User Preferences are user-specific interface settings. After the administrator creates your account in the system, you can login and change your default preferences.
As shown in the image below, the red arrow points to the User Account arrow on the User Account menu. This menu is located in the upper-right corner of FOIAXpress' header section.
Steps to Set General Preferences
Click the User Account arrow to display a drop-down menu, as shown below.
Click Preferences, as shown above. The General Preferences screen displays as shown below.
Enter information in the following General Preferences fields.
Field | Description |
|---|---|
Records per Page | The number of records you want to view per page. The maximum number of records that can be displayed per page is 100. |
Application Theme | The visual design of the application, which can be customized based on user preference. |
Time Zone | Time Zone, as selected from the drop-down menu. The corresponding date/time values will be displayed throughout the application. |
Show Inactive Custom Fields in Search | The Custom Tab will be visible on the Search Requests screen, even if it is inactive on the Request Custom tab screen. |
Receive Job Email Notifications | Job Email Notifications will be sent to specified users when a job status has been changed. |
Click Save.
NOTE: You can click Refresh to reset the fields to their default values.
Steps to Set Request Preferences
Click the User Account arrow.
Click Preferences > Request. The Request Preferences screen displays as shown below.
Enter information in the following Request Preferences fields:
Field | Description |
|---|---|
Send Correspondence Default Email Address | The default email address for sending correspondence. Choices include either Other Email or Requester Email. |
Search Option | Default Request Search Option, as selected from the drop-down menu. The selected search option will be selected by default in the search field on the Search Requests screen. |
Request Type | Default Request Type, as selected from the drop-down menu. The Request Types that you have Permissions to access will be listed. The selected Request Type appears by default when creating a new Request. |
Appeal Type | Default Appeal Type, as selected from the drop-down menu. The Appeal Type that you have Permissions to access will be listed. The selected Appeal Type appears by default when creating a new Appeal. |
Requester Search by Created Date | View the search results for Requesters in an Ascending or Descending order of their created dates. |
Request Search by Created Date | View the search results for Requests in an Ascending or Descending order of their created dates. |
Enable Auto Save for Correspondence Customize & Save | Automatically save correspondence text to be re-used for future correspondence. |
Receive Email Notifications on PAL Assignments | When PAL assignments are made, email notifications can be sent to the user |
Notify Me When Documents are Added to the Review Log of my Primary Assignment | When documents are added to the review log of your primary assignment, the system sends an automated notification. |
Customize Search Results View for Requests | Customize your Search Results View by selecting fields from the Select Request Fields box, and then moving them to the Selected Request Fields box. |
Click Save.
NOTE: You can click Refresh to reset the fields to their default values.
Steps to Set Document Preferences
Click the User Account arrow.
Click Preferences > Document. The Document Preferences screen displays as shown below:
Enter information in the following Document Preferences fields:
Field | Description |
|---|---|
Pages to View at a Time in Document Tree | The default number of pages you want to view at a time in the document tree. By default, this value is set at 10. This number cannot exceed 100. |
Image Zoom Factor | Default Image Zoom Factor. Options are BestFit, Actual Size, Fit to Width, 25%, 50%, 75%, 100%, 200%, 300%, 400%, and 500% |
Redaction Code(s) | Default Redaction Code you want to enable. |
Statute Code | Default corresponding Statute Code (if you selected code b(3) under Redaction Code(s), |
Fill Mode for Redactions | Default Fill Mode for Redactions (Opaque, Translucent, Transparent). |
Font for Redactions | Default Font for Redactions, both redaction codes and comments. Options include Arial, Century Gothic, Courier New, Georgia, Microsoft Sans Serif, Tahoma, Times New Roman, and Verdana |
Font Size for Redactions | Default Font Size for Redactions, both redaction codes and comments (1-100). |
Redaction/Border Color for Redactions | Default Redaction/Border Color, selected from the Select Color box |
Back Color for Redactions | Default Back Color for Redactions, selected from the Select Color box. |
Redaction Code Alignment Preference | Where in each redaction the redaction code appears. Options are Top Left, Top Center, Top Right, Middle Left, Middle Center, Middle Right, Bottom Left, Bottom Center, and Bottom Right. |
Default Format for Delivery/Save | Default delivery/save format. Single Folder will save/deliver document pages in a single folder, while Separate Folders will save/deliver document pages in separate folders. |
Document Delivery Output Format | Default Document Delivery Output Format. Selections include Multi-page File (TIF), PDF Archive, PDF Image, PDF Tagged (508 Compliant), and Separate Files. The selected option appears by default in the Document Delivery Output Format field when delivering documents to the Requester. |
Default File Cabinet Drawer | Select a specific file cabinet that will automatically open when accessing Document Management. If no drawer is selected, users will be prompted to select a drawer each time they access Document Management. |
Default AI Redaction Template | (If AI Redaction is enabled) Select a default template to use for the AI Redaction module |
Display Lookup Fields in Document Search Results | Display a lookup column listing the index field entries in the document search results. |
Show Review Flags | Display Review Flags in Document Management. |
Draw Redaction Using Double Click | Enable the option to draw Review Objects by double clicking |
Move Codes to Margin | Move Redaction Codes to the margin when viewing a document in Document Management. |
Display Redaction Codes by Selected Order | Display the Redaction Codes in the order in which they were selected, rather than alphabetical order, when multiple Redaction Codes are applied |
Auto Load Latest Modified Layer | (If AI Redaction is enabled) Select this option to automatically load the most recent review layer present on documents when opened in Document Management |
Click Save.
