Receive Correspondence

A Requester can send correspondence to the FOIA office as an electronic or hard copy. All correspondence can be attached to the Request, so you will always have an electronic copy of the correspondence in the Request folder. To attach/scan a file, the Request must be assigned to you, and you will need the "Modify Request" Permission.

(!!) Note: If you begin editing a Word document, within the Microsoft Word application, while the FOIAXpress Correspondence Editor is loading, your Word document will be loaded into the FOIAXpress Application. To prevent your External Word document from being loaded into the FOIAXpress Application, wait until the Editor has fully loaded before editing within the Microsoft Word application.

Steps to Receive Correspondence from the Requester

1. Open the Request for which you'd like to receive correspondence.

2. Click Correspondence > Receive Correspondence. The Receive Correspondence screen displays as shown below.
   
   
   (!!) Note: If the Barcodes option is enabled this will be available under the Drag and Drop Zone             

3. Complete the following fields as necessary:

   Field	Description
   Letter Template	Letter Template, as selected from the drop-down menu. You can use the letter templates created under Administration > System Configuration > Correspondence Templates.  By default, there are four available templates: Expedite Description, Fee Waiver Description, Request Description, and Other.
   Subject	Correspondence subject, either manually entered or selected from the available subjects from the drop-down menu.
   Received Mode	Mode in which the correspondence was received. Select the Received Mode from the drop-down menu.
   Attach File	Attach a file to the correspondence. Click Attach File, then select the file you want to attach.
   Scan File	Scan a file to include with the correspondence. Click Scan File and the Scan screen will open, from which you can scan an item directly into a Request folder. You can use the Duplex option (if available on your scanner) to scan the backside of the page.    (!!) Note: The checkbox for the Duplex option will be available if the scanner supports a duplex scan. Use this only if you have a scanner with ISIS drivers attached directly to your workstation.

4. Click Save to save the correspondence file.