The initial phase in processing a Request is when the FOIA officer receives the Request. When the Request is received, the system will automatically assign it a unique Request number. This number is generated based on the Request number format configured when the Request type is created.
After a Request is received, you can enter the Request Details on the Create Request screen. The user creating the Request will be the primary user for that Request (until the Request is assigned to another user). To add/scan an attachment or a Request letter to a Request, the Request should be assigned to you and requires the "Modify Request" Permission.
You can also edit the Request details or delete the request, using the steps outlined on this page.
Create a Request
Click Requests > Create Request. The Create Request screen displays as shown in the sample below. Note that the fields on this screen are configuration-based, and some of the fields in this example may not appear in your instance of FOIAXpress:
Enter information in the fields described below as necessary.
Field | Description |
Requester Details | |
Requester | The person who submitted the Request. Use the Ellipsis icon to search for an existing requester. |
Category | The type of Requester. |
Organization | Organization associated with the Requester |
On Behalf Of | If the Request was submitted on behalf of another person, you can click the Ellipsis icon to search for or create a new Requester for whom the Request was submitted. |
Address Details | Click to expand this header |
Shipping Address | |
Address 1 | The address of the Requester. |
Address 2 | The secondary address of the Requester (if any). |
City | The city where the Requester is located. |
Country | The country where the Requester is located. |
State/Province | The state where the Requester is located. |
ZIP Code | The Zip Code where the Requester is located. |
Billing Address | |
Address 1 | The address of the Requester. |
Address 2 | The secondary address of the Requester (if any). |
City | The city where the Requester is located. |
Country | The country where the Requester is located. |
State/Province | The state where the Requester is located. |
ZIP Code | The Zip Code where the Requester is located. |
Request Details | |
Action Office | The Action Office associated with the Request. |
Request Type | The type of Request based on the type of information being requested. |
Received Mode | The mode in which the Request was received. |
Multi-Track Type | The level of complexity of the Request. (!!) Note: This option will only appear if the system is configured for Multi-Track Processing. |
Requested Date | The date the Request was sent. |
Received Date | The date the Request was received. |
Request Owner | User who owns the Request |
Primary Assigned | The user who is assigned as the primary user for the Request. |
Priority | The priority level of the Request. Priority Codes can be created and modified under Administration > Lookups > Priority Codes. |
Delivery Mode | The mode in which the Request will be delivered to the Requester. |
Method of Payment | The method in which the Requester will submit payment. |
Description | |
Restricted | When this checkbox is selected, the Request Description will be hidden when viewing reports. |
Date Range for Record Search | The date range within which Request Description records will be searched. |
Description | The Request Description provided by the Requester. |
Sub Requests | |
Restricted | When selected, the Sub Requests will be hidden when viewing reports |
Sub Requests | This field allows you to add, edit, and remove Sub Requests within the Request. |
Expedite Requested | |
Expedite Requested | This field requires you to indicate whether the Requester has asked for his Request to be expedited. If you select Yes, you must enter the Start Date, End Date, Determination, and Expedite Description |
Fee Waiver Requested | |
Fee Waiver Requested | This field requires you to indicate whether the Requester has requested a Fee Waiver. If you select Yes, you must enter the Start Date, End Date, Determination, and Expedite Description. |
Proof of Identity/Consent | |
Proof of Identity/Consent | Select Yes to capture proof of identity information. You can capture documentation in the Drag and Drop Zone. |
Date Received | Use the Calendar icon to select the date the proof of identity was received. |
Proof of Identity/Consent Notes | Capture notes about the proof of identity information. |
Fee Details | |
Willing Amount | The amount of money the Requester is willing to pay. |
Willing to Pay All Fees | You can select this checkbox if the Requester is willing to pay all fees. |
Comments | |
Comments | Any additional comments. |
Click Save.
NOTE: If configured to, the system will automatically prompt to send correspondence to the requester after creating the request. In addition, if the user has an existing PAL account in the system, a different prompt appears noting "This requester has a profile in the Public Access link (PAL) and will receive an automated email notification of the receipt of this request. Do you want to send additional correspondence to the requester?" This will help avoid sending a duplicate notifications.
Edit a Request (Request Information Tab)
After a Request is created, its Request Information can be edited.
NOTE: Request Information can only be edited for open Requests.
Open the Request you want to edit. The Request Information screen displays:
Edit the fields as needed.
Click Save.
NOTE: The numbers beside the Received Date ("X of Y open") indicates the ordering of this request (X) out of the total number of open requests (Y) by received date.
Delete a Request
Users with the required Permissions can delete Requests from the FOIAXpress database. Once you delete a Request, the request is temporarily moved to the Request Recycle Bin before all details related to the Request are deleted from the database. Deleted requests are no longer be available to view or perform actions, and requests in the Request Recycle Bin are not included in searches or reports.
Users deleting requests will always be prompted with a message that the request will be held in the Request Recycle Bin before being permanently deleted.
NOTE: If you have the "Special Delete" Permission assigned, you can delete Requests regardless of their Request status. A Request can be deleted only by the Admin, the Admin group, or the primary user for that Request.
Follow the steps below to delete a Request:
Open the Request you want to delete.
Click More Actions on the left-side menu. The More Actions screen displays.
Click Delete this Request (Highlighted in the image above).
A verification message displays. Click OK to move the request to the Request Recycle Bin.
Note: This message may look slightly different depending on whether the Request being deleted is linked with other Requests.After clicking OK, a confirmation message displays. The request is now held in the Request Recycle Bin for the configured number of days before being permanently deleted.