Request Configuration
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Request Configuration

The Request Configuration screen allows Admin users to configure various Request information.

Steps to Configure Request Information

  1. Click Administration > System Configuration > Request Configuration. The Request Configuration screen displays as shown below.

  2. Configure the fields described below per your agency's requirements.

    Field

    Description

    Request Information

     

    Configuration Type

    This field requires you to select a Request configuration type from the drop-down menu. Manual Configuration will be selected by default.

    The Open Government Act Configuration option is in compliance with the 20-day clock update per the requirements of the Open Government Act of 2007. According to the FOIA law for the 20 day clock, Requests should be tracked from the received date. If this option is selected, the application will do the following automatically:

    1. Transfers the "Set Target Date From" value to "Received Date."

    2. Inactivates the Start the Clock Should field and automatically sets system configuration to allow the 20 day clock to be stopped onlu once. Clock for Fee Realated Reason restarts as "automatically resume target date calculation"

    Expedite and Fee Waiver Adjudication: Start tracking as of

    This field requires you to select a date from which Expedite and Fee Waiver Adjudication will be tracked.

    The selected date will be the date from which FOIAXpress tracks the number of business days to adjudicate a decision for granting or denying any fee waiver/expedition requested. Expedition and Fee Waiver Adjudication will be not applicable for requests created before the specified date.

    (!!) Note: If your implementation does not include data migration, there is no input required for an initial configuration. Also, if your data is not migrated and your source data does not currently include start/end dates for the Expedite/Fee Waiver decisions, you will need to determine when you would like FOIAXpress to make these fields required. For example, fiscal years that you have already submitted for the DOJ Annual Report should not require the adjudication period, however the adjudication period for the current fiscal year is required.

    Request for Documents Due Date

    The number of days added to the Action/Target Date for creating request for documents. The RFD Target Date field is editable if updates are required.

    Estimated Date of Completion

     

    Estimated Date of Completion

    For estimated date of completion, elect to Use Request Target Date or Use Existing Closed Request Data. 

    Use Request Target Date

    If electing to Use Request Target Date, also provide the following:

    1. Estimated Date of Completion: Target Date + _ Days: The number of days added to the target date for insertion into the correspondence templates or display in PAL

    2. Auto Update Estimated date of completion to Estimated Date of completion + _ Days when Date Expires: Select this option to automatically add a specific number of days to the Estimated Delivery Date when it expires. After selecting this checkbox, enter a number of days in the space provided

    Calculate Estimated Date of Completion from Existing Request Data

    Use this feature to calculate estimated completion date based on currently request data. This uses live system data to determine current workloads and provide a more accurate completion date. Select to estimate based on cases under this Request Type, Multi Track Type, or Action Office.

    Under Use Data from Requests Closed in, select the time period used to draw estimated completion dates. Options include None, Last Three Months, Last Six Months, Last One Year, and All Closed.

    Request for Documents

     

    Request for Documents Due Date

    Number of days past the Action Date when a Request for Documents is due, by default.

    Default Subject for Print/Save to Disk

    When using the Print/Save to Disk option under an RFD, this field will provide a default subject line to be auto-filled

    Start Clock

     

    Set Target Date from

    Target Date is the date on which a response has to be given to the Requester. From the drop-down menu, select the method to be used to set the Target Date. By default, the Target Date will be set from the Received Date.

    The Assigned and Perfected Dates are only available when Open Government Act is not selected.

    Make Initial Assignment Action Mandatory

    The FOIAXpress workflow allows for the initial Assignment to be optional. This allows the same person who created the Request to also Perfect it, minimizing the number of clicks required. Select this checkbox to make the initial Assignment mandatory.

    Calculate Target Date using

    You can calculate the maximum number of processing days for a Request by using either Calendar Days (excludes only holidays) or Business Days (excludes Saturdays, Sundays, and holidays). Select either Use Multi-Track Processing Days or Use Single Track Processing Days (both described bellow).

    Use Multi-Track Processing Days

    Calculates the target date for Simple, Complex, or Expedite track types. This option is selected by default. When selected, displays the Simple, Complex, and Expedite fields. The default value for Simple is 20, Complex is 30 and Expedite is 10. To change the number of days for each track type, enter the desired number of days in the space provided for each field.

    Use Single Track Processing Days

    When selected, displays the Default Processing Days field. Enter the total number of days within which a Request must be created. The default value is 20.

    (!!) Note: If the system is configured to allow for Multi-Track processing, Single-Track is not selectable on this screen

    Default processing time for multi-track processing

    Here, you can check the box next to the multi-track processing type(s) for which you would like to set a default processing time. The selections are Simple, Complex and Expedite. Enter the desired default processing days for each enabled type in the adjacent Processing Days field.

