After the documents or the requested records have been delivered to the Requester and no further tasks are pending on the Request, the Request can be "Closed". Requests can be closed after their status has been changed to "Disposition Accepted", "Documents Delivered, or "Amended." You cannot close a Request with the status "Delivery Pending."
System-Generated Page Counts
When you open the Close Request screen, values for Pages Reviewed and Pages Released are displayed. These values are calculated based on the Document Review Flags assigned to pages in the request and their configured counting properties. You can review and, if necessary, manually adjust these values before closing the request.
Steps to Close a Request
Open the Request you want to close.
Click Close Request. The Close Request screen displays as shown below.
Enter information in the following fields as needed:
Field | Description |
|---|---|
Closed Date | The date when the Request was closed. |
Pages Reviewed | The total number of pages reviewed for the request. |
Pages Released | The total number of pages released for the request. |
Number of Pages Released | The total number of pages released. |
Number of Pages Reviewed | The total number of pages reviewed. |
Number of Records Posted for Public Inspection | The total number of records posted for public inspection |
Notes | Any relevant Notes. |
Resolve Open Consultations During Closure
If the Request has one or more open consultations when you close it, an Open Consultations section appears on the Close Request screen, between the Closed Details fields and the Notes field. This section lets you resolve all of the Request's open consultations in a single step as part of closing the Request, instead of opening and resolving each consultation individually.
NOTE: The Open Consultations section appears only when the Request has at least one open consultation. If the Request has no open consultations, the section is hidden, and the Close Request screen behaves as it always has.
The Open Consultations section lists every open consultation for the Request in a grid with the following columns:
Column | Description |
|---|---|
Consultation Reference | The reference identifier of the open consultation. |
Sent To | The recipient the consultation was sent to. |
Date Sent | The date the consultation was sent. |
Current Status | The current status of the consultation. |
Action to Apply | The action applied to the consultation when the Request is closed. Closed – Not Completed is the only available option and is selected by default. |
NOTE: Every open consultation listed in the grid is resolved when you close the Request. You cannot exclude individual consultations from the grid — the Closed – Not Completed action is applied to all of them.
Pages Reviewed and Pages Released values are determined by the Exclude from Pages Reviewed and Exclude from Pages Released properties configured on each Document Review Flag. By default, all pages are included in both counts unless their assigned flag explicitly excludes them. To configure these properties, go to Administration > Lookups > Document Review Flags.
For more information, see Document Review Flags.
Release Format Auto-Population
When you select a release format, the Pages Reviewed and Pages Released values auto-populate into the corresponding fields of the first selected format only. If you select additional release formats, those formats do not auto-populate and must be filled in manually.
Review the auto-populated values before closing the Request. You can adjust the values for any release format at any time before clicking Save.
Overriding Page Count Values
You may manually adjust the Pages Reviewed and Pages Released values at any time before closing the Request. The following rules apply:
Changing a value in one release format does not affect values in any other format.
All values you enter or adjust are preserved until the Request is closed.
Click Save. A verification message displays as shown below (if the system is configured for Multi-track).
Click Yes to close the Request.
Finalized Page Counts
Once you close a Request, the Pages Reviewed and Pages Released values you confirmed on the Close Request screen become the final counts. These finalized values are saved and are not recalculated from document data after closing.
All reports, including the Request Details Report, statistical reports, and raw data exports, use the finalized page count from the Close Request screen. If you updated the values before closing, all reports reflect those updated final values.
Page Count Calculation Rules
The page count values are determined by the Exclude from Pages Reviewed and Exclude from Pages Released properties configured on each Document Review Flag. These properties are set by administrators under Administration > Lookups > Document Review Flags.
For more information, see Document Review Flags.
Page counts follow these rules:
Page inclusion in reviewed and released counts is determined solely by Document Review Flag exclusion properties. Actions such as redaction, replacement, or delivery do not affect these counts.
Page count calculations are based on the latest reviewed version of each document and do not consider prior versions.
If an administrator changes the exclusion properties of a Document Review Flag, those changes are applicable to all open Requests but are never applied to closed Requests.