The Consultation Review Log provides detailed information about your correspondence regarding consultation reviews. It displays information about the Requests/documents that have been sent for consultation review, those returned, and those reviewed after importing from the consultation client. It also displays information for each Request, including the reviewer's name and comments, along with document information. From the Consultation Review Log, you can take action on Requests and view the Action(s) Log, which stores information about the actions taken on the documents received from consultation review. The Action(s) Log is useful for agencies not using RedactXpress for document consultation review.
The following actions are described below:
Accessing Consultation Review Log
Viewing Details
Taking Actions
Sending Reminders by Email
Sending Reminders by Print
Print/Print All
Viewing Action Log
Exporting
Delete Review Log Entry
In addition to the steps below, please see Add Documents for Consultation Review and Import from RedactXpress for additional details on sending and receiving documents from Consultation review
Steps to Access the Consultation Review Log
Click Document Management > Consultations Review Log. The Consultations Review Log screen displays as shown below.
Enter information in the following Search Criteria fields as necessary:
Field | Description |
Request # | The identification number assigned to the Request. |
User | The name of the user who performed the action on the review document. |
Review Status | The review status of the documents sent for consultation. |
Action Office | The Action Office associated with the consultation review. |
Location(s) Referred | The name of the consultation location(s) to which the document consultation was sent. By default, All is selected, and all consultation locations will be included in the search results. |
Other | Enter relevant information in this field that you want to use as a search criterion. |
Due Date From...To... | The time period during which the consultation review was due. |
Notification Date From...To... | The time period during which a consultation review notification was sent. |
Completed Date From...To... | The time period during which the consultation review was completed. |
Click Search. Search results display in the Consultation Review Log as shown below:
The information below displays on this screen:
Field | Description |
Review ID | Name and ID of whoever performed the action. |
Location(s) Referred | Location where documents were sent for consultation review. |
Request # | The identification number assigned to the Request, for which the documents have been sent for consultation review. |
Due Date | The target date by which the consultation review should be completed. |
Notification Date | The date on which a notification was sent regarding the documents sent for consultations review. |
Last Action Date | The date on which the last action was taken on the consultation review document. |
Completed Date | The date on which the consultation review was completed. |
Status | The present status of the documents. Documents sent for consultation review will have a "Sent" status. Documents imported from consultation review will have a "Received" status. Documents that have been reviewed will have a "Reviewed" status. The status of the documents will change from "Sent" to "Received" and "Received" to "Reviewed" as the corresponding actions are taken. |
You can take the following actions on this screen:
Action | Description |
View Details | View details of a Consultation Review Log entry. |
Delete | Delete a Consultation Review Log entry. |
Take Action | Perform actions on the documents that have been received from consultation review. |
Send Reminder by Email | Send a reminder by email to the consultation location. |
Send Reminder by Print | Send a reminder by print to the consultation location. |
Action(s) Log | View a log of all actions taken a Consultation Review Log entry. |
Refresh | Refresh the Consultation Review Log. |
Print the current page being viewed in the Consultation Review Log. | |
Print All | Print all pages in the Consultation Review Log. |
Export | Export the selected Consultation Review Log entry. |
Steps to View Details
Select the Consultation Review Log entry for which you want to view details.
Click View Details. The View Details window displays for the selected entry as shown below.
You can view the following information on this screen:
Field | Description |
Consultation Details | |
Location(s) Referred | The name of the consultation location(s) to which the document(s) were referred. |
Delivery Type | The mode of sending/receiving document(s) to/from consultation review. |
Sender Comments | Comments entered by the user who sent the document(s) for consultation review. |
Reviewer Comments | Comments entered by the user who reviewed the document(s). |
Document Details | |
File Cabinet Drawer | The File Cabinet Drawer in which the document(s) are located. |
Folder Name | The name of the Folder in which the document(s) are located. |
Review Layer Name | The name of the Review Layer applied to the document(s). |
Click Close to exit the View Details window.
