Global New

Creating a New Request

The New Request form lets you quickly create a FOIA Request—it’s convenient for entering initial information from a phone call or from notes, snail mail and emails. The form content reflects your organization’s business process and rules, which determine the specific information required to initiate a new request.

New Request Form

Your local configuration dictates field names and the minimum amount of information (required fields) to create a request.

Opening the Form

1. From the ArkCase FOIA page banner, click the New icon to open the pop-up menu.

opening the form

2. Click Request from the menu. The first section of the form opens.

Note: The New menu you see may be different than the example. The menu options will represent your local business processes and role access.

Form Detail

new foia request

Closing the Form

Two buttons close the form.

choosing the form

  • Create Request initiates a check of the form for missing required information, closes the form, and creates a request.
  • Cancel closes the form without saving entered information.

Note: Section and field names, drop-down options, and required fields represent the ArkCase FOIA solution. Your organization’s configuration may be different per your requirements.

Submitting the Completed Form

You must submit the completed FOIA Request to create the request.

1. Click the Create Request button (found at the bottom of the form). The system checks for missing required information.
Note: If the form is incomplete, a message appears.

ArkCase Workflow – Creating a FOIA Request

  • Creates a request number and associates it to the new request
  • Assigns the state Intake
  • Adds the request to the Request module, to the Intake Queue, and to the owner’s My Case List
  • Creates a copy of the new request form (.pdf), a copy of the request acknowledgement letter and copies it to the Documents folder of the Request

Creating a New Task

As an authorized user, you can create a task for yourself or for others, or a task can be created for you.

You Add the Task (ad hoc task)

There are two points from which to create a task: The New menu or on an existing request.

From the New Menu

1. From the ArkCase FOIA page banner, click the New icon to open the pop-up menu.

create a new task

2. Click the Task from the menu. The new task form will pop up.

From an Existing Request

1. In an existing Request, go to the Tasks table.

2. Click the Tasks link on the request module page to open the Tasks section, or

3. From the list in the Browse Panel, click the Expand button next to the title of the request, then click Tasks from the expanded list of sections.

tasks

4. On the Tasks title bar, click the icon to add a new task.

Either navigation path opens the New Task form.

new tasks

Complete the fields required to define the task. Your local ArkCase FOIA configuration determines the required information and available options.

New Task form fields

  • Assign To – Select an assignee for the task, click in the Assign To box to view the list of users.
  • Associated with FOIA Request – Enter the request number (title). If the new Task is being added from an existing request, ArkCase defaults the association. Your local configuration determines whether or not the field can be changed. If the new item is an ad hoc task (created from the New menu), the field is blank. To reference a request, enter or paste its number/title.
  • Subject – Enter a title for the task in the text field.
  • Start Date/Due Date – Change a default date by clicking in the date field and selecting a new day from the calendar.
  • Priority – Assign a priority to the task by clicking in the Priority box and selecting from the list of options.
  • % Complete – Use this text field to manually post status.
  • Notes – Add further description of or instructions to the task.

To create the task, click the Save Task button.

ArkCase Workflow – New ad hoc Task

  • Assigns a unique ID number to the task
  • Assigns the state Active
  • If created from an existing request, associates the task
    • Attaches the request summary to the task record
    • Add the task to the Tasks section
  • Adds the task to the Tasks module and to the owner’s My Tasks widget
  • Sends a notification to the owner or owning group

Workflow Generates the Task

Actions taken on request generate a task for designated approvers. A workflow creates and routes tasks for certain actions, such as those requiring a participant’s approval or review of a new request, a status change, a form-based document, a time sheet, or an expense form.

ArkCase Workflow – Workflow-Generated Task

  • Assigns a unique ID number to the task
  • Assigns the state Active
  • Adds the task to the Tasks module and to the owner’s My Tasks widget
  • Sends a notification to the owner or owning group

Creating a New Person

Your local configuration dictates field names and the minimum amount of information (required fields) to create a New Person.

Opening the Person Form

1. From the ArkCase FOIA page banner, click the New icon to open the pop-up menu.

Opening the Person Form

Note: The New menu you see may be different than the example. The menu options will represent your local business processes.

2. Click Person from the menu. The modal box will open.

person

3. Populate the mandatory fields at minimum and then click Save Person. If the user clicks Cancel, no information will be saved, and the new person modal box will close.

person

people

Creating a New Organization

Your local configuration dictates field names and the minimum amount of information (required fields) to create a New Organization.

Opening the Organization Form

1. From the ArkCase FOIA page banner, click the New icon to open the pop-up menu.

Opening the Organization Form

2. Click Organization from the menu. The modal box will open.

Organization

3. Populate the mandatory fields at minimum and then click Save Organization. If the user clicks Cancel, no information will be saved, and the organization modal box will close.

organization

Organizations

Creating a New Document Repository

Your local configuration dictates field names and the minimum amount of information (required fields) to create a New Document Repository.

Opening the Document Repository Form

1. From the ArkCase FOIA page banner, click the New icon to open the pop-up menu.

Opening The Document Repository Form

Note: The New menu you see may be different than the example. The menu options will represent your local business processes.

2. Click Document Repository from the menu. The modal box will open.

Document Repositor

3. Populate the mandatory fields at minimum and then click Create Repository. If the user clicks Cancel, no information will be saved, and the create repository modal box will close.

Create Repository

documents

Creating a New My Document Repository

Your local configuration dictates field names and the minimum amount of information (required fields) to create a New My Document Repository.

Opening the My Document Repository Form

1. From the ArkCase FOIA page banner, click the New icon to open the pop-up menu.

My Document Repository Form

2. Click Document Repository from the menu. The modal box will open. In the upper left corner, click on the My Documents check box.

Document Repository

3. Populate the mandatory fields at minimum and then Create Repository. If the user clicks Cancel, no information will be saved, and the new document repository modal box will close.

Create Repository

Creating a New Costsheet

Your local configuration dictates field names and the minimum amount of information (required fields) to create a New Costsheet.

Opening the Costsheet Form

1. From the ArkCase FOIA page banner, click the New icon to open the pop-up menu.

creating a new costsheet

2. Click Costsheet from the menu. The modal box will open.

expenses

3. Populate the mandatory fields at minimum and then click Save. If the user clicks Cancel, no information will be saved, and the expenses modal box will close.

Creating a New Timesheet

Your local configuration dictates field names and the minimum amount of information (required fields) to create a New Timesheet.

Opening the Timesheet Form

1. From the ArkCase FOIA page banner, click the New icon to open the pop-up menu.

Creating a New Timesheet

2. Click Timesheet from the menu. The modal box will open.

time tracking

3. Populate the mandatory fields at minimum and then click Save. If the user clicks Cancel, no information will be saved, and the time tracking modal box will close.