User Guide – FOIA Product

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User Guide – Table Of Contents

Web Portal Dashboard Module Queues Module Requests Module Consultations Module Tasks Module People Module Organizations Module Document Repository Module My Document Repository Module Search Module Reports Module Adhoc Reports Module Notifications Module Subscriptions...

The ArkCase FOIA Page

The ArkCase FOIA page has a page banner, sidebar, and content space. The content space displays the details of the selected module. ArkCase FOIA Global Banner The global banner is the top border of the ArkCase FOIA page. Here you can access: the ArkCase FOIA header...

The ArkCase FOIA Modules

ArkCase FOIA is a collection of modules to manage the FOIA request process. Requests are created and move through a business workflow. Tasks can be associated with the request, as well as people, organizations, documents, time, and costs. Search and audit read all...

Find Content In ArkCase FOIA

ArkCase FOIA provides Search options for locating application content, including requests, people, organizations, and documents. The range of content searched depends on the type of search and your permissions. ArkCase FOIA has two types of search. Simple Search A...

ArkCase FOIA Feedback

Feedback Details You can provide feedback on ArkCase FOIA using the Support Request button available on each page. File a Support Request Click the Support Request button. In the "What went wrong?" section, enter a detailed description of the issue/bug, and detailed...

Login

Login to ArkCase FOIA Browse to your ArkCase FOIA URL to log in. The login page opens. Enter your username and password. Click Log In. If you enter incomplete or incorrect login information, you will see an authentication error. The system permits a limited number of...

Your Profile

Your ArkCase FOIA user profile includes your: Profile picture Email address Signature ArkCase groups you belong to Subscriptions Contact information Company/organization details Access Your Profile 1. To open your profile, click the drop-down arrow next to your name....

Help

User Help To access this user guide from ArkCase FOIA, click the drop-down arrow next to your username, then choose Help.  

Logout

Log Out of ArkCase FOIA To manually log out of the system: 1. Select the drop-down arrow next to your username. 2. Click Logout. ArkCase closes and returns to the Login Page Note: the system will automatically log you out after a period of inactivity. The time period...

Global New

The +New Menu Use the +New menu to create a new: Request - see Add Content to a Request for more information. Consultation - see Consultations for more information. Task - see Add Content to a Task for more information. Person - see Add People Content for more...

Internationalization

Internationalization The ArkCase FOIA application includes the ability to display content in multiple languages. See Administration/Application/Label Configuration to enter label values for the language you want to add. Select Language Once the labels have been added,...

FOIA Web Portal Overview

The FOIA Web Portal People filing and managing FOIA requests can use the FOIA web portal to: File a FOIA request or appeal Check the status of their request and download documents when released Search for documents in the Reading Room Requesters can file an anonymous...

Web Portal – Authenticated vs Unauthenticated

The portal supports authenticated and unauthenticated mode. The authenticated External Portal requires a requester to register and login to the External Portal before they can submit a request or check a request status. For more information, see Authenticated...

Web Portal – Web Portal Account

Register a New Web Portal Account 1. Browse to the web portal site. 2. Click on the request or status page. 3. Click Register. 4. Enter the email you want to use for the web portal account and click Submit. Once submitted, you will get a confirmation message. 5. Click...

Web Portal – Request Submission Page

Web Portal Request Page The FOIA portal includes links to create a new FOIA request or to create a new anonymous request, if enabled. FOIA portal users can also search for content on the reading room page, check the status of a request, or create an inquiry. Request...

Web Portal – Inquiry

Inquiry FOIA portal users can submit inquiries regarding requests or appeals. Select the Inquiry link and complete the required information. Add attachments as needed. When finished, click Submit. After submission, a Success notification appears.

Web Portal – Request Status Page

The Request Status portal page allows requesters to check the status of their previously submitted requests. On the Request Status page, requesters enter the request number, requester last name, or the Request Tracking ID. If any results are found, the results will...

The Web Portal Reading Room

The FOIA Portal Reading Room Web portal users can search and view FOIA records in the FOIA Reading Room. Users enter text in the Content Search field. The page provides instructions for performing searches.

Dashboard Overview

The dashboard is the ArkCase FOIA landing page. When you sign in, you can see your open tasks and requests. Information is arranged in sections called widgets. You can add, remove, or customize widgets. You can also edit the layout of the dashboard itself. See...

Overview Of Queues

The Queue Module The ArkCase Queue Module lists the requests and appeals in the system. There are multiple queues for items based on their status. ArkCase FOIA allows you to configure a custom workflow from any of the different queues. You can also customize the queue...

Overview Of Requests

The Request Page Treeview of Request Navigate a Request Add Request Content The ArkCase FOIA Requests module displays all the requests you are authorized to view. The default Requests list includes all the requests you own (as assignee). The all open requests filter...