Deleting a Consultation Review Log
Users can delete an entry from the Consultation Review Log. Once you delete an entry, all details pertaining to it will be deleted from the database and will no longer be available for viewing or performing further actions. Follow the steps below to delete a Consultation Review Log entry:
Click Document Management > Consultations Review Log. The Consultations Review Log screen displays as shown below.
Enter information in the following Search Criteria fields as necessary to locate the Consultation Review Log entry you want to delete.
Click Search. Search results display in the Consultation Review Log.
Select the Consultation Review Log entry you want to delete.
Click Delete. A verification message displays. The text below is a sample and will change depending on the status of the Request and review:
Click OK. A confirmation message displays as shown below.
Click OK.
Steps to Take Action
Select the Consultation Review Log entry you want to take action on.
Click Take Action. The Take Action window displays for the selected Consultation Review Log entry, as shown below.
Enter information in the following fields as necessary:
Field | Description |
Action Date | The date on which the action is being taken. The current date will be entered by default. You can use the calendar icon to change the date. |
Status | Select a Status from the drop-down menu. |
Comments | Enter any Comments about the review. |
Due Date | The date on which the new action is due to be completed. The current date will be entered by default. You can use the calendar icon to change the date. |
Completed | Select the Completed checkbox if the new action has been completed. |
Completed Date | This field displays if the Completed checkbox is selected. Enter the date on which the new action was completed. You can also use the calendar icon to select a date. |
Attachment | Attachment allows users to attach files, Scan File scans files, and the Drag and Drop Zone allows files to be dragged and dropped to upload. All added files display under the Files List. |
Click Save.
Note: If you did not select a Status, a verification message displays as shown below. Click OK to continue without selecting a Status, or click Cancel to exit the message window, select a Status, then click Save.
Closed – Not Completed Status
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The Status drop-down on the Take Action screen includes a new system-defined value, Closed – Not Completed. Use this status to close a consultation that was never completed (for example, because the consultation location did not respond) so that the parent FOIA / ATIP request can still be closed without misclassifying the consultation as Completed.
When to use it:
Select Closed – Not Completed from the Status drop-down whenever a consultation needs to be closed but did not actually run to completion.
The status is available out of the box after the system upgrades — no administrator configuration is required.
How the Take Action screen behaves when this status is selected:
The Comments field becomes mandatory. A maximum of 2000 characters is accepted; the field prevents further input once the limit is reached.
The Completed checkbox is automatically selected and becomes read-only / disabled; it cannot be cleared while Closed – Not Completed is the selected Status.
If the Status is later changed to a different value, the Completed checkbox becomes editable again, and the Completed Date returns to the existing user-controlled behavior.
Saving the form:
On successful Save, the consultation status is updated to Closed – Not Completed, and the comment is saved with the consultation record.
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Send Reminder by Email
You can send a reminder by email to the consultation location.
Select the Consultation Review Log entry for which you want to send a reminder by email.
Click Send Reminder by Email. The Send Reminder by Email window displays as shown below.
Enter information in the following fields as necessary:
Field | Description |
From Email Type | From Email Type, selected from the drop-down menu. Options include User Email and User Action Office Email. |
E-mail Template | Use an E-mail template by selecting an E-mail Template from the drop-down menu. |
From Email | Email address from which the email will be sent. The user's email address will be entered by default. |
To | Email address(es) to which the email is being sent. To select users (and their corresponding email address) from the Global Address List, click To to open the Global Address List, use the search Filter as necessary, select recipient(s) from the Source List, click To, and then click OK. |
Cc | Send the email as a carbon copy, enter the email address(es) to which the email is being sent as a carbon copy. To select users (and their corresponding email address) from the Global Address List, click Cc to open the Global Address List, use the search Filter as necessary, select recipient(s) from the Source List, click Cc, and then click OK. |
Bcc | Send the email as a blind carbon copy, enter the email address(es) to which the email is being sent as a blind carbon copy. To select users (and their corresponding email address) from the Global Address List, click Bcc to open the Global Address List, use the search Filter as necessary, select recipient(s) from the Source List, click Bcc, and then click OK. |
Subject | The Subject of the email. |
Delivery Receipt | If you want to receive a receipt after the email has been delivered. |
Read Receipt | If you want to receive a receipt after the email has been read. |
Email Body | The message you want to include. |
Click Send.
