Accessing Portal Administration

Portal users with Administrator access can click the Administration tab on their Collaboration Portal Home Screen.

Administration section highlighted in the dashboard showing no tasks found message.

The Administration tab opens to the System Configuration screen.

System configuration interface displaying various administrative options and an error message.

Within the Administration folder, you will find System Configuration, System Administration, Security, Organization Setup, and Jobs configuration pages. See the following sections for details on each.

System Configuration

The System Configuration page allows Administrators to configure the topics listed below. Access System Configuration by navigating to Administration > System Configuration.

System configuration options including error messages and various templates for administration.

The following subsections cover each component of the System Configuration page.

Application Templates

Open the Application Templates page (Administration > System Configuration > Application Templates) to view and edit email templates used in Collaboration Portal.

List of application templates with names, subjects, and created dates displayed.

To make changes to an application template:

Select the template, then click Edit Application Templates
The Edit Application Template screen appears. From here, you can rename the Email Template and/or set the Email Subject

List of application templates with names, subjects, and created dates displayed.

In the main text field, edit the content of the email body
Make sure to click Save when you’re finished

Correspondence Configuration

The Correspondence Configuration page has options to configure allowed Correspondence formats. Use the checkboxes to indicate which file formats should be available when uploading an attachment to the Correspondence Log of a request.

List of application templates with names, subjects, and created dates displayed.

Make sure to click Save when you’re finished making changes.

Document Review Flags

You can view the list of system Document Review Flags and add/remove flags in Administration. Navigate to Administration > System Configuration > Document Review Flags.

A screenshot of a computer Description automatically generated

To make changes to an existing flag, click its title. The Document Review Flag Details screen opens. Here, you can change the flag title or mark it active/inactive using the Active checkbox. When you’re finished, click Save.

Email Templates

Collaboration Portal includes several built-in email templates to alert users when certain events occur in the system.

Email Template Descriptions

Open the Email Templates page (Administration > System Configuration > Email Templates) to access system email templates.

Template	Description
Program Office Notification of Portal User ID	Notification sent to the Program Office contact when an account is created for that office; includes the user login ID.
Password Information	Notification sent to the Program Office contact when an account is created for that office; includes the login password.
Forgot Password	When a portal user forgets their password, this notification is sent with a temporary password.
Forgot Password Identification Code Notification	A security token provided with a Forgot Password request. The code is only valid during the current session.
Consultation Assignment Notification	Notification sent to the Program Office contact when a consultation assignment is sent to the portal.
Request for Documents Assignment Notification	Notification sent to the Program Office contact when a request for documents assignment is sent to the portal.
Request Message Notification	Notification sent relating to request messages.
Deactivated Reason	When a user account is deactivated, this message is sent to their email stating the reason for the deactivation.
Completed Task Notification	Notification sent when a task is completed in the portal.
Message Notification to FX	Notification sent to FX when a message is logged on a request.
Message Notification to Portal	Message sent to portal user email when a message is sent to the portal from FOIAXpress.
Receipt Confirmed	Notification sent to the originating office when a request is received in the portal.
OTP Notification	Notification sent when a user requests a one-time passcode.
Request for Documents Task Deletion	Message sent to user when a document is removed from their assigned RFD Tasks.
Consultation Task Deletion	Message sent to user when a document is removed from their assigned Consultation Tasks.

Edit an Existing Email Template

To make changes to an email template:

Select the template, then click Edit Templates
The Edit Email Template screen appears. From here, you can rename the Email Template and/or set the Email Subject

Email template for notifying task deletion with placeholders for request details.

In the main text field, you can edit the content of the email body

NOTE: Click Insert Fields to add a field that will auto-populate based on the request data, such as the Request ID or Sender Last Name.

Menu options for inserting fields like Application Title and Email in a form.

Click Save when you’re finished

Error Message

You can customize the text that appears when a Collaboration Portal user encounters an error. Navigate to Administration > System Configuration > Error Message. The Error Message Configuration screen opens.

Configuration settings for error messages, including email address and body fields.

Enter the message you’d like to appear along with the system error message in the (A) Error Message field
In the (B) Email Address and Email Body fields, enter the email address(es) that should receive error messages from the system and the message content
When you’re finished, click (C) Save

Find and Redact Patterns

Review and edit the Find and Redact Patterns used by Collaboration Portal in the Find and Redact Patterns page of the Administration folder.

Table displaying various data patterns for redaction, including credit card numbers and emails.

