User Guide – FOIA Product

Web Portal Dashboard Module Queues Module Requests Module Tasks Module People Module Organizations Module Document Repository Module My Document Repository Module Search Module Reports Module Notifications Module Subscriptions Module Tags Module Time Tracking Module...

ArkCase FOIA and You User roles—such as the out of the box roles – external, consumer, contributor, supervisor, administrator—will vary by organization. Your role and your organization's configured roles in ArkCase FOIA will affect your user experience—page titles and...

Your ArkCase FOIA Experience The specifics of your local ArkCase FOIA configuration–the configuration, customization and permissions–affect what you see, what options are available to you, and how requests move through the queues/workflow. The queues, screens, and...

ArkCase FOIA makes it easy to find your way around. All the pages have a similar look and feel. The topics in this section point out the parts of pages and their uses. The ArkCase FOIA page has three major elements: page banner, sidebar, and content space. The largest...

ArkCase FOIA is a collection of individual and integrated modules designed for managing the FOIA request process. The module names you see may be different than those in the list shown below. Your organization can configure the OOTB module labels to match your...

ArkCase FOIA creates a system record, an event, when actions are taken within the application. You and other users are informed of events that are created for those requests, tasks, etc. in real-time. The events can be seen in the history section of each request, and...

ArkCase FOIA provides Search options for retrieving application content. Content refers to all the details, people, organizations, and documents associated to all current and historical requests and tasks. The range of content searched depends on the type of search...

Feedback Details The Feedback button is available in the ArkCase FOIA application on the middle right of each page.  The Feedback functionality allows ArkCase FOIA application users to submit any and all helpdesk tickets or support bugs directly to the ArkCase FOIA...

How to Login to ArkCase FOIA Users will need to browse to their ArkCase FOIA URL, which will show their login page to enter their username and password. Steps to Login: 1. The screen below appears at login. 2. Enter your username. 3. Enter your password. 4. Click Log...

Your ArkCase FOIA user profile is the space for identifying yourself by role(s), contact information, location information, and by profile picture and signature. Here, you can see at a glance the groups to which you belong and the subscriptions to which you are...

Viewing User Help ArkCase FOIA Help The ArkCase FOIA help site provides details on how to use the application. The help site will help all business user understand the different functionality available in ArkCase FOIA. 1. Click your name in the profile space to open...

How to Logout of ArkCase FOIA Logging out: You can log out from anywhere in ArkCase FOIA. 1. Click in the Profile frame at the top left in the sidebar. The Profile menu opens. 2. Click Logout. ArkCase closes and returns to the Login Page

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...

Performing a Simple Search Performing a Simple Search from any page in the Application 1. On the page banner, click the Search ArkCase box. 2. Now enter your search term and click enter.  

Change Language Internationalization The Internationalization functionality provides users the ability to set their preference on language within the Application. This functionality allows the user easy access to change the language preference from any page in that...

The details of every request and task include the section titled Documents (or Attachments). This space makes it easy to associate documents at any time to a request or task. Overview of Document Management You can collect or create, in one place, all the files...

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. The unauthenticated External Portal allows any...

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

Web Portal Request Page Request Status Page Reading Room Page The first page on the web portal is called the “New FOIA Request” page. This page allows the requester to populate their request details and submit the request to the FOIA office electronically. 1. Once the...

The second page on the web portal is called the “Request Status” page. This page allows the requester to check the status of their previously submitted requests. 1. Once the request has been submitted, the requester can browse to the Request Status page and see the...

The second page on the web portal is called the “Request Status” page. This page allows the requester to check the status of their previously submitted requests. 1. Once the FOIA request has been submitted, the requester can search for their request status by click on...

The third page on the web portal is called the “Reading Room” page. This page allows the requester to check to see if any response documents have been released to the public, that match their specific request before submitting a new request. 1. Click on the “Reading...

Dashboard Edit Mode Edit Mode makes the options available for editing components of the page. By default, the Dashboard is not in edit mode. By clicking the  button in the right corner of the Dashboard title bar, you can get started on how you want your dashboard to...