Send Reminder by Print
You can print a reminder to the Consultation Location.
Select the Consultation Review Log entry for which you want to send a reminder by print.
Click Send Reminder by Print. The screen below appears:
Enter information in the fields described below as necessary.
Field | Description |
From | Sending party for the print reminder (automatically populates with your User ID) |
To | Recipient Email of the print reminder |
Subject | Subject line of the print reminder |
Message | Message body of the print reminder |
When all fields are filled. Click Send to send the print reminder.
Steps to View Action(s) Log
The Action(s) Log records all actions taken on a document that has been sent to or received from consultation review.
Select the Consultation Review Log entry for which you want to view the Action(s) Log.
Click Action(s) Log. The Action(s) Log window displays as shown below.
The following information can be viewed on this screen:
Field | Description |
Action ID | The identification number assigned to the action. |
Status | The status of the action. |
Action Date | The date on which the action was performed. |
Completed Date | The date on which the action was completed. |
Comments | Any comments about the action. |
View Attachment | Click to view any attachments. |
Closed – Not Completed Status
Print/Print All Reminders
You can print a reminder to the Consultation Location.
Select the Consultation Review Log entry you want to print.
Click Print to print the current page being viewed in the Consultation Review Log, or Print All to print all pages. The following screen displays:
Click Print.
Modify the print settings as necessary.
Click Print.
Steps to Export
You can export the Consultation Review Log to a file on your disk drive.
Click Export. The Export window displays as shown below.
Select a file format under Export Options.
Under Page Options, select either All Pages or Current Page.
Click Export.
Marked Pages Column
The Marked Pages column in the Review Log Documents Grid displays the count of pages that have been marked for consultation per document, broken down by Program Office. The column is visible only to users who have the Send/Save Consultations permission.
For details on how to mark pages for consultation, refer to the Mark Pages for Consultation section in the Send Documents for Consultation Review article.
Column Display Format
If pages are marked for the document: "{X} Marked page(s)" — for example, "5 Marked page(s)".
If no pages are marked for the document: "0 Marked page(s)".
The value updates dynamically as pages are marked or unmarked from the Document Viewer.
Viewing the Marked Pages Bifurcation
To view a per-Program Office breakdown of which pages have been marked for a document, click the Marked Pages column value for that row. The Marked Pages modal opens and displays the bifurcation details.
Pages are grouped by sections under each Program Office. Grouping makes it possible to tell which page belongs to which section when a document contains multiple sections - for example, Page 3 of Section 1 and Page 3 of Section 2 are shown under their respective section headings instead of appearing as duplicate 3, 3 entries in a flat list.
The Marked Pages modal displays the following information for each Program Office that has marked pages on the document:
Field | Description |
|---|---|
Program Office | The name of the Program Office for which pages have been marked. |
Total Page(s) | The total number of pages marked for that Program Office on this document. Format: "{X} Page(s)". |
Section Name | The name of the section that contains the marked pages. Shown only when the document contains sections, and the user has marked one or more pages from inside that section. If the document has no sections, or no pages were selected from within a section, this row is omitted. |
Page Numbers | The individual page numbers of the document that have been marked for that Program Office. Page numbers are listed in ascending order, separated by commas (for example: 3, 5, 7). |
NOTE:
If the document has no sections, or the user marked only top-level pages and did not select any pages from inside a section, the modal shows the Program Office row in the original flat layout - Program Office / Total Page(s) / Page Numbers — without a Section Name row.
If the user marked an entire section without selecting individual pages within it, the modal shows the section name and total page count but does not list individual page numbers.
Each Program Office that has at least one marked page on the document appears as a separate row in the modal. If no pages are marked for any Program Office, the modal does not open - the column value displays as "0 Marked page(s)" instead.