    When Multi-Track Type Changed

    Allows the permissible user to select how the Target Date is calculated in the event the multi-track type processing days have changed. The system allows for thee options:

    • Calculate Target Date using "Set Target Date from" Value

    • Calculate Target Date from Multi-Track Type Changed Date

    • Do Nothing

    (!!) Note: Calculate Target Date using "Set Target Date from" Value is the default option when the Open Government Act Configuration is selected.

    Stop Clock

     

    Request Not Perfected

    This section enables configuration of the system for restarting the clock for a Request that was placed on hold due to a Request Not Perfected status.

    Start the Clock should: Determines how the Target Date will be calculated. Select one of the following options:

    • Recalculate Target Date: The clock will always recalculate the Target Date with respect to the number of remaining days. The Target Date is recalculated based on the date selected in Set Target Date from and Calculate Target Days using fields.

    • Resume Target Date: Selecting this option resumes the previous target days remaining by excluding the time period for which the clock was stopped. This is the only option available for the Open Government Act.

    Can be Used: Determines how often the configuration can be utilized in the system based on the reason type. Select one of the following options:

    • Never

    • Once

    • Multiple Times

    Fee Related Reason

    This section enables configuration of the system for restarting the clock for a Request that was placed on hold due to a Fee Related Reason.

    Start the Clock should: Determines how the Target Date will be calculated. Select one of the following options:

    • Recalculate Target Date: The clock will always recalculate the Target Date with respect to the number of remaining days. The Target Date is recalculated based on the date selected in Set Target Date from and Calculate Target Days using fields.

    • Resume Target Date: Selecting this option resumes the previous target days remaining by excluding the time period for which the clock was stopped. This is the only option available for the Open Government Act.

    Can be Used: Determines how often the configuration can be utilized in the system based on the reason type. Select one of the following options:

    • Never

    • Once

    • Multiple Times

    Other Reason

    This section enables configuration of the system for restarting the clock for a Request that was placed on hold due to an Other Reason.

    Start the Clock should: Determines how the Target Date will be calculated. Select one of the following options:

    • Recalculate Target Date: The clock will always recalculate the Target Date with respect to the number of remaining days. The Target Date is recalculated based on the date selected in Set Target Date from and Calculate Target Days using fields.

    • Resume Target Date: Selecting this option resumes the previous target days remaining by excluding the time period for which the clock was stopped. This is the only option available for the Open Government Act.

    Can be used: Determines how often the configuration can be used in the system based on the reason type. Select one of the following options:

    • Never

    • Once

    • Multiple Times

    Transfer Request

     

    Transfer Request

    Select this checkbox to enable the Transfer Request feature, as well as the configuration options described below.

    Transfer Request to Another Action Office using a _ day grace period.

    This option allows you to enable transferring Requests directly to another Action Office. Requests can now be transferred as many times as required to another Action Office using a pre-set Grace Date; however, the system will only allow a maximum of 30 days for transferring.

    When a Request has been transferred between the 10-day transfer period and the 20-day processing period, the system will begin subtracting from the target date calculation.

    Enter a number of days for the grace period in the space provided.

    Create Copy/Transfer to Another Action Office using a #-day grace period and Close Original Request

    This option allows you to create a copy of the Request, and then transfer the Request to another Action Office. After the specified grace period, in one or more days, the system will close the original Request.

    Enable 'Generate New Request Number' option in Transfer Request Screen

    This option allows the system to display the Generate New Request Number option to update the Request Tracking Number for a Request transfer. This option should be used only if your agency has multiple Action Offices.

    Request Information

     

    Enable Change Action Office Option

    Allows the option to change the Action Office assigned to a Request. This option should be used only if your agency has multiple Action Offices.

    Enable 'Generate New Request Number' option in change Action Office Screen

    Allows the system to display the Generate New Request Number option to update the Request Tracking Number on Change Action Office. This option should be used only if your agency has multiple Action Offices.

    Enable Other Address

    Allows the system to display the Enable Other Address option while creating a Request.

    Apply configured holidays when calculating Target Date

    The system will refer to the Holiday configuration (Administration > Lookups > Holidays) and calculate holidays as non-working days. When the system is configured for business days, only weekends will be used as non-working days when determining the Request “target date.” When the system is configured for calendar days, there will be no non-working days considered when calculating the Request "target date."

    Select 'Send Email' Option while Selecting a User in Assign Request Screen

    The Send Email option will be selected by default to send an automatic email notification to the assignee in the Assign Request screen once a user is selected.

    Allow More than One Sub Request

    Enables the use of more than one Sub Request within a Request. A disposition can be set for each sub-request; however the system will determine an overall Request disposition for the DOJ Annual Report.