Create a Find and Redact Pattern Link

To create a new pattern, navigate to Administration > System Configuration > Find and Redact Patterns.

Click New

Interface showing options to create, refresh, edit, and delete patterns for redaction.

The New Find and Redact Pattern window appears. Enter the (A) Pattern Name. Click the (B) Active checkbox if applicable

Interface for finding and redacting patterns with highlighted fields for input.

Next, configure the Pattern Expression. Use the radio buttons to select a Character class and Repetitions, then click Insert to add the character

Interface for finding and redacting patterns with highlighted fields for input.

When you’re finished, click Save

Edit an Existing Find and Redact Pattern

To edit an existing Find and Redact Pattern, navigate to Administration > System Configuration > Find and Redact Patterns.

Select the pattern you’d like to change, then click Edit

Interface showing options to manage patterns for redaction, including edit and refresh features.

The New Find and Redact Pattern window appears. Enter the (A) Pattern Name. Click the (B) Active checkbox if applicable

Form fields for pattern name, active status, and pattern expression in a software interface.

Next, configure the Pattern Expression. Use the radio buttons to select a Character class and Repetitions, then click Insert to add the character

Form fields for pattern name, active status, and pattern expression in a software interface.

When you’re finished, click Save

Help Links Configuration

The Help Links Configuration page is where you can create and edit help links.

Configuration settings for help links, including display name and URL options.

Help links are the options available in the application Help drop-down menu, as shown below.

Menu options including Foiaxpress and Manual for user assistance and support.

Create a New Help Link

To create a new help link, navigate to Administration > System Configuration > Help Links Configuration.

Click New

Configuration interface showing options to add, refresh, edit, delete, and close links.

The New Help Link window appears. Enter a (A) Display Name, the text that will appear in the drop-down menu. Then, select a (B) Type, either URL or Attachment. Depending on your selection, you will be prompted to add the URL or attach the file. Note: You can only add PDFs as help link attachments

Form for creating a new help link with mandatory fields highlighted.

When you’re finished, click (C) Save to create the new help link. Once you’ve closed out of the window and refreshed the application, the help link will appear in the Help dropdown menu

Edit an Existing Help Link

To edit an existing help link, navigate to Administration > System Configuration > Help Links Configuration.

Select the help link you’d like to change, then click Edit

Configuration settings for help links with options to edit and manage URLs.

The Edit Help Link window appears and you can make changes to the Display Name and URL/Attachment. Click Save when you’re finished

Form for editing help link with mandatory fields for display name and URL.

Remove a Help Link

To delete a help link, navigate to Administration > System Configuration > Help Links Configuration.

Select the help link you’d like to remove, then click Delete

Configuration settings for help links, highlighting delete option and display name.

Click OK in the confirmation box. The list of help links will refresh, and the deleted link will be removed from the drop-down menu

Technical Support

On the Technical Support page, Admin users can customize the Technical Support Link found on the Collaboration Portal Home Page, shown below.

Dropdown menu showing options with 'Technical Support' highlighted for user assistance.

The Technical Support page details can be modified if you’d like to instruct users to call your agency administrator, rather than casepoint support.

NOTE: casepoint technical support is dependent on your agency maintaining active software maintenance and customer support agreements. Support agreements are required for responding to “how-to” questions and customer premise infrastructure-related issues. Maintenance agreements are required for software version updates, service releases and software-related issues.

The application includes a default Technical Support template setting, shown below.

Technical support contact information and feedback instructions for AINS, LLC DBA OPEXUS.

If you’d like to modify the content, select the Use Custom Defined Content radio button.

Technical support document highlighting contact information and feedback instructions for users.

You can use the (A) toolbar to edit the (B) page content. When you’re finished making changes, be sure to click Save at the bottom of the page.

System Administration

Global Address List Settings

The Global Address List Settings page (Administration > System Administration > Global

Address List Settings) includes fields related to LDAP configuration. You can configure the LDAP URL, LDAP User Name, LDAP Password, and Global Address List Limit. When you’re finished making changes, click Save.

LDAP configuration settings including URL, username, password, and list limit.

Scheduler Configuration

On the Scheduler Configuration page, you can view and edit scheduler jobs. Click the X (Remove column) to remove the job from the system. To add a job back to the system, use the drop-down menu and click Add New Jobs. You can also change the number of Instances.

When you’re finished making changes, click Save.

Scheduler configuration interface displaying allowed jobs and their settings for eCaseScheduler.

System Jobs

Administrators can view system jobs on the System Jobs page (Administration > System Administration > System Jobs).

