An Action Office is a location (region or department) that shares your instance of FOIAXpress for receiving and responding to Requests. If your implementation of FOIAXpress has multiple Action Offices, the Action Office option can be used to control:
User Groups
Permissions
File Cabinet Drawers
Correspondence Templates
Annual Report Breakdown options
The Action Office defaults to the user's assigned user group.
NOTE: All Action Office drop-down menus throughout the application are displayed in a hierarchical or single office (standard) view, as shown under the Office Code field in the Action Offices window below.
Create Action Office
You can create as many Action Offices as you require. Each Action Office is identified with a specific Office Code to track Requests that originate from that office. Action Offices must be defined prior to creating user groups.
Follow the steps below to create an action office:
Click Administration > Organization Setup > Action Offices. The Action Offices window displays as shown below.
Click New. The New Action Office window displays as shown below.
Enter information in the fields described below per your agency's requirements.
Field | Description |
|---|---|
Action Office Information | |
Office Code | An identifier or symbol assigned to an office that may/may not relate to the Action Office. |
Office Name | The name of the Action Office. |
Office Details | A brief description of the Action Office. |
The electronic mail address assigned to the Action Office. | |
Phone Number | The telephone number assigned to the Action Office. |
Parent Office | The office under which the Action Office is assigned. |
Active | When selected, activates the Action Office for use in the application. |
Show in PAL (Public Access Link) | When selected, displays the Action Office in PAL. |
Keep Remittance Address same as Correspondence Address Information | Enables the Address 1, Address 2, City, States (US), and Zip Code fields to be automatically populated with the same information as Correspondence Address, once saved. The United States is automatically populated as the default Country. The Remittance Address represents the location where an invoice is sent for services rendered. |
Correspondence Address | |
Address 1 | The street location of the Action Office. |
Address 2 | The subsequent location of the Action Office, such as Suite, Building, Province, etc. |
City | The name of the city where the Action Office is located. |
Country | The name of the country where the Action Office is located. |
State (US) | The two-digit representation of the state where the Action Office is located. |
Zip Code | The five or nine-digit postal code where the Action Office is located. |
Remittance Address | |
Address 1 | The street location of the Action Office. |
Address 2 | The subsequent location of the Action Office, such as Suite, Building, Province, etc. |
City | The name of the city where the Action Office is located. |
Country | The name of the country where the Action Office is located. |
State (US) | The two-digit representation of the state where the Action Office is located. |
Zip Code | The five or nine-digit postal code where the Action Office is located. |
Click Save. A verification message displays as shown below.
Click OK.
Edit Action Office
Users with the required Permissions can edit Action Office Information.
Follow the steps below to edit an action office:
Click Administration > Organization Setup > Action Offices. The Action Offices screen displays.
Select an Action Office from the list. The first Action Office is selected by default.
Click Edit. The Edit Action Office screen displays for the selected Action Office as shown below.
Make any necessary changes to the fields. See Create Action Office for a descriptions of these fields.
Click Save. A verification message appears
Click OK. A confirmation message displays
Click OK.
Delete Action Office
Users with the required Permissions can delete an Action Office. However, an Action Office cannot be deleted if it is associated with a User Group or open Request.
Follow the steps below to delete an action office:
Click Administration > Organization Setup > Action Offices. The Action Offices screen displays as shown below.
Select the Action Office to delete.
Click Delete. A verification message displays as shown below.
Click OK.