NOTE: You can click Refresh to reset the fields to their default values.
Steps to Set Review Object Preferences
Click the User Account arrow.
Click Preferences > Review Object. The Review Object Preferences screen displays as shown below.
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Enter information in the following Review Object Preferences fields:
Field | Description |
|---|---|
Comments Box | |
Font | Default Font for the Comments Box. |
Font Size | Default Font Size for the Comments Box. |
Border Color | Default Border Color for the Comments Box. |
Back Color | Default Back Color for the Comments Box. |
Straight Line | |
Width | Default Width of the Straight Line. |
Color | Default Color of the Straight Line. |
Stamps | |
Stamp | Default Stamp. |
Sticky Notes | |
Font | Default Font for Sticky Notes. |
Font Size | Default Font Size for Sticky Notes. |
Border Color | Default Border Color for Sticky Notes. |
Back Color | Default Back Color for Sticky Notes. |
Ellipse | |
Border Color | Default Border Color for the Ellipse. |
Back Color | Default Back Color for the Ellipse. |
Highlight | |
Back Color | Default Back Color for the Highlight. |
Click Save.
NOTE: You can click Refresh to reset the fields to their default values.
Passwords
NOTE: When a new User is created, if the option "Temporary Password Update after Login" is checked under Administration > Security > Security Configuration, the user will be prompted to change the initial password upon logging in with the new user credentials
NOTE: The New Password Rules displays based on the organization settings configured under Administration > Security > Security Configuration. The New Password Rules shown in the pictures in this section are configured by the Administrator, so those rules might show a different configuration in the FOIAXpress application used by your organization.
Change Password
Follow the steps below to change your FOIAXpress password:
NOTE: If your application is configured with the Single Sign On or e-Authentication options, the Change Password option under User Options (located on the right of the screen) will be unavailable
On the Home Page, click the User Account arrow in the upper right corner to reveal a drop-down menu.
From the menu, click My Profile > Change Password. The Change Password screen displays as shown below.
NOTE: The New Password Rules shown in the picture above are configured by the Administrator, so those rules might show a different configuration in the FOIAXpress application used by your organization.
On the Change Password screen, enter values for the Enter Current Password, Enter New Password and Re-enter New Password fields.
Click Save to save your password settings.
Expired Password
After a password expires, an alert message will prompt you to change the Password when you try to log in to the application, as shown in the image below:
Enter a new password in the field on this screen, then click Update Password.
Forgot Password
In the event that a user forgets their password, a link is available from the FOIAXpress log in page for users to create a new password.
From the Log in screen, click the Forgot Password link. The Change Password screen appears as shown below:
Enter the Username in the Username field then click Send Verification Code.
An email containing a verification code is sent to the email address associated with your account. Copy the code, then paste it into the Verification Code field and click Check Verification Code:
Once you enter the verification code successfully, you’ll be prompted to enter a New Password. This screen also lists all the requirements for this password, and automatically checks off each requirement based on the password you’ve entered. After you’ve entered a password that matches all requirements, click Update Password to save your new password:
Finally, you’ll see a verification message that confirms the password change. You’ll now be able to sign in using your new password.
