Requests Report

The Requests Report displays information related to Requests.

Steps to Generate a Requests Report

Click Reports > Custom Reports > Requests. The Request screen displays as shown below. For instructions on configuring permissions and a report schedule, see the instructions under the Custom Reports section.
To use saved report criteria, select an option from the Select Saved Report Criteria drop-down menu, then proceed to step 4. To create a new report, click Next, then proceed to step 3. After clicking Next, the following screen displays:
Enter information in the following fields as necessary:

Field	Description
Report Header Display Options
Display on all pages	Display the report header on all pages of the report.
Display on 1st page	Only display the report header on the first page of the report.
Do not display on any pages	Do not display the report header on any pages of the report.
Include Search Criteria in Generated Report Print	Include search criteria in the printed version of the generated report.
Select Options
Group By	The criteria you want to group by.
Sort By	The criteria you want to sort by.
Sort Order	Sort the report in Ascending or Descending order.
Then Sort By	Optionally, add additionally secondary sorting criteria using the Then Sort By and Order fields. There are options to add three sorting criteria
Search Criteria
Request Number	Number of the request for which you want to generate the report.
Action Office	Action Office to include in the report
Request Type	Type of request(s)
Request Status	Status(es) of requests to be included
Requester	Requester(s) to include in the report
Request Owner	User(s) assigned as owners of requests to be included
Description	Full text search field to matching request Descriptions
Custom Fields
Custom Fields	Any custom fields that are common across the selected File Cabinet Drawers are available to include in the report
Select Fields
Select Fields	Field(s) you want to apply to the report. Click the Right Arrow icon to add the selected fields to the Selected Fields list. Click the Right Double Arrowhead button to add all fields from the list.
Selected Fields	Selected Fields to be displayed in a list for this field. To remove Selected Fields from the list, select the Selected Fields you want to remove, then click the Left Arrow button. To remove all Selected Fields from the list, click the Left Double Arrowhead button. To move a selected item from the list one position up or down, click the Up or Down button accordingly.

Post-Closure Closing Fields

The Select Fields panel includes a group of fields populated from the values captured on the Close Request page. Selecting any of these fields adds a corresponding column to the generated report.

NOTE: They are also included in the report output when Include Total Number of Requests in Report is selected.

Release Format Fields

These fields surface the page, or minute counts entered in each Release Format section of the Close Request screen. Paper exposes both the user-entered value and the system-generated value as separate columns; both can be selected together in the same report.


Paper — Pages Released (User Entered)	The number of paper pages released, as typed on the Close Request screen.
Paper — Pages Released (System Generated)	The system-generated count of paper pages released, calculated from Document Review Flags.
Paper — Pages Reviewed (User Entered)	The number of paper pages reviewed, as typed on the Close Request screen.
Paper — Pages Reviewed (System Generated)	The system-generated count of paper pages reviewed, calculated from Document Review Flags.
Audio — Minutes Released	Total minutes of audio content released.
Audio — Minutes Reviewed	Total minutes of audio content reviewed.
Video — Minutes Released	Total minutes of video content released.
Video — Minutes Reviewed	Total minutes of video content reviewed.
Dataset — Pages Released	Number of dataset pages released.
Dataset — Pages Reviewed	Number of dataset pages reviewed.
E-record — Pages Released	Number of e-record pages released.
E-record — Pages Reviewed	Number of e-record pages reviewed.
Other Format — Released	The Other-format released value entered on the Close Request screen.
Other Format — Reviewed	The Other-format reviewed value entered on the Close Request screen.

Request Complexity Fields

These fields report whether the corresponding complexity checkbox was selected when the request was closed.

Field	Description
Complexity: Consultation Required	Displays Yes when the Consultation Required checkbox was selected at closure.
Complexity: Legal Advice Sought	Displays Yes when the Legal Advice Sought checkbox was selected at closure.
Complexity: Other	Displays Yes when the Other complexity checkbox was selected at closure.

Notes Field

Field	Description
Closing Notes	The full free-text content entered in the Notes field on the Close Request screen.

How Blank Values Are Handled

Closing fields populate only for closed requests, and only for the Release Formats that were actually used. The report output applies the following rules:

Situation	What displays in the report
The request is not closed.	All closing field columns display blank for that row — no error, no zero, no placeholder text.
The request is closed, but a Release Format was not selected at closure (for example, the Audio checkbox was unchecked).	The corresponding format columns (for example, Audio — Minutes Released and Audio — Minutes Reviewed) display as blank. Other formats that were selected populate normally.
The request is closed, but the Notes field on the Close Request screen was empty.	The Closing Notes column displays blank for that row.
The request is closed, but none of the Complexity checkboxes were selected.	All three Complexity columns display as blank — not as No.

Saving and Reloading Closing Fields in Report Criteria

The closing fields can be included in any Saved Report Criteria. When the saved criteria is reused, every selected closing field reloads into the Selected Fields list in its original position so the report can be regenerated without re-selecting the fields manually.

NOTE: To save a Requests Report that uses one or more closing fields, build the report as usual, click Save Report Criteria, and enter a name. The next time the saved criteria is selected from Select Saved Report Criteria, the closing fields reload exactly as they were saved.

Identifying the Paper User-Entered and System-Generated Variants

Paper exposes two pairs of values — what the user typed at closure and what the system calculated. Both variants are listed in the Select Fields panel using the exact business labels shown below, so they can be told apart at a glance and selected independently:

Paper — Pages Released (User Entered)
Paper — Pages Released (System Generated)
Paper — Pages Reviewed (User Entered)
Paper — Pages Reviewed (System Generated)

PRO TIP: To compare what the user recorded against what the system calculated, add both the (User Entered) and (System Generated) versions of the same Paper field to the Selected Fields list. They will appear as two adjacent columns in the report's output.

Click Generate. The Requests Report displays as shown below.

NOTE: After entering report criteria, click Save Report Criteria to save the report criteria for future reports. The Save Report Criteria window displays as shown below. Enter the name of the Report Criteria in the space provided, then click Save.

Dialog box for saving report criteria with mandatory fields indicated.

For information on printing reports, see Printing, Emailing, and Exporting Reports.