Lookups are fields that can be customized and configured by Admin users. These fields are searchable and can be selected and filtered for reports. The screen is accessed by clicking Administration > Request Management.
The available Lookups are described below.
Lookup | Description |
Appeal Sub Types | Identifies the nature of the appeal that appears on the General Information tab when creating an appeal. |
Consultation Review Statuses | Used to identify current standing of responsive documents after receiving them from the source. This is similar to Submitter Notices. |
Correspondence Template Insert Fields | The meta-data fields captured through the system. Activating them enables their use within correspondence templates. If they are deactivated, they will not appear. The "Active" status of these fields will be determined once templates are provided. |
Countries | Appears as an option under the Requester's information. The United States is set as the default country. |
Delivery Modes | Defines the manner in which you will send the responsive package to the Requester. |
Document Review Flags | System defined list of terms that can be used to mark various pages of responsive files. The flags are automatically updated during the review process. |
Document Review Statuses | Allows users to create and edit Document Review Statuses. |
Extensions | Allows users to create/edit/delete/inactivate extension types. |
Find and Redact Patterns | Used to inactivate patterns that should not be used during the Document Management review process and edit patterns to better suit the agency's terminology. |
Full-text Search Reserved Words | Words that are ignored by the system when searching for Requests using the full-text search feature in Document Management and when creating Requests (with the same Request description). Common words can be either system or user-defined. Some of the common system-defined words are "ACCUM," "BT," "BTG," "BTI," "BTP," "EQUIV," "MINUS," "NT," "NTG," "NTI," "NTP," "PT," "RT," "SQE," "SYN," "TT," "WITHIN," and "ABOUT." |
Holidays | This is used to define Holidays per statute. All federal agencies are required to respond to a ATIP request within twenty business days, excluding Saturdays, Sundays, and legal holidays. |
Interest Rates | This is used in conjunction with the configuration option under Administration > System Configuration > Billing Configuration > Calculate Interest on Outstanding Balance. If this option is not selected, you can disregard setting up Interest Rates. |
Job Levels | Predefined list that is used for identifying Administrative Cost Factors in processing a Request. |
List Options | Configured based on custom fields and are essentially your "pick list" choices. Both the list item and value must be provided. |
Notes & Reminders/Tasks | Set the Note or Reminder/Task name of a pre-defined subject. |
Other Subjects -Receive Correspondence | Used to organize the Correspondence Log when receiving correspondence. Entries appears in a list for users to select from when identifying the correspondence received. The subject line is important in organizing the administrative record, as it will populate the Correspondence Log details. |
Payment Modes | Used to track payments within ATIPXpress. You can customize which methods of payment are accepted by your agency. |
Priority Codes | Internal markers associated with a Request to identify the order of importance. They can be used to search and report, but not to manage queues. |
Received Modes | Indicates the manner in which Requests are received at your agency. These modes appear on the Request Information page for a Request. |
Request for Document Actions Statuses | Used to identify the current status of any task or search submitted to another office for responsive records. It is used in the Request for Documents Log > Take Action. |
Requester Prefixes | The abbreviation that appears before the surname and appears as part of the Requester's information. Can be used in letters via Correspondence Templates. This is the default option. |
Requester Suffixes | The abbreviation that appears after the surname and appears as part of the Requester's information. Can be used in letters via Correspondence Templates. |
Review Statuses | Identifies the current status of a Request. This status is more specific than the default Request status in the Pending Requests list or search results. |
Stamp/Watermark | Lists available images that are used as review tools within Document Management. ATIPXpress comes with various default stamps. New stamps/watermarks can be created in bitmap format. Dynamic Stamps are also available, and can be populated with fields. |
Standard Annotations | Sets the standard text which appears at the bottom or top of responsive documents. |
Standard Review Layers | Predefined list of naming conventions for saved versions of redacted files. |
States | Appears as an option under a Requester's information. The United States is the default country. |
Sub Requests | Used to identify items that are commonly requested. Sub Requests are used on the Request Information tab of the Request and are configured under Administration > Lookups > Sub Requests |
Work Hour Activities | Identifies activities performed during the review process. |
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