FOIAXpress Release Notes 11.5.0

1 Release Overview

FOIAXpress 11.5.0 introduces several quality-of-life improvements to the application’s interface and functionality. One highly visible change was streamlining the Add/Search/View Documents interface. In addition, we’ve added a Mobile Message Archive search feature through an integration with TeleMessage. We’ve also provided the ability to bulk publish documents to the PAL Reading Room, removing some friction from the publishing process.

We’ve also worked to integrate some of the back-end Administration features into the application front end. An example is moving the Access Token generation tool from outside the application to within the Administrator’s user menu. We’ve also laid the groundwork for further consolidation of Administration features that we’re excited to roll out in our upcoming releases.

2 Updated Add Documents Interface

ID# 55028

We’ve updated the Add/Search/View Documents screen to simplify and enhance the interface. Previously, this screen included separate buttons to Add Documents, Add Documents From DM, and Add From Correspondence Log.

For v11.5.0, we’ve revised the interface to split the functionality of the Add Documents button. While you can click the Add Documents button to add documents from a local or network drive, there is now a drop-down on the button that provides additional options for adding documents to the Review Log or Request Folder.

Click the Add Documents drop-down, and you’ll see options to add documents from This Computer, Document Management, the Correspondence Log, or the Mobile Message Archive (if enabled):

Each of these selections opens a unique interface for adding documents based on the method you selected. A new option introduced for v11.5.0, Mobile Message Archive, is detailed in Section 3 of these Release Notes.

3 Mobile Message Archive Integration

For organizations requiring mobile message archiving from smart devices, we now provide the ability to search an archive of incoming and outbound communications from these devices for the purpose of fulfilling information requests. FOIAXpress 11.5.0 can integrate with the TeleMessage archiving platform so these communications can be searched, reviewed, redacted, and attached to requests just like any other documents.

This is an add-on feature which requires a license to enable. Contact casepoint Support for details on adding the Mobile Message Archive integration for your organization.

3.1 Search the Mobile Message Archive

ID# 55057

If your application is integrated with TeleMessage, you’ll find a new option on the Add/Search/View Documents screen to add documents from the Mobile Message Archive. To access the Mobile Message Archive, navigate to the Add/Search/View Documents screen, then click the (A) Add Documents drop-down and select (B) Mobile Message Archive:

The Add Messages screen provides options to search message contents using the (C) Has the words field, which searches the Subject, Message, Sender, and Recipient information for matching text. Additionally, you can search for messages sent (D) From or To an individual or phone number. Use the (E) Date within fields to select a date range to search messages. Finally, select the (F) Has Attachment checkbox to only include messages with attachments. Using any mix of these search parameters, click Search Messages to view matching messages.

NOTE: Provide specific search criteria, as Microsoft Graph API currently limits search results to 275 items per search. If your search query returns more than 275 results per folder, Microsoft will cap the results and return only 275 responsive items per folder.

After clicking Search the screen refreshes to display messages matching the criteria you entered (up to 275 messages, see the note above for details):

3.2 Adding Messages from the Mobile Message Archive

ID# 55131

With the Mobile Message Archive integration, you can search for messages in your Mobile Message Archive then transfer these messages to the Review Log or Request folder for further processing.

First, search for the Mobile Message Archive messages you’d like to add (navigate to Add/Search View Documents > Add Documents drop down > Mobile Message Archive then use the fields to search the archive).

From the Add Messages screen displaying the search results, select the (A) Checkbox(es) for the messages you’d like to add. Next, use the drop-down to select the (B) File Cabinet Drawer where you’d like to add the messages. Enter a (C) Folder Name in the field provided (all the selected messages will be added to this folder), then click Add to add the messages:

A progress window appears as the messages are processed. Once complete, the Add/Search/View Documents screen opens, and the selected messages are now listed. You can select the message then click Open Documents to view the message in Document Management, where you can review and redact the message as needed.

4 Report Hyperlinks

ID# 54989, 46012

When exporting reports to Excel, we’ve added an option to Remove Hyperlinks. Excel has a hyperlink limit of 65,535 for any one document. For reports which may exceed this limit (thus throwing an error) you can select Remove Hyperlinks to produce an Excel output without encountering the error.

This button is available for some Custom Reports (Request for Documents Actions and Requests Reports), all Billing Reports, some Request Management Reports (Final Actions, Request for Document Action Status, Retention Management, and Transfer Request Reports), and some Document Reports (Documents – Requests and Document Inventory Reports).

NOTE: The Remove Hyperlinks option is automatically applied to CSV reports, although it is not listed as an Export Option.

5 Publish to Reading Room in Bulk

ID# 9888

We’ve added the ability to publish Document Management documents to the Reading Room in bulk. Previously, documents could only be published from one folder in a single action. From the Reading Room Management screen (Document Management > Search/Publish – Reading Room) you can now use CTRL + click to select multiple Reading Room Folders, then click Publish to open all these folders in DM for publishing:

Selected folders are highlighted in purple on the Reading Room Management screen. Simply hold CTRL on your keyboard then click the folders you’d like to add for publishing. You do not need to hold CRTL through the entire selection process, using the CTRL + click action will hold all selections.

6 Access Token Interface

ID# 49947

Administrators can now create Access Tokens for the FOIAXpress API directly from the FOIAXpress application. Previously, Access Tokens were generated using a separate tool, however this functionality has been relocated for ease of use. To access the Access Token Tool, click your User Menu in the top-right corner of the interface, then select Access Token:

The Access Token screen is shown below. The Access Token ID is automatically generated. You can give an easily identifiable Access Token Name, and provide the username for the associated user in the User field. Finally, use the Expiration fields to set an expiration date for the token.

Expiration options include 30 days, 60 days, 90 days, or you can use the Custom days option to configure a custom expiration period. Use the Calendar to select the custom expiration date.

Once configured, click Create to create the new Access Token.

After clicking Create, the screen refreshes to display the generated token. You can manually copy the token, or click Copy to copy it to your clipboard.

Bug Fixes

NOTE: You must copy the token from this screen, as the token is not stored anywhere in the application and cannot be retrieved once this screen is closed.

You can also click Validate Access Token to check whether the token is currently validated. If validated, a pop up appears as shown below:

7 Application Back End Updates

7.1  Connection String Update

ID# 35019

We’ve changed the application's web.config connection string to add

MultiSubnetFailover=True to ensure rapid connectivity upon failover.

7.2  Request Type Limit Removed

ID# 52634

We’ve made coding changes to remove the limit on the number of request types that can be created. Previously, the application supported a maximum of 255 request types. In v11.5.0 this cap was removed, and the application now has no limit on the number of request types that can be maintained.

8 Bug Fixes

We’ve corrected numerous bugs and issues in v11.5.0, as outlined in the following sections.

8.1  General

8.2  Request Processing

8.3  Reports

8.4  Document Management

8.5  Electronic Document Review