A Program Office/Consultancy is a place or person (non-users of FOIAXpress outside your organization) where you might send a Request for Documents. Users with the required Permissions can create new Program Offices.
Search a Program Office/Consultancy
Click Administration > Organization Setup > Program Offices. The Create/Search Program Office/Consultancy screen displays with the Search Program Office/Consultancy tab selected by default.
Enter Basic Information for the fields described below as necessary.
Field | Description |
|---|---|
Program Office | This field allows you to specify the search criteria for the Program Office. |
Contact Email | Search for a Program Office/Consultancy using the assigned Contact Email |
Active | This field allows you to select one of three active statuses for the Program Office: All, No or Yes. |
Action Office | This field allows you to select the Action Office to be searched. |
Category | This field allows the user to select a search category: Program Office, Consultancy Location or Both. |
Click Search. The results display in the list below. Here, you also have the option to Export the results in CSV format.
Create Program Office/Consultancy
A Program Office/Consultancy is a place or person (non-users of FOIAXpress outside your organization) where you might send a Request for Documents. Users with the required Permissions can create new Program Offices/Consultancies.
Follow the steps below to create a Program Office/Consultancy:
Click Administration > Organization Setup > Program Offices > Create New Program Office/Consultancy. The Create New Program Office/Consultancy screen displays as shown below.
Enter information in the fields described below per your agency's requirements.
Field | Description |
|---|---|
Category | |
Category | The type of office being created. You can select Program Office if the office is located within your organization, Consultancy Location if the office is located outside your organization, or Both. |
Program Office/Consultancy Information | |
Program Office/Consultancy | The name of the Program Office/Consultancy. |
Action Office | The Action Office associated with the Program Office/Consultancy. |
Active | When selected, activates the Program Office/Consultancy. |
Has RX | If this checkbox is selected, the Program Office/Consultancy's Has RX field will indicate "Yes" when sending documents for consultation review or when requesting documents. This allows you to know whether or not the Program Office/Consultancy has RedactXpress to support an ADX file (if sent). |
Records Provider | Use this checkbox to mark the Program Office/Consultancy as a Records Provider. Offices/Consultancies denoted as Records Providers have additional configuration options under Administration > System Administration > Request for Documents Record Provider Settings |
Other Information | |
Cc Name | An alternate representative's name for the Program Office/Consultancy. |
Cc Email | The alternative representative's electronic mail address. |
Contact Information | |
Prefix | An abbreviation used before the surname. |
Title | The Program Office/Consultancy representative's official position. |
First Name | The first name of the Program Office/Consultancy representative. |
Last Name | The last name of the Program Office/Consultancy representative. |
Contact Email | The Program Office/Consultancy representative's electronic mail address. |
Phone Number | The Program Office/Consultancy representative's telephone number. |
Alternate Phone Number | The Program Office/Consultancy representative's alternate phone number. |
Fax | The Program Office/Consultancy representative's fax number. |
ID Number | A unique identifier assigned to the Program Office/Consultancy. |
Organization | The name of the Program Office/Consultancy representative's organization. |
Address 1 | The street location of the Program Office/Consultancy. |
Address 2 | The subsequent location of the Program Office/Consultancy, such as Suite, Building, Province, etc. |
City | The city where the Program Office/Consultancy is located. |
Country | The country where the Program Office/Consultancy is located. |
State/Province | The state/province where the Program Office/Consultancy is located. |
ZIP Code | The five or nine-digit postal code where the Program Office/Consultancy is located. |
Collaboration Access Portal | Enable access to the Collaboration Portal within this Program Office/Consultancy. |
Click Save. A verification message displays.
Click OK. A confirmation message displays.
Click OK.
Edit Program Office/Consultancy
Users with the required Permissions can edit a Program Office/Consultancy. Follow the steps below to edit a Program Office/Consultancy:
Click Administration > Organization Setup > Program Offices. The Create/Search Program Office/Consultancy screen displays.
Select the Program Office/Consultancy you want to edit, then click Edit. The Edit Program Office/Consultancy screen for the selected Program Office/Consultancy displays
Make any necessary modifications to the fields. These fields are described in the Create Program Office/Consultancy section above.
Click Save. A verification message displays.
Click OK. A confirmation message displays.
Click OK.
NOTE: Click Print Program Office Address to edit and copy the address to a printing device for mailing purposes.
Delete a Program Office/Consultancy
Users with the required Permissions can delete a Program Office/Consultancy.
NOTE: A Program Office/Consultancy cannot be deleted if it is associated with a request for documents or consultation review of documents.
Follow the steps below to delete a Program Office/Consultancy:
Click Administration > Organization Setup > Program Offices. The Create/Search Program Office/Consultancy screen displays.
Select a Program Office/Consultancy to delete.
Click Delete. A verification message displays.
Click OK to delete the Program Office/Consultancy. A confirmation message displays.
Click OK.
Manage Collaboration Users
If the Collaboration Access Portal option is selected, you have the ability to manage the Collaboration Portal users for this Program Office/Consultancy.
You can add Collaboration Portal users from the list under tie Collaboration Access Portal selection. To add users, enter details in the fields provided, then click Add:
To resend a login email to an existing user, select the Resend Login checkbox next to the desires user(s) then click Resend Login Emails. The login email will be resent to the selected users at the address provided in the Email field.
To remove a user from the Collaboration Portal, click the Remove button for that user.