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What web browsers are compatible with FOIAXpress? |
Edge and Chrome browsers are both compatible with FOIAXpress. However, the scanning and XAML correspondence modules will only work using Edge. If using Edge, XAML must be enabled in the browser settings and the application URL must be added to your trusted sites. |
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How can I access the FOIAXpress User Manual? |
From the upper right-hand corner of the application, click Help > Online Manual. |
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How can I modify my application preferences? |
From the upper right-hand corner of the application, click your User Name then Preferences. From here, you can review preferences by clicking the General, Request, Document, or Review Object tabs. After modifying preferences, click Save. |
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How can I view different home screen dashboards? |
There are four system-defined dashboards: User, Action Office Manager, FOIA Officer, and System Administrator. To toggle between dashboards, simply click the Dashboards drop down (located underneath the Search field). If you don’t see additional dashboards listed, contact your administrator to request access to different dashboards. |
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How do you perform a wildcard search in FOIAXpress? |
Asterisks (*) are used as a wildcard character when searching. The wild cards are used as a placeholder for missing or unknown information. |
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How do I turn off or modify the notifications I receive about jobs? |
From the upper right-hand corner of the application, click your User Name then Preferences to access General Preferences, where you can make a selection under the Receive Job Email Notifications drop-down to determine which job notifications you’d like to receive: All Notifications, Failed Jobs Only, Successful Jobs Only, or No Notifications. |
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How can I search for requests from the home screen? |
There are multiple ways to search for and view requests:
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Why doesn’t my number of primary assignments match the request count in the Action Officer or FOIA Officer dashboard graphs? |
The FOIA Officer dashboard represents all open requests for the entire enterprise, while the Action Officer reflects all open requests for your specific Action Office. Switch to the User Dashboard to view your primary/secondary requests in the dashboard view. |
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Why do I keep getting email job notifications? How can I turn off job notifications? |
Because FOIAXpress is a Zero-Footprint (ZFP) application, user actions are sent to the server as ‘jobs.’ For example, when you Save to Disk or Deliver Documents, you are submitting a job to the server. To help you keep track of your jobs and their status, you will receive email notifications for each processed job. Go to User Name > Preferences and uncheck the Receive Job Email Notifications field to turn job notifications off. If you turn off notifications it is a good idea to monitor your jobs using the My Jobs link located under the User Name menu in the upper-right corner of the application. |
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How can I perform a mass assignment of requests? |
Instead of assigning open requests one at a time, multiple requests can be combined and assigned to another user, user group, or group queue in a single action. Bear in mind, performing a mass assignment override all existing user assignments. You must have Mass Assignment permissions in order to perform this action. To mass assign requests, click Administration > Request Management> Mass Request Assignments, then follow the prompts to search and assign requests. |
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I’m creating a request, but I can’t type in the name of the requester. How do I do that? |
When creating a request, the Requester details cannot be typed manually in the request form. Instead, the Requester must be retrieved from the requester database and associated to the request. Click the Lookup button (…) next to the Requester field to search for an existing Requester in the database. Locate the requester, highlight their name and click Select to add to the Request. If the requester is not found, click the Create Requester tab to add the requester to the database. The requester automatically populates in the request form after saving. |
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How can I manage the disposition of multiple items requested in a single request? |
If a requester submits a request for multiple items, use the sub-requests feature in the request description. Create a sub-request for each part/category of the request you would like to track. When you are moving records to the request you are asked to associate the record(s) to a sub-request. The system will calculate a disposition for each sub-request, which helps break down how each category of records were processed. This disposition breakdown is then used to calculate the overall request disposition, which is included in the Annual Report. |
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Can I view and work on more than one request at a time? |
Yes. In a search result right click on the Request # and select open in new tab or window. You can open as many as you desire. The same can be done in Document Management. |
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Can I scan or upload a final response letter signed outside of the system and send it with the document delivery? |
Yes. In your request view, click Correspondence from the left-hand menu, then click the Receive Correspondence tab and scan or upload the letter. Next, click the Correspondence Log tab, highlight the letter you just added, and click Save for Final Response. Then, on the Document Delivery prep screen, check the Include Final Response Letter option. The uploaded letter is automatically selected to include in the delivery of responsive records. |
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I know a request exists, but it’s not coming up in searches. What am I doing wrong? |
When searching for a request from Requests > Search Requests, be sure that your Search Option filter is set to All. You can also set your search default by clicking the User Name menu at the top right of the application then Preferences > Request. Set the Search Option field to All, then Save. Setting your preference to All ensures that, in future searches, you’re searching the entire application and not only requests assigned to you or your office. |
