How you create a new Requester depends on your current location in FOIAXpress. Two methods are available for creating new Requesters:
From the top toolbar: You can create a new Requester from anywhere in the application by clicking Requesters > Create Requester.
From the Search Requesters Screen: If you are already on the Search Requesters screen and want to add a new Requester, click New.
You can also edit and delete Requesters that have been created in your application. See the sections below for steps to create, edit, and delete Requesters.
Steps to Create Requester from the Toolbar
From the top toolbar, click Requesters > Create Requester. The Create Requester screen appears as shown below.
Enter all necessary information in the following Create Requester fields. We recommend adding as much information as you have available.
Field | Description |
|---|---|
Personal Information | |
Prefix | An abbreviation such as Dr, Mr, Mrs, Ms, or Miss that appears before the Requester's name. You can create additional prefixes, if needed, from Administration > Lookups > Requester Prefixes. |
First Name | The first name of the Requester. |
Middle Name | The middle name of the Requester. |
Last Name | The surname of the Requester. |
Suffix | An abbreviation such as, Sr, Jr, I, II, III, or IV that appears after the last name of the requester. You can create additional suffixes, if needed, from Administration > Lookups > Requester Suffixes. |
Job Title | The Requester's official position in the organization. |
Contact Information | |
Home Phone | Residential phone number. |
Work Phone1 | Office phone number. |
Work Phone2 | Alternative office phone number if applicable. |
Mobile | Requester's mobile phone number. |
Fax | Fax number at the Requester's home or office. |
Email address of the Requester. | |
General Information | |
Organization | The Requester's organization. |
Category | The category the Requester belongs to. The following options are available from the drop-down menu: Commercial Organization, Educational or Non-Commercial Scientific, Federal Government, News Media and Other. |
Address | |
Address 1 | Residential or company address of the Requester. |
Address 2 | Second address (if any). |
City | City where the Requester is located. |
Country | Country where the Requester is located. |
State/Province | State where the Requester is located. |
Zip Code | Zip Code where the Requester is located. |
Public Access Link Login Information | |
Public Access Link Login Information | PAL (Public Access Link) appears on this screen if PAL has been purchased and the PAL option is enabled under Administration > System Configuration > PAL Configuration. |
Active | Check the box to make the Requester active in the PAL system. |
Login | Unique login ID of the Requester for PAL. |
Notes | |
Notes | Enter any comments about the Requester or the Request. |
Click Save. A confirmation message displays.
Click Create Request to open the Create Request screen and create a Request to associate with the Requester, or click OK to return to the Search Requesters screen.
Create a New Requester from the Requesters Search Screen
Click Requesters > Search Requesters. The Search Requesters screen displays as shown below.
Click Search. The list of existing Requesters displays in the search results.
Click New.
The Create Requester screen displays as shown below. Follow the process in the Steps to Create Requester from Requesters Tab section above, starting at Step 2, to complete the Requester creation process.
Duplicate Requester Details
When saving a new Requester, FOIAXpress checks to see if there are any potentially matching profiles in the system. Any Requesters with similar first and last names are listed on the Duplicate Requesters screen as shown below.
If you create more than one Requester with similar information, the Duplicate Requesters screen will appear with the following options:
Click Save as New Requester Profile to save the new Requester.
Click Cancel to close the screen and go back to the Create Requester screen.
Double-click on an existing Requester's name to view their information
Edit the Requester Details
To edit an existing Requester profile:
Click Requesters > Search Requesters. The Search Requesters screen displays.
Search for the Requester using the search fields, then click Search. The Requesters screen displays matching results/
Select the Requester you want to edit.
Click Edit. The Edit Requester screen displays and will include Requester Details and Requester History tabs.
NOTE: If you have checked the Delinquent checkbox for a Requester with no current balance, you will see a message prompting you to un-check the Delinquent checkbox. However, if you wish to continue, you can still save the information.
On the Requester Details tab, edit the Requester details as needed, then Click Save to save the settings, or Cancel to abort.
NOTE: If a Requester's address is updated, after clicking Save users will be prompted to either update the address retroactively (for all open and closed Requests) or date forward (for open and any new Requests).
Delete a Requester
You can delete Requesters from your Requesters list if they are not associated with open/active Requests.
Click Requesters > Search Requesters. The Search Requesters screen displays.
After entering the necessary criteria, click Search.
From the search results, select the Requester you want to delete, then click Delete:
A verification message displays. Click OK to continue.
A confirmation message displays, and the Requester is removed from the system.