System jobs list showing scheduled tasks with their descriptions and next run times.

To edit a system job, click the Job Name or select the job you’d like to edit and click Edit. The Job Information page opens, where you can customize certain job details including the description.

Job information for deleting scheduler trace files, including dates and status details.

Make sure to click Save when your edits are finished.

System Settings

The System Settings page of Administration contains miscellaneous system configurations including SMTP settings, the application URL, and more.

The following table includes a description of each section. After you’ve made changes, make sure to click Save.

System settings interface displaying SMTP server and cache management options.

Ref	Name	Description
A	Locations	Configure a disk location for storing and retrieving Correspondence, Documents, and Temp files.
B	Mail Server Address	Provide the SMTP Mail Server address, and the Port number for your email server.
C	PNG Cache Management	Set the PNG Cache Limit, measured in gigabytes, and the frequency (measured in days) at which the PNG Cache is cleared if not accessed.
D	General Settings Information	Configure the Application URL, Application Title, and Application Email as needed for your organization. Note: If configured for HTTPS on the FOIAXpress Administration side, this application URL must also be configured for HTTPS.
E	General Settings Information – Document Management	Check this box to enable Document Management.

Security

The Security page allows administrators to manage the system security settings. To access the page, navigate to Administration > Security.

Audit Log

In the Audit Log section (Administration > Security > Audit Log), administrators can access two Audit Logs: session and user action. Each is described in the following subsections.

Session Audit Log

The session audit log logs all user sessions, including the IP of the workstation where the portal was accessed and the access times. To view the Session Audit Log, navigate to Administration > Audit Log(s).

Audit log displaying user session details with filters and results table.

Use the Filters to search for users using the First Name, Last Name, or Login From dates, then click Search to display matching results.

User Action Log

The user audit log tracks user actions in the application. To view the User Audit Log, navigate to Administration > Audit Log(s).

User Action Audit Log interface with filters and no logs displayed.

Security Configuration

The Security Configuration page includes various settings related to logins, session timeouts, and other application security features. The following table outlines each of the fields. Be sure to click Save after making changes to this screen.

Security configuration settings for password management and user account inactivity policies.

Field	Description
Passwords Never Expire	Select this checkbox to prevent user passwords from ever expiring.
Passwords are valid for X days	Enter the number of days a user’s password is valid before expiration.
Remind user X days before password expiration	Enter the number of days before the user’s password expires that they should be reminded to reset their password.
Do not allow reuse of last X passwords (including current)	Enter a number of previous passwords to disallow reuse of when changing a password.
Passwords can contain up to X repeating characters	Enter the maximum number of repeating characters allowed in user passwords.
Minimum password length	Enter the minimum length required for user passwords in characters.
Password must contain at least X uppercase letters	Enter the minimum number of uppercase characters required in the password.
Password must contain at least X lowercase letters	Enter the minimum number of lowercase characters required in the password.
Password must contain at least X special characters	Enter the minimum number of special characters required in the password.
Password must contain at least X numeric characters	Enter the minimum number of numeric characters required in the password.
Login fails after X invalid login attempts	Enter the maximum number of unsuccessful logins a user is allowed before their user account is locked.
Session time-out after X minutes	Enter in minutes the time a user can be inactive in their current session before the session times out and the user is logged out.
Alert user X minutes before session expires	Enter in minutes the amount of time before session termination that the user receives a timeout alert.
Require Temporary Password Update after login	Select this checkbox to require any user logging in with a temporary password to update their password after login.
User Account Inactivation	Checked to denote an inactive user.
Inactivate user account after X days of inactivity	Enter the number of days a user account is inactive before it is formally inactivated in the system.
Send inactivity notification X days prior to inactivation	Enter in days the amount of time before inactivation that a user should receive an inactivity notification email.
Deleted user login can be reused X days after deletion	Enter the time period (in days) after which a deleted user’s login can be reused.
Restrict using numeric at beginning/end of the password	Check this to restrict use of numbers at the beginning and end of Collaboration Portal passwords.
Separate Database Error Log from Application Error Log	Check this box to separate the Database Error Log from the Application Error Log.
Enable Audit Log API	Check this box to enable Audit Log API.
Send User Account Update Notifications	Check this box to enable user account notifications. When checked, another field appears where you can include the email address(es) to receive these notifications.
Enable Multi-factor Authentication	Check this box to enable multi-factor authentication (MFA). When checked, a drop-down field appears where you can select a notification type.
OTP expires in X minutes	Enter the number of minutes the OTP will be active before expiration.