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How do I send correspondence from a request? |
From a request, click Correspondence from the left menu bar. From this screen, you will be able to send emails with attachments and edit/save correspondence templates. |
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I found a duplicate requester in the database. Can I merge both profiles into one? |
Yes. Merging combines two requester profiles into one, usually because they are duplicates. When merging two profiles, the source requester’s details will be discarded and their history appended to the target requester’s profile. Only users with Merge Requester permissions can perform this action. To view merged requesters, click Administration > Request Management > Merge Requester History. |
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What does “Requests I Own” mean? |
If the Request Owner field is enabled, Requests I Own shows you all the requests you are assigned as the Owner. This provides a direct link to all open requests that you own in the application. Request Owner permissions to a request can vary. The Request Owner role is customarily used for workload management. |
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What is a secondary user? |
A secondary user is someone who has also been given access to a request; they will be able to view the request from the My Work Summary menu on the home screen. While the primary user is ultimately responsible for meeting the target date of a request, the secondary user role can be used to provide assistance on a request or keep track for reference. The use of these ownership structures can vary depending on permissions and agency processes. |
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How can I stop the clock on requests? |
From your request view, click Stop the Clock on the left navigation menu. When stopping the clock because the ‘Request is not Perfected’, the application stops tolling and changes the status of the request to On Hold-Need Info/Clarification. When you restart the clock, the application automatically returns the full processing days of the request and recalculates a new target date. When you stop the clock due to fee-related reasons, the application stops tolling and will change the status of the request to On Hold Fee-Related. When you restart the clock, the application resumes counting the remaining processing days where you left off. An organization may configure these Stop Clock features for single use, multiple use, or opt not to use the feature. |
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What is the difference between assigning a request and transferring a request? |
When you assign a request, you are moving the request ownership from one user or group to another, usually in the same Action Office, and with no change in remaining processing days. To assign a request, open the request and click Assign Users from the left menu bar. The request transfer feature is used to transfer the ownership of a request from one Action Office to another. If configured (and transferred within the first ten days of receipt), the receiving Action Office can expect to get all processing days back. To transfer a request, open the request and from the left menu bar, then click Transfer Request. |
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How can I apply an extension on a request? |
You can extend the target date of a request by clicking Extensions in the left menu pane of a request. When requesting an extension you must select the reason for the extension, and if you do not have permission to approve/complete the extension you will need to notify a supervisor to review/approve the extension request. The new target date is automatically recalculated on approval of the extension. |
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Why can’t I approve my own extension? |
If the Approve/Deny button is grayed out, it means that you do not have the permission to approve your own request extensions, so it must be approved by someone else, usually a supervisor. To request approval, highlight your extension from the Extensions view of the request and click Send Email to Supervisor to notify the supervisor they have an extension pending approval. |
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In the request description field, what does “Restricted” mean? |
When the Restricted option is checked, the request description will be replaced with the word “Restricted” in any and all report generated from the system. |
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Why am I unable to modify the request description field? |
To modify an existing request description, you must first check the Modify Description box. Once modifications are complete, click Save to save the new description. The system keeps track of the description changes, along with who made the change and when. |
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How do I upload correspondence to a request? |
First, open the request. Next, click Correspondence from the left-hand menu. Click the Receive Correspondence tab, then choose (or write in) the type of correspondence you’re uploading and how it was received. Finally, browse, scan, or drag and drop the file, then click Save. Any correspondence you upload will be viewable and accessible in the Correspondence Log. |
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How do I reopen a request? |
First, search and retrieve the request. From the left menu pane, click More Actions > Amend Request to reopen a closed request. The system prompts to select a status to apply to the reopened request. |
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I want to print a document, and I noticed it saves as a file to be downloaded. Where did it save? |
When you first print a document, you will have the option to download it from the Job Notification box once the job is complete. If you need to re-download the document, you can find it on the FOIAXpress Home Screen under My Work Summary > My Jobs. |
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Can I open more than one instance of Document Management and review a different set of documents? |
Yes, multiple instances of Document Management can be opened. To open documents in separate windows, from the Search Results list select the document(s) you want to open then click the Open Folders action button. |
