Last date modified: 2026-Feb-20

Intake (Advance Access)

Once a FOIA request is received, the Intake step begins. During this phase, the agency reviews the request and decides if it passes FOIA submission policies (perfection). The agency assigns a category to further define the request and provides a first response to the request submitter. If applicable, fees are also collected during this phase.

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Click the Intake step in the workflow panel to open its details.

Navigation points on the request details screen.

The following are some noteworthy navigational points on the Request Details screen.

A. Workflow steps—the RelatityOne FOIA workflow consists of four steps: Intake, Search, Review and Response. As you complete the tasks for a step, the workflow automatically advances you to the next. You can also jump from one step to another to view details.

B. Action buttons—includes Back, which redirects you to the previous screen, and Other Actions, consisting of the following:

  • Email Requester—opens an email template you can use to contact the requester. Relativity auto-fills the requester's name and address for you.
  • Activity History—shows a searchable list of activity for this request.
  • Extension—(available in GA)
  • Toll Clock—opens a form for requesting a change to the clock status.

C. Progress bar—indicates the status of workflow sub-sections. A green circle indicates the sub-section is complete for the workflow step. This may be because the requester did not request further review, such as not requesting a fee waiver, or the agency reviewer completed all of the tasks within the sub-section.

D. Request details—the request details including requester input, attachments, and reviewer actions.

Receiving and reviewing the request

FOIA agencies review and process requests through the RelativityOne FOIA portal. To access the portal, log in to RelativityOne and click FOIA in the sidebar menu.

The RelativityOne FOIA portal displays a dashboard, followed by a list of active requests. Click the Request ID to open the Request Details screen and FOIA workflow steps.

The list of open requests in RelativityOne FOIA.

Request details for the coordinator

Request coordinators confirm that FOIA requests meet all required policies and, once complete, mark them as perfected to move the request to the searching stage. There are two sub-sections for the Intake step: Evaluation and Confirm Perfection.

The FOIA request details screen show status and priority.

Intake sub-sections

There are two sub-sections for the Intake step: Evaluation and Confirm Perfection.

Evaluation

Click Evaluation to open the modal. The modal displays all of the uncompleted sub-sections. Completed sub-sections are not displayed on the modal.

Fee Category

The requester assigns a fee category to their request. Options are:

  • Commercial
  • Educational or scientific
  • Media
  • Other

During evaluation, you can agree or disagree with the requester's selection. If you disagree, you must reassign the category to one of the remaining options, and then provide a justification for your decision.

Fee category screen where you can confirm or assign a fee category.

Steps:

  1. Select a new Fee Category.
  2. Provide a reason for your decision in the Justification for Decision box.
  3. Click Assign to confirm your decision.
Fee Waiver

If the requester asked for a fee waiver, review their justification, then either grant, moot, or deny the waiver. You must provide a justification for your decision.

Fee Waiver screen where you can grant or deny waiver requests.

Steps:

  1. Click Grant, Moot, or Deny for your decision. A moot decision means the fee waiver does not apply to the request.
  2. Enter a reason in the Justification for Decision box.
Expedited Processing

If the requester asked for expedited processing, review their justification, then either grant, moot, or deny the waiver. You must provide a justification for your decision.

Request expedited processing and provide a justification.

Steps:

  1. Click Grant, Moot, or Deny to confirm your decision. A moot decision means expedited processing does not apply to the request.
  2. Enter a reason in the Justification for Decision box.
Processing Track

Track assignment is the expected effort and urgency required to complete the request.

Processing track assignment screen where you can mark the request simple, complex, or expedited.

Steps:

  1. Select a Processing Track option.
    • Simple—minimal effort; small amount of records.
    • Complex—requires significant time or resources to complete the request. Complex requests generally consist of a larger number of records, multiple offices, sensitive data, or urgent public interest.
    • Expedited—takes priority over other requests. There must be a compelling need for expedited requests.
  2. If you select Complex or Expedited, enter your reason in the Justification for Decision box.
  3. Click Assign to confirm your decision.
First Party

There is no action for the agency; this detail is informational only. If marked yes, the requester is the individual named in the records or is authorized to represent the individual named in the records.

First Party screen that declares if the request is by the first party.

Assignment

In this sub-section, you will assign the request to the appropriate office or person for reviewing or processing or the request.

The assignment screen is where you assign the request to another office or user.

Steps:

  1. Select an office from the Assign to Office drop-down menu.
  2. Click Assign to confirm your decision.

Confirm Perfection

Perfection means all of the components of the request have been met according to policy and the request can be routed to the office responsible for researching documents.

The confirm perfection screen is where you declare if the request is perfected or not perfected.

  1. Is the request reasonably described?—Select Yes or No. You cannot perfect the request if you select No.
  2. Is the request made in accordance with the Agency's regulations?—Select Yes or No. You cannot perfect the request if you select No.
  3. Date Perfection Achieved—enter the date the request was perfected.
  4. Justification for Date Change—provide a reason for your decision.
  5. Click Confirm Perfection open the confirmation modal. You cannot confirm perfection if any of the questions have a No answer.
Clock start policies vary by agency. Relativity follows the DOJ's policy:
  • The clock starts when the request is received, not when it’s perfected.
  • If something is missing during the perfection evaluation, the clock can be stopped.
  • The clock restarts once perfection occurs.

Click the Back button near the top of the screen to return to the RelativityOne FOIA portal. Note now, the Perfection status is now Perfected.

The FOIA list with one list item highlighting its perfected status.

At this point, Intake is complete and the workflow moves to the Search step.

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