Treeview Of Request

ArkCase FOIA displays a list of all requests that you are authorized to view or act on in the Browse Panel.  When you select a request, you can expand it to view the request metadata. Note: The default view shows all requests assigned to your user, that are not yet...

Navigate a Request

View the Request Click a request title from the Browse Panel. The request content opens. Expand Treeview and Navigate Icons You can locate and select specific content from the Browse Panel (Expanded Treeview) or from the Request section icons in the Navigation Icons...

Add Request Content

Requests include the following components: Global Information Request Details People Organizations Documents Participants Notes Tasks References History Time Cost Tags Suggested Requests Exemption Codes Billing Items/Invoicing Edit, Save, and Manage Request Details...

Overview Of Tasks

The Tasks Module Treeview of a Task Navigating a Task Adding Task Content The Tasks module lists all your active tasks. Depending on your local customization, other user's tasks may also be listed. There are two types of tasks: Ad hoc tasks: Tasks that a user creates...

Treeview Of A Task

Task Tree View ArkCase FOIA displays a list of all tasks that you are authorized to view or act on in the Browse Panel. You can locate and select specific content. Search, Filter, Sort, Refresh Treeview On the task list you can: Filter Sort Search Expand a task – view...

Navigate Tasks

View the Task Click a title from the Browse Panel. The task content opens in the Detail Frame. Expand Treeview and Navigate Icons You can locate and select specific content for view from the Browse Panel (Expanded Treeview) or from the Task section icons in...

Add Task Content

Tasks include the following components: Global Information Details Reject Comments People Parent Documents Attachments Notes References Workflow History eSignatures Tags Task Management View and Update Global Information The Global Information section of a Task is...

Consultations

To create a new consultation, see Create a Consultation. Consultations include the following components: Global Information Details People Organizations Documents Participants Notes Tasks References History Time Cost Tags Suggested Consultations View and Update Global...

Create a Consultation

Create a Consultation You can create a consultation from the global New button: The New Consultation window opens. Complete Section 1: Consultation Contact Information. Complete Section 2: Consultation Information. Note: The Requesting Agency External ID is the name...

Overview Of People

The People Page Treeview of a Person Navigating People Adding People Content The People module provides flexible contact management. New contacts can be added from Requests, People Forms, and directly from the People module. Users can deactivate/activate existing...

Treeview Of A Person

Person Tree View ArkCase displays a list of all people that you are authorized to view or act on in the Browse Panel. Expand the person name to view specific content. Search, Filter, Sort, Refresh Treeview The following actions are available in the People list. Filter...

Navigate People

View a Person To view a person's details, click to expand the name. The Person’s content opens in the Detail Frame. Note: The person detail sections that automatically open in the Detail Frame depend on the Preference settings (enabled or disabled). Expand Treeview...

Add People Content

The People Module has the following components: Global Information Details Pictures Locations Phone Numbers Email Addresses URLs Participants Aliases Organizations IDs Requests Tasks Consultations Related People History Deactivation Restrict a Person View and Update...

Overview Of Organizations

The Organization Page Treeview of a Organization Navigating Organizations Adding Organization Content The Organization module lets you: Search Add Edit Activate or deactivate organizations View history of organization changes Restrict access to an organization...

Treeview Of An Organization

Organization Treeview ArkCase FOIA displays a list of all Organizations that you are authorized to view or act on in the Browse Panel. Within each Organization in the Browse Panel, there are subsections where you can locate and select specific content. Search, Filter,...

Navigate Organizations

View an Organization View the details of an Organization by expanding the Organization's view: Click a title from the Browse Panel. The Organization’s content opens in the Detail Frame. Expand Treeview and Navigate Icons 1. Click the Expand/Collapse button or double...

Add Organization Content

Organizations have the following components: Global Information Details Locations Phone Numbers Fax Numbers Email Addresses URLs Participants DBAs People IDs Requests Consultations Related Organizations History View and Update Global Information The Global Information...

Overview of Document Repository

The Document Repository Page   Treeview of a Document Repository Navigating a Document Repository Adding Document Repository Content   The Document Repository module allows users to create new document repositories which support collaboration and versioning....

Treeview of a Document Repository

Document Repository Treeview ArkCase FOIA displays a list of all Document Repositories that you are authorized to view or act on in the Browse Panel. Within each repository in the Browse Panel, there are subsections where you can locate and select specific content....

Navigate a Document Repository

View a Document Repository Expand the repository’s view to view the contents: Click a title from the Browse Panel. The Document Repository’s content opens in the Detail Frame. Expand Treeview and Navigate Icons You can locate and select specific content from the...