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Why can’t I drag and drop an email from Outlook into the “Drag and Drop” zones of the application? |
Outlook does not allow for dragging and dropping directly into your browser. As an alternative, drag and drop an email to your desktop, and then drag and drop it from your desktop into any Drag and Drop zone. |
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When delivering documents, how does the application sanitize the records? |
FOIAXpress completely and securely burns in the redaction layer to create a new image of each redacted page, and returns a single sanitized document. FOIAXpress uses pixel-to-pixel replacement to remove the pixels of the redacted text and replace them with the pixels of the redaction area. |
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When redacting, how do I save my edits to ensure sure I do not lose my work? |
FOIAXpress automatically saves your redactions and notes on review layers any time you move to another page in the document. When you first move to another page, the application will prompt you to name your review layer. From then on, redactions on subsequent pages will be saved on your layer as you move from page to page. |
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Can I password protect email deliveries? |
Yes, but this feature must first be enabled by an administrator. Once enabled, whenever PDF format is selected as the document format you will see the Password Protect option. When Password Protect is checked, the application will send two emails to the requester: One with a PDF of the responsive records and another with the password to open the responsive document PDF. A copy of the password email notification will be in the Correspondence Log of the request in the event that the requester loses the password and the user needs to resend the email. |
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I want to combine redactions done across two review layers. Can I merge them? |
Yes. Open your folder in Document Management. When the application prompts you to load a review layer, click Yes. From the Review Layer window, click Merge. Follow the directions on the Merge Review Layer Screen, then click Merge Review Layers. Alternatively, if you already have a review layer loaded, right-click on the folder and select the Merge Review Layers menu option. You can merge as many review layers as desired at one time. |
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How can I quickly identify what has been reviewed in a review layer? |
To get a summary of the reviews conducted on document, run a Document Status Report. While in Document Management and with a review layer loaded, right-click on the folder and select Document Status Report. A new window appears with a report that summarizes the page status (Not Reviewed, Disclosed in Part, etc.) and the redaction codes used on each page. You can export or print this report. |
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While performing Find and Redact I get a system message saying “No occurrences have been found.” What does this mean? |
This message can appear for a few reasons. The most likely reason is that the search term you are looking for does not exist in the document. Please check your search term and try again. The message could also mean that the Optical Character Recognition (OCR) process is still running. OCR is the electronic conversion of images of typed or printed text. All documents uploaded to Document Management undergo this process, making uploaded documents searchable. If you get this message, it could mean that OCR is still running and the application has not “found” your search terms yet. To check the OCR progress, right click on the folder and select Modify Folder Details from the drop down menu to view the OCR Status. Review the OCR Information section to determine if OCR is Pending, Not Complete, Still Running, or Failed. If OCR fails, please contact your FOIAXpress administrator. |
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Can I redeliver responsive records? |
Yes, you can redeliver responsive records. From the request menu, click Deliver Documents > Deliver Documents. A message displays alerting you that a delivery has already been made. Read the message carefully, and click OK to proceed. Select the folders, sections or pages you want to redeliver, then click the Deliver Documents icon to move to the Delivery Prep screen. From here, select your delivery options and click Deliver Documents to complete the redelivery. |
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I’m trying to make changes to a review layer, but it’s locked for editing. How do I unlock it? |
Right click on the folder containing the review layer you want to unlock. From the context menu, click Unlock Review Layer. If you do not see that option, it means that you do not have the permission to unlock the layer. Contact the user who created the layer (or your system administrator) to unlock the review layer. |
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How can I administratively close out a request without delivering documents? |
To administratively close a request, you must take Final Actions on the request to provide the Disposition as Other Reasons. After selecting the appropriate Other Reason, you can proceed to the Close action in the request. |
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Do I have to convert documents to pdfs before uploading them into Document Management? |
No, you don’t have to convert documents to PDF before uploading into Document Management. Document Management accepts the following file types and automatically converts to PDF as they are imported into the repository; jpeg, jpg, tif, tiff, pdf, txt, text, htm, html, doc, docx, rtf, xls, xlsx, ppt, pptx, vsd, vsdx, vss, vtx, vdx, vdw, vst, vsx, msg, png, xps, csv, and eml |
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What does “delivery failed” status indicate and what do I need to do to correct a delivery failure? |
If your request is in Document Delivery - Failed status, this means the records have not been delivered to the requester and something went wrong in the delivery process. First, check the document delivery log by opening your request and clicking Deliver Documents > Document Delivery Log. Highlight the delivery, then click View Error Description. The error description will provide details on why the document delivery failed. Depending on the error, you can retry the same delivery or pick a different document delivery mode, or you may have to contact your administrator. The most common document delivery error is when an email delivery is bigger than your agency’s maximum allowed attachment size. |