The Queue Module provides the ability to configure a queue-based workflow around specific states.  This means the queue workflow can be configured to jump to multiple different steps (queues) in the overall workflow from any of the different queues. The queues names...

The Request Page Treeview of Request Navigating a Request Adding Request Content The ArkCase FOIA Requests module (page) gives you a view of all the requests you are authorized to view. The default Requests list includes all the requests you own (as assignee). The all...

ArkCase FOIA displays a list of all request that you are authorized to view or act on in the Browse Panel. There are 15 sub sections within each requests in the Browse Panel, where you can locate and select specific content associated to that request. Note: The...

View the Request You can view one, several, or all sections of the request by clicking and opening the request. 1. Click a request title from the Browse Panel. Then the request content—metadata and detail—opens in the Request Information Frame. Expand Treeview and...

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 Tasks Module Treeview of a Task Navigating a Task Adding Task Content The Tasks module lists all your active tasks, and depending on your local customization, other peoples’ tasks as well. ArkCase FOIA makes available two types of tasks. Ad hoc tasks: Tasks that a...

Task Tree View ArkCase FOIA displays a list of all tasks that you are authorized to view or act on in the Browse Panel. There are 10 sub sections within each task in the Browse Panel, where you can locate and select specific content. Search, Filter, Sort, Refresh...

View the Task You can view one, several, or all sections of the task by expanding the task’s view. 1. Click a title from the Browse Panel. The task content—metadata and detail—opens in the Detail Frame. Note: The task detail sections that automatically open in...

Viewing and Updating Global Information The Global Information Bar of a Task is displayed while viewing any section of a task. The edit capability for all other summary information is based on permissions and your local configuration. Editable sections in the Global...

The People Page Treeview of a Person Navigating People Adding People Content The People module provides flexible contact management functionality. New contacts, like a new person, can be added from Requests, People Forms, and directly from the People module. Users can...

Person Tree View ArkCase displays a list of all people that you are authorized to view or act on in the Browse Panel. There are 13 sub sections within each person in the Browse Panel, where you can locate and select specific content. Search, Filter, Sort, Refresh...

View a Person You can view one, several, or all sections of a person by opening the person. 1. Click a title from the Browse Panel. The Person’s content—metadata and detail—opens in the Detail Frame. Note: The person detail sections that automatically open in...

Viewing and Updating Global Information The Global Information Bar of a Person is displayed while viewing any section in the people module. The edit capability for all other information is based on permissions and your local configuration. Editable sections in...

The Organization Page Treeview of a Organization Navigating Organizations Adding Organization Content The Organization module provides flexible contact management functionality. New contacts, like a new organization, can be added from Requests, Organization Forms and...

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 13 sub sections where you can locate and select specific content. Search,...

View an Organization You can view one, several, or all sections of an Organization by expanding the Organizations’ view. 1. Click a title from the Browse Panel. The Organization’s content—metadata and detail—opens in the Detail Frame. Note: The Organization detail...

Viewing and Updating Global Information The Global Information Bar of an Organization is displayed while viewing any section in the module. The edit capability for all other summary information is based on permissions and your local configuration. Editable sections in...

The Document Repository Page   Treeview of a Document Repository Navigating a Document Repository Adding Document Repository Content   The Document Repository module allows users the ability to create new repositories to store documents that can be...

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 8 sub sections where you can locate and select specific content....

View a Document Repository You can view one, several, or all sections of a Document Repository by expanding the repository’s view. 1. Click a title from the Browse Panel. The Document Repository’s content—metadata and detail—opens in the Detail Frame. Note: The detail...

Viewing and Updating Global Information The Global Information Bar of a Document Repository is displayed while viewing any section in the module. The edit capability for all other summary information is based on permissions and your local configuration. Editable...

The My Document Repository Page   Treeview of My Document Repository Navigating My Document Repository Adding My Document Repository Content   The My Document Repository module allows user the ability to maintain their personal document repositories without...

My Document Repository Treeview ArkCase FOIA displays a list of all your Document Repositories that you can act on in the Browse Panel. Within each repository in the Browse Panel, there are 8 sub sections where you can locate and select specific content. Search,...

