Action History displays the actions performed on a Request along with details such as who has taken the actions, the date, and time. This allows the administrator or the primary user of the Request to review the progress made on the Request, in addition to providing insight into the actions taken by a FOIA officer to complete a Request. You can view the Action History of a Request at any time during its processing.
Steps to View the Action History of a Request
Open the Request for which to view the Action History.
Click Log/Reports. The Log/Reports screen displays as shown below.
Click Action History (highlighted in the image above). The Action History screen displays as shown below.
On the Action History screen, you can view the following information:
Field | Description |
Action | The action performed on the Request. |
Comments | The comments entered when performing an action on the Request. |
Action Taken By | The user name corresponding with a specific action. |
Action Date/Time | Date and Time when a particular action was performed. |
To view the complete comment details, double-click on an action, or select an action and click View Details. The following screen displays:
In addition, the following actions are available on this screen:
Action | Description |
View Details | View details of the selected Action History log item |
Export | Export the selected Action History Log item |
Print the selected Action History Log item | |
Print All | Print all items in the Action History Log |
Close | Close this screen |
Consultation Status Changed to Closed – Not Completed
When a consultation on the Request is set to the Closed – Not Completed status - whether applied to a single consultation or to several consultations at once - the system records a separate audit entry for each affected consultation in the Action History of the parent Request. The entry includes the following details:
Field | Value Shown |
|---|---|
Action | Consultation Status Changed |
Comments | Status changed from [Old Status] to Closed – Not Completed for consultation [Consultation Reference] ([Type] / [Sent To]). Comment: [User Comment] |
Action Taken By | The username of the person who changed the status. |
Action Date/Time | Date and time when the status change was performed. |
Notes:
If a consultation is already in Closed – Not Completed status and the consultation is re-saved without an actual status change, no additional audit entry is created.
While the parent Request is still open, a consultation in Closed – Not Completed status can be changed back to any other valid consultation status. That change is also recorded in the Action History with the old status, new status, user, and timestamp.
Once the parent Request is closed, the consultation status becomes read-only. No further status changes are permitted, and no additional audit entries are created.
Consultations updated before the Closed – Not Completed status was introduced do not have retroactive audit records.
Note: When Actions are taken on a Request for Documents that went to an "Other" location, the Action History includes details about that location.
Note: When viewing Action History, all attachment subjects/file names are included as part of the Correspondence Sent action.
Note: Double-click on any Sub Requests to view the actions taken on them and the exemption codes that have been applied. When a Request is re-closed after an amendment and the documents are delivered for a Request, the Action History will be updated with the appropriate entries. The final closed date will be used to calculate the median days for the Annual Report. The Target Date Changed screen displays the changes in the target date of the Request. Transfer Request comments for the Open Government Act will be updated with the appropriate information.