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Can you explain each document delivery output format? |
Multipage TIFF: A TIFF delivery converts the document to a picture. The picture can be opened using an image editor, such as Microsoft Paint or Photo Viewer. PDF Image: A PDF image delivery creates a non-searchable PDF document. PDF Archive: A PDF archive delivery creates searchable PDF that is also backwards compatible with older versions of Adobe Acrobat. PDF Tagged (508 compliant): delivers a PDF that is compatible with computer screen reader programs, such as those for the visually impaired. Separate single page files: A separate single page file delivery will convert each page of the document into an individual PDF. For example, if a document has 15 pages, the requester will receive 15 PDFs. |
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Why am I unable to add sections to my folder? |
You should determine if sections will be needed when first creating a new folder. If a folder is created and pages are added at the folder level, sections cannot be added later. If at least one section is present then new sections can always be created. When creating Sections, try and predict how many might be needed. This reduces friction and requires fewer steps to have them ready to go versus creating them later. |
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How do I delete pages? |
Pages can be deleted one-by-one by right clicking the individual pages, while multiple pages can be checked then deleted at once by right clicking on the corresponding folder or section. |
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Why am I unable to add pages to my folder while in the review log? |
When working in a folder, pages can only be added or deleted when a Review Layer is not loaded AND if you the appropriate permission. To add more pages you must first unload the review layer. Note that any pages added will appear in red font when reloading the review layer, signifying these were added after the loaded layer was reviewed. |
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I want to deliver all records and letters in one folder. How can I do that? |
This can be done by setting your application preferences. From the upper right-hand corner of the application, click the User Name menu, then Preferences > Document. Under the Default Format for Delivery/Save option, change it to Single Folder, then Save. This change will apply to document deliveries and file downloads under your user profile. |
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How do I generate a Vaughn Index report? |
In order to generate a Vaughn Index Report, there must first be documents in the Request Folder. Open the Request, then from the left hand menu click Logs/Reports. The Log/Reports screen displays. Here, click Vaughn Index Report to generate the report. The report displays and can be exported in various formats. |
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How do I give a user, users or user group access to my custom request report in FOIAXpress? |
By default, the creator of a report and the system administrator are the only users that can view the report. If you need others to access your report you must give them permission. To give a user, users, or a user group permission to view and generate your report, click the Reports tab on the main menu bar. Then click Custom Report > Request. Click Permissions, then locate the report you would like to share and choose either Group View or User View to locate the group or users to whom you want to give permission. Check the appropriate boxes and click Save. The next time the user or group logs in, they will have access to the report, listed under Reports> Custom Reports > Requests > Select Saved Report Criteria. |
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How can I schedule a report? |
There are several reports that can be scheduled; for this example we will use Custom Request Reports. You must first create and save a report. Then from the main menu bar, click Reports > Custom Reports > Requests, then click Report Scheduler > New. On the displayed Job Details tab, give the scheduling job a name, select the saved report you would like to schedule, then set how frequently you would like the request to run. On the Recipients Information tab, input the recipient’s email, subject, and specify the report format. Finally, add text in the body of the email, then click Save. The report is now programmed to run and be delivered to the specified recipients, at the intervals provided. |
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How can I quickly view a requester’s history? |
To see if a requester has submitted a previous request and if they have any fees due, click Requester > Search Requester from the application menu bar, then search for the requester using any known parameters. When you find the requester, open the requesters details by clicking on the requesters Last Name. Once on the Requester Details page, click the Request History tab. You will be able to review any existing requests, both open and closed, as well as any fees incurred. |
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Is there a way to get a summary of the pages reviewed and exemptions codes applied while working in my review layer? |
Yes, while you are redacting and reviewing responsive records you can access the Document Status Report. To access the report right click on the folder and select Document Status Report from the drop down menu. This is a dynamic report which will give you a page-by-page status and summary of all exemptions applied and pages redacted. This report can be exported or emailed in the following formats: Excel, Acrobat PDF, Tagged Image File Format (TIFF) or web archive. |
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I’ve uploaded my dataset to EDR. How do I dedupe the records? |
EDR dedupes records upon ingestion, so there are no extra steps needed to identify duplicates. Please keep in mind that when viewing the document list in EDR, duplicates are hidden from your view by default. |
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Do I have to convert all documents to pdfs for EDR to dedupe and find containment? |
No. Files uploaded to EDR should be kept in their original file type. EDR supports an extensive variety of documents, including zip, pdf, pst, eml, msg, docx, xlsx and many more. |