View My Document Repository You can view one, several, or all sections of one of your Document Repository by expanding the repository’s view. 1. Click a title from the Browse Panel. The Document Repository’s content—metadata and detail—opens in the Detail Frame....

Viewing and Updating Global Information The Global Information Bar of a My Document Repository is displayed while viewing any section in the module. The edit capability for all other summary information is based on permissions and your local configuration. Editable...

The Search Page   Advanced Search   ArkCase FOIA has an advanced Search that surveys all request-related content that you have permissions to view. You can use the Global Search Box in the ArkCase FOIA page banner or the search box in the Search module to...

Performing an Advanced Search Create the Search Request 1. Enter criteria in either the Search box in the page banner or within the search module. Among the criteria, advanced searching can include: Words and phrases (This is a like search against all application...

Overview of FOIA, PRR, and ATIP Reports Running and Exporting a Report The Reports module makes available a set of predefined Annual Freedom of Information Act (FOIA) Reports based on the Department of Justice handbook. *NOTE: The Reports module and Adhoc...

Running and Exporting a Report Running a Report 1. Select the Reports Module and click the reports dropdown 2. Pick the correct report and click button Exporting a Report Export to NIEM XML  1. After a report has been run, select the button 2. Then the report will be...

The Notification Page   Advanced Search on Notifications   Upon opening the module, the module automatically performs a search for all notification events for your user account. Note: By default, notifications list by modification date descending order. You...

Performing an Advanced Search on Notifications Create the Search Request 1. Enter criteria in either the Search box or within the search module. Among the criteria, advanced searching can include: Words and phrases Numbers Wild card * at beginning, end, or within word...

The Subscriptions Page Advanced Search on Subscriptions Upon opening the Subscriptions module, the module returns results with a default search of all events associated to requests, tasks, persons, and organizations that your user account is subscribed to in the...

Performing an Advanced Search on Subscriptions Create the Search Request 1. Enter criteria in the Search box within the search module. Among the criteria, advanced searching can include: Words and phrases Numbers Wild card * at beginning, end, or within word or number...

The Tags Page Advanced Search on Tags The ArkCase FOIA Tags module enriches your information for future discovery. The Tags module allows users to add tags to requests, tasks, documents, etc. to categorize and enrich information. Users can then search using the Tags...

Performing an Advanced Search on Tags Create the Search Request 1. Enter criteria in either the Search box in Tags module. Among the criteria, advanced searching can include: Words and phrases Numbers Wild card * at beginning, end, or within word or number Use of AND...

The Cost Tracking Page Treeview on Costsheet Navigating Cost Tracking Adding Cost Tracking Content Creating, Editing, Sending a Costsheet for Approval The Cost Tracking module stores all your Costsheets. Each costsheet you create is listed in the Browse Panel of the...

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 sort or search on the list of costsheets.   Costsheet Elements Details section Use to create and display...

Expand Treeview and Navigate Icons View a Costsheet You can view one, several, or all sections of a Costsheet by expanding the Costsheet’s view. 1. Click a title from the Browse Panel. The Cost content—metadata and detail—opens in the Detail Frame. Expand Treeview and...

Viewing and Updating Global Information The Global Information Bar of a Costsheet is displayed while viewing any section in the module. The edit capability for all other summary information is based on permissions and your local configuration. Viewing Overview Details...

Creating a New Costsheet Creating a New Costsheet There are three ways to create a new Costsheet form within ArkCase FOIA. One way is from the Global New button next to the ArkCase FOIA logo in the top left of the webpage. The second way is click on the Cost Table on...

The Time Tracking Page Treeview of a Timesheet Navigating Time Tracking Adding Time Tracking Content Creating, Editing, Sending a Timesheet for Approval The Time Tracking module stores all your Timesheets. Each Timesheet you create is listed in the Tree Panel of...

Timesheet Treeview ArkCase FOIA displays a list of all Timesheets that you are authorized to view or act on in the Browse Panel. Within each Timesheet in the Browse Panel, there are 5 sub sections where you can locate and select specific content. Timesheet Elements...