    Show Existing Appeal(s) While Creating a New Appeal

    When creating a new appeal, you will have the opportunity to reference the original request. After clicking Save, if this initial request has any existing appeals already referencing it, the system will prompt you to Save Appeal or Close and discard the new appeal.

    Retrieve only Assigned Requests

    This option restricts users to view/edit only requests assigned to them within a particular user group.

    When unchecked, users will be able to retrieve requests that are not assigned to them.

    When checked, you will need to "Configure PermissionsConfigure Permissions" to determine which Group will be able to retrieve Requests that are not assigned to them.  On the Configure Permissions screen, de-selecting a Group will allow it to retrieve Requests not assigned to them. Selecting a group will prevent that group from retrieving Requests not assigned to them.

    Configuring Permissions to Retrieve Only Assigned Requests

    1. Make sure to there exists a user group specific for the person you want to restrict access to.
    2. Give that user group the normal Permissions you would assign to a new user. For example, Request and Application Role Permissions (Requester Management, Reports, etc.)
    3. Be sure to have a specific file cabinet drawer created for this group to use and assign Permissions to only that cabinet or cabinets they should have access to.
    4. Create the user account and assign them to the user group created in Step 1.
    5. Navigate to Administration > System Configuration > Request and perform the following steps:
      1. Select the checkbox for Retrieve only Assigned Requests.
      2. Click Save.
      3. Click Back to return to the Request Configuration screen and make sure the option in Step 5(a) is checked.
      4. Click Configure Permissions and check the user group you want to restrict to only be able to see the requests that they are assigned. This should be the user group created in Step 1 above.
      5. Click Save on the Retrieve Only Assigned Requests window.
      6. Click Close to close the Retrieve Only Assigned Requests window
      7. Click Save
    6. To verify the setting, log in as the user account created in Step 4 above and perform a Request search. There should be "No Requests Found" as the result.
    7. Create a Request while logged in with the user account , save the Request, and then perform a Request search again. This time, you should see the Request you created.

    (!!) Note: In order for users to retrieve Requests not assigned to them, they must have the proper "Request  Type Permissions" assigned from the Administration > Organizational Setup > User Groups or User screens.

    Alert in Assign Request Screen if Primary User is Changed and When Request Format has Officer Code Associated

    If the Request number format includes the primary user code and is updated, the system will prompt the user with the option to update the tracking number.

    Make Reference Field Mandatory for Appeals

    The Reference field will be required in Appeals if an appeal always links to an original request in the system. This option is ONLY recommended if you migrated ALL initial requests into your instance of FOIAXpress.

    Allow Users to Manually Edit Target Date

    Enabling this option allows any user with the "Modify Request Information" Request Type Permission to edit the Target Date. If not selected, the Target Date will only be updated by actions taken within the application, including Perfect/On-Hold and Stop/Start the Clock.

    (!!) Note: Users are prompted with a confirmation message before the target date is changed

    Reuse Request Numbers that are Deleted or Changed

    Any previously deleted or changed Request numbers will be assigned to new Request automatically.

    Show Request Owner

    This field auto populates with the Primary User of a Request. However, it can be modified at anytime to identify the Request Owner, which can be further used for search, reporting, and correspondence template purposes.

    Extension Approvals Required

    The Extensions module allows users to update the target date based on a Consultation, Record Search, or Voluminous Records results. However, managerial approval can be made required to restrict the number of users that can apply for an extension.

    Track Number of Records Posted for Public Inspection

    Use this checkbox to enable tracking the number of records posted for public inspection.

    Maximum Allowed Extensions Per Request

    Type a number in the box to determine the maximum number of allowable extensions on a request. Note that entering a "0" (zero) in the field allows for unlimited extensions.

    Maximum Number of Requests to be Returned by Request Search

    Type a number in the box for this field to tell the application the maximum amount of Requests to show per page after it performs a search. As indicated by the asterisk (*) at the end of the field name, a number must be in this field, and the number cannot be less than 1 or greater than 5000.

    Maximum Number of Requesters to be Returned by Requester Search

    Type a number in the box for this field to tell the application the maximum amount of Requesters to show per page after it performs a search. As indicated by the asterisk (*) at the end of the field name, a number must be in this field, and the number cannot be less than 1 or greater than 5000.

  3. Click Save. A confirmation message displays.

  4. Click OK.
    (!!) Note: The Target Date will be recalculated when the configured date for "Set Target Date From" is modified within a Request.  When "SET TARGET DATE FROM" = "Received Date," the target date will be recalculated only when "Received Date" is modified.  When "SET TARGET DATE FROM" = "Assigned Date," the target date will be recalculated only when "Assigned Date" is modified.  When "SET TARGET DATE FROM" = "Perfected Date," the target date will be recalculated only when "Perfected Date" is modified.