Organization Setup

You can make changes to user accounts, configure organization information, and more on the Organization Setup tab in Administration.

Enterprise

On the Enterprise page (Administration > Organization Setup > Enterprise) you can update organization contact details, customize the appearance of the Collaboration Portal, and set certain system messages.

The Enterprise tab is split into a few sections, described in the following subsections.

Organization Information

Here, you can update your organization’s contact information and addresses. Make sure to click Save before closing.

Form displaying organization and address information for OPEXUS and remittance details.

Banner

You can add a banner and some header text on the Banner tab. They will display in the top left corner of the Collaboration Portal.

To add a banner image, click (A) Add Banner and upload your file. To add header text, use the (B) Header Line fields.

When you’re finished making changes, click (C) Save.

Logo

Use the Logo tab to add a logo to Report headers, invoices, and the Collaboration Portal login page.

Click (A) Add logo to upload your image. You can also use the (B) radio buttons to select whether you’d like the logo to appear on the Login page. When you’re finished, click (C) Save.

Notes:

Recommended logo dimensions are 120 x 120.
Supported file formats are .jpg, .gif, .jpeg, and .svg.

Disclaimer

Edit the disclaimer that appears when users first access the Collaboration Portal on the Disclaimer page. Click Save when you’re finished making changes.

Disclaimer text regarding access to a United States Government system and legal consequences.

System Notice

If you need to display a system-wide notice, such as to alert users about a scheduled maintenance outage, you can configure it on the System Notice tab.

First, set the date you’d like the message to (A) Display Through. Then, enter the (B) message content in the text box. When you’re done, click (C) Save.

System notice text input area with display date and save options highlighted.

Consultation Instructions

On the Consultation Instructions tab, you can configure the text that appears on Consultations.

Make sure to click Save when you’re done.

Instructions for document requests and consultations under privacy regulations.

RFD Instructions

Lastly, on the RFD Instructions tab, you can configure the text that appears when making a

Request for Documents in Collaboration Portal. Make sure to click Save when you’re done.

Instructions for document request tasks and consultation processes outlined in the image.

Users

On the Users page (Administration > Organization Setup > Users) you can view and manage Collaboration Portal accounts.

User search interface displaying criteria and user details with highlighted sections.

To search for specific user, enter (A) Search Criteria, then click (B) Search. The search results will display in the (C) Users list.

To edit a user account, click the Last Name in the list, or select the user and click (D) Edit. The Edit User page opens where you can add/change/remove the user’s account details, including their personal information and login. Click Save.

User admin information form with highlighted 'Save' button and other fields.

Jobs

Administrators can access Collaboration Portal jobs via Administration > Jobs. This includes Find and Redact jobs, Save to Disk jobs, Add Documents jobs, and more.

All Jobs

Navigate to Administration > Jobs > All Jobs to view a full list of Collaboration Portal jobs.

Job view displaying completed tasks with download options and job details.

You can use the Filter options to narrow the results to only include specific status, scheduler, user, and/or job type. After entering your filter criteria, click Refresh. Click the Status line to view further details about the job. You can also download a job’s files (when applicable), or remove it from the list.

Email Log

For a full list of Collaboration Portal emails, you can navigate to Administration > Jobs > Email Log. You can use the Filters to limit the results to a specific subject, sender, receiver, etc. Click Seach to update the list based on your filter.

Jobs

To learn more about a specific email, select the email from the list and click View Email Details.

A screenshot of a computer Description automatically generated

Failed OCR Jobs

The last page in the Jobs Administration tab is Failed OCR Jobs. Here, Administrators can view a list of failed OCR jobs and retry them if needed.

Failed OCR jobs section displaying folder information and status options.

FOIAXpress Collaboration Admin Manual

Accessing Portal Administration

System Configuration

Application Templates

Correspondence Configuration

Document Review Flags

Email Templates

Email Template Descriptions

Edit an Existing Email Template

Error Message

Find and Redact Patterns

Create a Find and Redact Pattern Link

Edit an Existing Find and Redact Pattern

Help Links Configuration

Create a New Help Link

Edit an Existing Help Link

Remove a Help Link

Technical Support

System Administration

Global Address List Settings

Scheduler Configuration

System Jobs

System Settings

Security

Audit Log

Session Audit Log

User Action Log

Organization Setup

Enterprise

Organization Information

Banner

Logo

Disclaimer

System Notice

Consultation Instructions

RFD Instructions

Users

Jobs

All Jobs

Email Log

Failed OCR Jobs