FOIA Admin (Advance Access)

The FOIA Admin portal provides tools for adding and configuring agencies that you will reference during workflow steps, along with configuring case number formatting, working days, and form template management.

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FOIA Portal Settings

This is the landing page for configuring settings and behavior. Information on this screen includes:

• Portal Status—displays if the portal is enabled.
• Public Agency Profile—displays agency information including processing time and specialties.

To change the status or profile settings:

1. Click Edit Configuration.
2. To disable the agency portal, move the Intake Portal toggle to the left.
3. To change profile settings, edit the text in any text box field.
   • For the Specialties field, add a new label by typing a name, then pressing <ENTER>. Remove a label by clicking the exit icon.
4. Click Save Changes to confirm your edits.

Audit Log & Activity History

Audit log and activity history will be available at GA.

Case Tracking Number Configuration

You can change the formatting of case numbers assigned to FOIA requests. You also have the ability to preview your changes before saving them.

1. Click Edit Format.
2. Current Format Preview—you can view the case number format as you go. Each time you make a change, the preview updates with the new configuration. If you need a reminder on the case number settings before you made any changes, navigate to the Current Configuration Summary at the bottom of the screen.
3. Component Ordering—change the order of the case number components. By default, the order is Static Text - Year - Sequence. To change the order, click a component, then use the arrows to move it up or down. The preview pane displays your changes in real time.
4. Delimiter—by default, a hyphen separates the case number components. Select (none) from the Delimiter drop-down menu to remove the hyphen.
5. Component Configuration—configure the component values for your case number, along with a starting number and how often the number sequencing should reset.
   • Static Text—this value is often used as a prefix to the case number. You can set this to any meaningful value you like, along with changing its order (see Component Ordering).
   • Year—set the year format to two or four digits.
   • Starting Number—set the starting number for case number. This is the first number in the sequence. You can specify how often the sequence resets in the Reset Frequency setting.
   • Field Length—set the number of digits for case numbers.
   • Reset Frequency—use this value to specify how often the numbering sequences reset back to the starting number. You can set it to yearly, quarterly, monthly, or never.
   
   Current Configuration Summary—this section displays the case number formatting before any changes are made. You can use this information as a reference when making changes.
6. Click Save & Activate to save your changes.

Working Days Configuration

Set your standard working days and hours for FOIA processing. Federal holidays are automatically applied to the working days schedule, but you can add other days as well.

1. Click Edit Configuration.
2. Working Hours—set the ending time and zone for FOIA processing.

3. Federal Holidays and Non-Working Days—federal holidays are applied by default. Click the delete icon to remove a pre-set holiday. Click Add Holiday to add other non-working days to your schedule.

4. Click Save to confirm your changes.

Letter Template Management

RelativityOne FOIA provides form templates that help your agency communicate with the public and other organizations. These templates are fully customizable, allowing you to edit and tailor them to your agency’s requirements. Each form template includes two types of prompts: one that you select and replace with your own content, and the other that indicates a merged field where Relativity merges data from the FOIA request directly into the form.

Prompts will appear in one of the following formats:

• <***ABC***>—indicates data that you must provide. Replace the prompt with content specific to your request.
• [ABC]—indicates merged content that is pulled directly from the pre-existing record. Relativity populates these prompts for you.

To edit a form template:

1. Select a template from the Template Library. The form content appears in the preview pane.
2. Select Edit Template.
3. Edit the content to meet your needs. Take caution when editing or deleting prompts. To insert a merged field into the template:
   1. Click Insert Merge Fields.
   2. Select the fields you want to insert, and click Insert.
      
   3. Click Save to confirm your changes.

Agency & Component Configuration

Configure agency information and contacts to use in FOIA workflow steps.

Agencies are listed in tiers. The top tier is the agency responsible for overseeing all FOIA-related activity. You cannot edit this tier. You can add agencies under the top tier or any other tier below it, along with teams and users.

To add an agency:

1. Click Add Component.
   
   A new component is added to the list of agencies.
   
2. Click the Component card to open its details.
   
3. Enter the Name.
4. Enter a Description.
5. Enter the Phone number.
6. Enter a contact Email address.
   
7. Click Save to confirm your entries.

Use the Team button to add a team to the component, along with team members.

Use the Component button to add a sub-component, along with team members.