Consultations

Consultations Permissions

To create a Consultation, you must have permission.

In the administration window, select the Document management
Click the File Cabinet Drawer Roles
Click New
In the New File Cabinet Drawer window, enter the mandatory Role Name and Description
In the Role Permission, select the checkbox of Page-level Consultations and Send/Save Consultations
Once done, click Save

Consultation Types

In Request management, select Consultation Types
In Consultation Types, click New to create new consultation type or select an existing type

The Consultation types are:

For ATIPXpress: Internal, Cabinet Confidence Confirmation, Third Party, OGD (Other Government Departments), PI Consent
For FOIAXpress: Internal, External, Third Party
- To edit the type, click the Consultation type

Select the mandatory Type from the drop down menu
Once done, click Save

Create Consultations

To create Consultations, follow these steps: .

In the request window, select Add/Search/ View/ Documents
In Review Log Documents, select a document
Click Open Documents
Select a page, and right-click on page

Click Create Consultation
In the Create Consultation window, select Create New Consultation or Add to Existing Consultation

Enter the mandatory Consultation Name and select an Email template from the drop-down menu

NOTE: The consultation name cannot be longer than 255 characters.

Click the Edit icon next to the email template to customize the Email Template
Select the Consultation location

Click Create Consultation Location to create new consultation location

Enter the details, click Save
Select the Consultation mode from the drop-down

Consultation Modes include:

Save in Collaboration: Saves the data for internal collaboration.
Save and Send via Email: Saves the data and sends it to the selected recipients via email.
To edit the page information, click Setting icon from the Include Review Object
You can view the Consultation tab in the left grid
If you create a consultation and a consultation with the same name already exists, a suggested name appears by adding_copy to the original name.

NOTE: If adding _copy makes the name longer than 255 characters, an alert appears indicating the consultation name already exists and must be unique.

If the package already contains a folder or section with the same name, a new folder is created with a number suffix, such as Folder Name (1), Folder Name (2), and so on.
By default, the file name uses the Request Tracking Number; for page-level consultations, you can edit the file name. Any special characters are replaced with _.

Customize Email template

You can customize the email template,

In the consultation window, click the ellipsis menu and click Send
Under Delivery options, select Send by Email or Save to Local Disk

NOTE: When you select Send by Email, Dispatch Date is set to the current date and you cannot change it.

1. Send by Email (Via Email/Save)

By Send by Email, the Dispatch Date will be auto-selected as per the current date, and the user cannot change the date.
File Name will be auto-generated, but you can change it.
Select the format option from the drop-down. The options are PDF, Image, and Multi-Page File (TIF)

NOTE: When you send the consultation package via email, the file cabinet drawer folder is removed from the package.

Email Template

Select email templates from the dropdown
Click Edit icon next to the Email Template to Customize Email Template

NOTE: If you edit the subject or body of the email during creation, those edits remain unchanged until you send the consultation email. If you do not make edits, the selected template is sent as-is.

Change the email template after making edits

If you edit the subject or body of an email template and then select a different template, a confirmation message appears.

Click Cancel to keep the previously selected template and your edits.
Click Continue to apply the newly selected template and discard your previous edits.

Email Types are User email and User Action Office Email

Enter the mandatory details
When you customize the email template, the platform will display the previously stored changes made during creation.
Once done, click Save

2. Save to Local Disk:

On change of method to save to local disk, only file details will be available, and user can change the relevant information along with Dispatch date
Enter the mandatory file name
Select the Format from the drop-down list

NOTE: If you edit the subject or body of the email during creation, those edits must be saved and remain unchanged until the consultation email is sent. If you have no edits, the template will be sent as it is.