again from the approval queue as
you can see here we’re in the approval
queue and you can see that we still have
the information that we needed but
there’s a couple of things that need to
be done at the approval step maybe the
documents need to be reviewed maybe they
need to go through and look at the
individual documents maybe they just
want to see what exemption codes have
been critically collected or created on
individual Dok addition you have the
ability at this point to waive the fee
which means that it will not go through
Billy you can also dictate litigation
which means that from approval it would
go through another step of approval
which would be general counsel and we’ll
go ahead and check that box so let’s go
ahead and hit complete once again this
configurable litigation check box takes
us through an additional queue called
general counsel as you can see it’s now
been updated there just may be a
secondary approval step this could
ultimately fire off additional tasks for
someone to go and look at this
individual request it could be firing
off a task for multiple folks to review
in this queue once everything’s all
and done we can then send it to the next
cue by hitting complete as you can see
the billing queue has now been updated
and a couple of things may happen at
this point we can integrate with any
accounts receivable system or in
best-case scenario most likely we would
integrate with pay gov which would be
the best solution in this case we’ll go
ahead and say the payment was collected
we’ll do this manually but this can be
an automated step that can be integrated
with an accounts payable system and
we’ll go ahead and hit complete once we
actually hit complete is going to move
to the last step in the overall workflow
and you’ll see the release we’re going
to go ahead and jump into the queues and
show you now that it’s moved to the
release queue as you can see here it’s
available in the release queue if I
double click this and open it one of the
things you’ll notice is there’s no more
steps associated to moving this through
any of the queues now that the workflow
for the request has been completed let’s
go ahead and see what the delivery
method looks like we’re gonna go back
out to the web portal and we’re gonna go
to the check status page as you can see
here we’ve check status before so you
know the three elements that need to be
entered to search so let’s go ahead and
let’s search that information so we know
the last name is Miller his email
address and the original phone number
that he entered once that information is
entered and we can hit search and see
all the requests that are available he
also has another and review currently
and he also has one that was released
today you can see now that type of
linked in blue he has the ability for a
set amount of time it’s a configure
about a mount of time can be downloaded
from the actual web portal so let’s go
ahead and download that zip file looks
like there’s a couple of documents that
are available let’s go ahead and open
one of those documents we’re going to
use Adobe to open this document as you
can see here he now has one of the
documents that he needed maybe he wants
to look at another one of the documents
associated to his response and you can
see that there’s some redactions on this
so i think of the day the delivery of
documents is available to him in this
abstract he can now save it locally he
can do whatever he wants with it as it
pertains to printing it or emailing it
off at this point so now you’ve seen the
overall workflow from our cases
submission from the web portal all the
way through the workflow within our case
and what a user would ultimately see
from an admin perspective all the way
down through the status checking and the
release of the individual requests now
that we’ve finished processing this
request and we’ve submitted it out and
the end user has now seen the individual
download and has gotten their response
to their request let’s go through some
of the more supervisor components
specifically reports an admin let’s go
to reports first I’m going to go ahead
and just run a few reports to show you
some of our sample out-of-the-box
reports the report engine is very very
easy to use and you can design your own
reports through a report designer but
let’s just show you a few of the samples
first of all let’s go to the FOIA
request we’re going to go ahead and run
it for today you’re gonna see that we’re
going to generate a report that has
obviously one FOIA request for today
once again this is just a sample set of
what metadata can ultimately be
displayed here it also can be displayed
in many different ways with this report
designer whether it’s bar charts pie
charts it can be once again a very
detailed report it could be even a
drill-down report you also once again
have the ability to export it in a
specific way if I go ahead and change to
say the exemption report let’s go ahead
and generate that when I generate this
report as you remember we created one
specific exemption or redaction should
say an exemption of a number six on that
FOIA we worked on so this would keep
track of all of your individual requests
as we go through the overall workflow it
will keep track of your exemption code
you can generate a report on date range
and many other different criteria
depending on what you want this is just
a sampling in addition you actually have
the ability to show the disposition
report this would be if there were full
grants or partial grants and why was it
partially granted
moving on to admin admin is very
detailed in the fact there’s a lot of
things that you can do specifically
security functional access control is
one of the main ones functional access
control is driven by a role as you can
see here these roles are linked to
individual groups the groups are
actually pulled directly from the
organizational hierarchy these groups
are synced with your LDAP and your LDAP
user set when I talked about an
individual request being assigned to a
group and individual users in that group
could claim that that would be how this
information is set up and how the
security works so once you have groups
that are ingested in the functional
control setup the individual functional
control you have the ability to create a
new role and set privileges to it that
then you can link to an individual group
so you have the ability to control that
very easily in addition you have your
dashboard we talked about Dashboard
widgets that people have access to as
you move through you can see the
different roles that that have access
for instance if I did not want a weather
widget I could remove that so let’s jump
up through the dashboard and show you if
I click Edit I can see that the weather
weather widget is available to me I’m
going to go ahead and admin and I’m
gonna delete that from the individual so
weather widget and I’m gonna go ahead
and I know that and that’s part of the
administrators group but just in case
let’s go ahead if she’s in any other
groups we’ll get rid of all the groups
so we’ll go ahead you’ll see that the
action was successful without even
logging out you can actually go right in
and see the weather widget has now been
removed and you can do that for any of
these widgets you can restrict it by
group whatever it may be in addition you
have the ability to do the same thing
with reports you have the ability to do
also one that I skipped modules for
instance maybe depending on the user
that’s logged
they don’t need access to a specific
module maybe and doesn’t need access to
notifications so let’s click on
notifications will remove access from
all folks associated note get
notifications as you can see very
quickly updated the information there’s
a lot of other things you can do as it
pertains to generating new forms in the
system the workflow is very very
specific and the different workflow you
saw as it moved to the queue and you
have the ability to navigate through
that you can link individual forms with
individual workflows and this is just a
spreadsheet they break down of whether
you’re utilizing that or not you also
have label configuration this is pretty
vast in the fact that across the board
you could change labels no matter
whether there are the module labels the
labels of the global new individual
labels say in the actual individual Q’s
you can rename the labels of the Q’s
themselves so let’s go ahead and just
rename something so let’s go ahead and
show you that I want to relate with
something in the core which would
ultimately be relabeling let’s just say
we want to real able reports which is
our left navigation maybe I want to real
able this foil reports so I’ll go ahead
and do that and with a quick refresh of
the label bundle and I’ll go ahead and
log back in as and you’ll see now that
it says for your reports so you have a
lot of control throughout the
application to modify these things you
also have the ability to purge your
audit history every certain amount of
days you can change your logos as you
can see here it’s just a real quick and
easy change these are little things you
can do on your own that make this tool
so cool as it pertains to being able to
configure it on your own to best fit
your needs
out-of-the-box it may work for you and
may meet your needs but if you want to
customize it a little bit or really
configure it to meet your needs it’s
available to you you also have the
ability to do custom CSS maybe you don’t
like the color scheme maybe you want to
change the color scheme every one so
while you can do that so at this point I
hope you really enjoyed this demo
once again we can get into a lot of the
details of all the other things that are
available out of the box with our case
for you but this is just a sampling or
an overview of what soil offers hope you
enjoyed it thanks