View a Timesheet You can view one, several, or all sections of a Timesheet by expanding the Timesheet’s view. 1. Click a title from the Browse Panel. The Time content—metadata and detail—opens in the Detail Frame. Expand Treeview and Navigate Icons You can locate and...

Viewing and Updating Global Information The Global Information Bar of a Timesheet is displayed while viewing any section in the module. The edit capability for all other summary information is based on permissions and your local configuration. Viewing Overview Details...

Creating a New Timesheet Creating a New Timesheet There are three ways to create a new Timesheet form within ArkCase FOIA. One way is from the Global New button next to the ArkCase FOIA logo in the top left of the webpage. The second way is clicking on the Time Table...

The Audits Page   Running an Audit Report Viewing Audit Report   The Audit module makes available a set of parameters for specifying the content of an audit. Define the audit using the parameters (fields) in the Browse Panel. 1. Depending on the audit...

Audit Report Search Criteria Report Search Criteria Select the Report Name dropdown criteria in the Browse Panel of the Audit module. The criteria allows you to tailor results, and conserve search time and the amount of physical data returned. 1. In...

View Detailed Results of Audit Report Viewing Audit Report Results The reports are displayed in the Audit Report frame with up to 25 entries on a page. The report columns (content) depends on the report selected. Note: Your organization can personalize reports....

The Administration Page Security Dashboard Reports Forms Workflows Form/Workflow Link Application Branding Correspondence Management Document Managements Queues Media Services State of ArkCase Authorized users configure application settings within the...

Use this section to configure functional access, associate groups (LDAP and Ad-Hoc) to each application role, manage users, groups, calendars, etc. Authorized users can view the LDAP group structure and create and manage Ad-Hoc groups. Update LDAP Configuration Use...

Dashboard Configuration Use the Dashboard Configuration section to widgets which roles have access to. 1. In the Dashboard section, select Dashboard Configuration. The existing widgets will be displayed in the Browse Frame of the Admin module along with lists of the...

Update Reports Configuration for Role Assignment The Reports Configuration provides users the ability to manage all aspects of design, creating, updating, enhancing, and security for canned reports.  The Reports Configuration provides the following: Quick Access to...

Update Timesheet Configuration The Timesheet Configuration allows authorized users the ability to specify timesheet properties and add/edit charge roles and cost that will display on the timesheet form. Update Timesheet Properties 1. By default, all timesheet...

Update Workflow Configuration for Role Assignment The workflow configuration provides users the ability to manage all aspects of design, creating, updating, and enhancing workflow. The workflow configuration provides the following: Quick Access to workflow designer:...

Update Link Workflows to Actions in Application The Form and Workflow link allow workflows to be linked directly to actions or forms in the system.  This configuration dictates what actions happen and how workflows are triggered in the application. Clicking on the...

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. Update Label Configuration The Label Configuration is used to...

Update Logos The Logo Application can be updated to your personal logos. The header, login and email logos can be changed. Add New Header Logo 1. Click the button to add a header logo. 2. Now browse and select the new logo. 3. Now click open and the logo will be...

Correspondence Management functionality in the Administration module provides users the ability to manage all correspondences template documents and merge term values used in those documents. Upload, version, and delete correspondences templates Rollback to previous...

Update CMIS Configuration The CMIS Configuration section provides the ability to add, update, and test the CMIS connection. Adding New CMIS Connection 1. By clicking the button, the user can add a new CMIS connection and all the details. 2. Once the details have been...

Update Time to Complete Configuration The Time to Complete section allows the user to configure the details of how many days a request can be in the request workflow. Edit the Time to Compete Details 1. In the Application Section under FOIA Configuration, scroll down...

Update Transcription Management Configuration The Transcription Management section allows the user to configure the details of how a transcription will be handled, with the following options: Transcription (Enabled or not) Automated Transcription (on rich media file...

Run State of ArkCase Report The State of ArkCase allows authorized users the ability to run a report that provides high-level details of the State of ArkCase. 1. To run the report, click on the calendar and use the dropdown menu to enter the date the report should be...