Add Document Repository Content

Document Repositories have the following components: Global Information Details Documents Participants Tasks Tags References Notes History View and Update Global Information The Global Information Bar of a Document Repository is displayed while viewing any section in...

Overview of My Document Repository

The My Document Repository Page   Treeview of My Document Repository Navigating My Document Repository Adding My Document Repository Content   The My Document Repository module provides a repository for you to store your own documents. The My Documents...

Treeview of My Document Repository

My Document Repository  ArkCase FOIA lists the Document Repositories that you can access in the Browse Panel. Each repository has subsections with content related to the repository. Search, Filter, Sort, Refresh Treeview The following navigational actions are...

Navigate My Document Repository

View My Document Repository You can view your My Document repositories by expanding the repository’s view. Click a title from the Browse Panel. The Document Repository’s content opens in the Detail Frame. Expand Treeview and Navigate Icons You can locate and select...

Add My Document Repository Content

A My Document Repository has the following components: Global Information Details Documents Participants Tasks Tags References Notes History Delete a Repository Subscribe View and Update Global Information The Global Information Bar of a My Document Repository is...

Overview of Search

The Search Page Advanced Search The ArkCase FOIA search function searches all request-related content that you have permissions to view. You can use the Global Search in the ArkCase FOIA page banner or the search box in the Search module to initiate your advanced...

Advanced Search

Advanced Search Create the Search Request 1. Enter your search criteria in either the Search box in the page banner or within the search module. You can search for: Words and phrases - This is a like search against all application metadata and full text Numbers Use of...

Run and Export a Report

Run and Export a Report Run a Report 1. Select the Reports Module and click the reports dropdown 2. Pick the correct report and click button. Export Export to NIEM XML  After a report has been run, select the button. The report will be exported in NIEM XML format....

Overview of Adhoc Reports

Adhoc Reports Module The Adhoc Reports module allows authorized users to create personal and shared reports on the fly. Features: Create New Data Source Authorized users can create new data sources (database connections, new SQL queries, etc.). Create New Interactive...

Overview of Notifications

The Notification Page When you select the Notifications module, the system displays a list of your notifications in descending order by modification date. View Results Use the search facets to filter and locate a notification. For more information on searching, see...

Overview of Subscriptions

The Subscriptions Page When you open the Subscriptions module, the display shows events related to all of your subscriptions. The list is sorted by modification date in ascending order.  Use the facets to filter the list. For more details on search, see Advanced...

Overview of Tags

The Tags Page When you open the Tags module, a list of your tagged content opens. You can select the content from the list. For information on searching your tags list, see Advanced Search.

Overview of Cost Tracking

The Cost Tracking Page Treeview on Costsheet Navigate Cost Tracking Add Cost Tracking Content Create, Edit, Send a Costsheet for Approval The Cost Tracking module stores all your Costsheets. Each costsheet is associated with a Request.   Note: When opening the...

Treeview of a Costsheet

Costsheet Treeview ArkCase FOIA displays a list of all Costsheets that you are authorized to view or act on in the Browse Panel. The treeview allows you to sort or search on the list of costsheets. Search, Sort, Refresh Treeview The costsheet list allows you to: Sort...

Navigate Cost Tracking

Expand Treeview and Navigate Icons View a Costsheet Click a title from the Browse Panel. The Cost content opens in the Detail Frame. Expand Treeview and Navigate Icons You can locate content from the Browse Panel (Expanded Treeview) or from the Cost Tracking section...

Add Cost Tracking Content

A Costsheet includes the following elements: Details User Expenses Tags Tasks Documents View and Update Details View Details In the Expanded Treeview of the Browse Panel, click on the Details section title or icon, or from the Navigation Icons Panel select the  icon...

Create, Edit, and Send a Costsheet for Approval

Create a New Costsheet You can create a new costsheet in ArkCase FOIA: From the New button next to the ArkCase FOIA logo in the top left of the webpage, or From the Cost Table on a Request, or From the New Costsheet button from within the Cost Tracking module. From...

Overview of Time Tracking

The Time Tracking Page Treeview of a Timesheet Navigating Time Tracking Adding Time Tracking Content Creating, Editing, Sending a Timesheet for Approval Each timesheet you create is listed in the Time Tracking Module. Timesheets are used to track individual time...

Treeview of a Timesheet

Timesheet Treeview ArkCase FOIA displays a list of all timesheets that you are authorized to view or act on in the Browse Panel. Expand a timesheet to view its details. Timesheet Metadata Details - enter a text description or add attachments User - whose timesheet it...

Navigate Time Tracking

View a Timesheet To view the details of a timesheet, click a title from the Browse Panel. The Time content opens in the Detail Frame. Expand Treeview and Navigate Icons You can view time tracking details from the browse panel or the icon panel. From the Browse Panel...

Add Time Tracking Content

Time tracking includes the following elements: Details User Hours Tags Tasks View and Update Details 1. In the Expanded Treeview of the Browse Panel, click on the Details section title or icon, or from the Navigation Icons Panel select the  icon to open...

Create, Edit, and Send a Timesheet

Create a New Timesheet You can create a new timesheet from the Global New button, or from the time table on a request, or by selecting the New Timesheet button from within the Time Tracking module. From the Global New menu button: On the page banner, click then choose...

Overview of Audits

The Audit Page Run an Audit Report View Audit Report The Audit module lets you specify and run audit reports. After you select the Report Name, you can select parameters for the report. You can run an audit based on the content type, or choose All. Note: If you choose...

Run an Audit Report

Audit Report Search Criteria Report Search Criteria Select a Report Name in the Browse Panel of the Audit module. The report name choice filters the results, reducing the run time for the report and the amount of data returned. 1. In the Name Report field, select a...

View Audit Report

View Audit Report Results Audit results are displayed in the Audit Report frame with up to 25 entries on a page. The report columns depend on the report selected. Note: Your organization can personalize reports. Audit Report Content Date - when the action occurred...

Overview of Administration

The Administration Page Authorized users can configure application settings within the ArkCase FOIA Administration module. The administration module includes the following functional areas: Security  (view an overview video: Overview of Security) Dashboard Reports...

Security

Security The Administration/Security section allows you to specify which users can access which functions in the system. You can also manage users, user groups, calendars, and document and email settings. LDAP Configuration Organizational Hierarchy Functional Access...

Dashboard Configuration

Dashboard Configuration Use the Administration/Dashboard Configuration option to specify which user roles can access which dashboard widgets. 1. On the Admin menu, choose Dashboard Configuration. The Dashboard widget/authorization table opens. 2. Select a widget in...

Dashboard

Dashboard When you sign in to ArkCase FOIA, you land on your dashboard. The dashboard includes sections called widgets that can display your tasks, requests, overdue requests, consultations, and other information. Customize your Dashboard 1. Sign in to ArkCase FOIA....

Reports

Report Configuration Use Administration/Reports Configuration to specify which user roles can access which pre-defined reports. Select the report in the Choose Reports column, then use the >> or << icons to authorize or de-authorize user roles. Report...

Forms

Forms Use the Administration/Forms option to add, edit, or delete timesheets or specify costsheet properties. Timesheet Configuration Use Timesheet Configuration to specify timesheet properties and add/edit charge roles and costs that will display on the timesheet...

Workflows

Workflow Configuration Use the Administration/Workflow Configuration option to design and update workflows. You can access the workflow designer to: Version Edit Delete Download Upload workflows Preview a Workflow Diagram To Download a Workflow in XML format: Click...

Form/Workflow Link

Link Workflows to Actions The Administration/Link Forms/Workflows option lets you relate workflows to actions or forms in the system.  This configuration dictates what actions happen and how workflows are triggered in the application. 1. Select Form/Workflow...

Application

The Administration-->Application module includes the following options: FOIA Configuration Application Configuration Application Version Label Configuration Lookups Configuration Username Display Configuration Login Configuration Audit History Holiday Schedule...

Branding

Use the Administration/Branding option to control the appearance of the ArkCase FOIA application. Logo Use the Logo option to upload your corporate logo to display in ArkCase. You can upload an image for the header, login, and email logos . Use only png format images....

Correspondence Management

Use the Administration/Correspondence Management option to configure the following: Merge Fields Configuration Correspondence Templates Email Templates Correspondence Management functionality lets you manage correspondence templates including letter/email templates...

Administration – Document Management

The Document Management module includes the following options: PDF Conversion CMIS Configuration De-duplication Settings PST Archive File Settings PDF Conversion Use the PDF Conversion option to specify that documents in the response folder should be converted to...

Queues

Queues The FOIA Queues module displays multiple work queues that requests and appeals move through while being processed. The workflow and the queue names can be customized to support your business process. Depending on your role in the system, you may not see all of...

Portals Service

Use the Administration/Portals Service option to configure the following: Portals Configuration Logos and Banners Custom Portal CSS Portals Configuration Use the ArkCase Portal Settings to configure the public facing FOIA portal where external users can create...

Media Services

Use the Administration/Media Services option to configure the following: Transcription Management OCR Management AWS Transcription Management Transcription Management Use the Transcription Management option to configure how a transcription will be handled, with the...

State of ArkCase

State of ArkCase  You can use the Administration/State of ArkCase option to download a report on the state of the application for a specific date. Select the date using the calendar, then click Download. 2. Open the downloaded file to view the state.