Last date modified: 2026-Sep-08

Response

The Response phase of a Relativity FOIA workflow consists of releasing a final decision on the FOIA request, and producing appropriate records. Records are released to the publicly accessible Reading Room.

Response details for the coordinator

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

Navigation points on the request details screen.

Noteworthy navigational points:

A. Workflow steps—the Relativity 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 click from one step to another to view details.

B. Navigation buttons—navigate to the last screen, previous record, or next record.

C. Activity—opens the Activity History panel. The panel displays a list of activities for the request.

The icons appearing in the Activity History pane.

Options include:

1. Log Communication—manually log activity for the request. For example, you might log an email you received outside of the FOIA environment that is relevant to the request. Fields include:

  • Communication Type—select the type of communication from the drop-down menu.
  • Contact—enter a contact name.
  • Subject/Title—enter a subject or title.
  • Details—describe the communication.

2. Add Notes—add comments, questions, and notes.

3. Export CSV—export the activity list in CSV format.

4. Filters—search or filter the activity list.

D. Quick Actions—quick access to:

  • Time Management
    • Extension—opens a template for extending the processing due date. Extensions can only be taken on perfected requests. Select one or more circumstances for the extension, then select the type, or number of days to extend the processing.
    • Toll Clock—opens a modal to enter a justification for changing the clock.
  • Communications—opens an email template you can use to send correspondence.

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

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

G. Custom Fields—this section displays the Request Type field, which defines the type of request and how it is processed.

Options include:

  • FOIA—is the standard request type for agency records.
  • FOIA + Privacy Act—is a request for records about the requester that may be processed under both FOIA and the Privacy Act.
  • Privacy Act—is a first-party request in which the requester is the individual named in the records or is authorized to represent that individual.
  • Consultation—another agency's input is required before records can be released; your agency retains the response responsibility.
  • Referral—responsibility for processing the records should be transferred to the agency that owns or originated them.

H. Request description—contains the original request description, along with an AI-generated case summary. You can edit the case summary to add your own narrative or additional notes.

I. Attachments—lists attachments provided throughout the workflow.

J. Response History—displays a list of responses and correspondence associated with the request.

As a response coordinator, you issue the final determination for the FOIA request, then release responsive records to the Reading Room.

The respond screen with actions for sending referral requests and finalizing FOIA decisions.

Response sub-steps

There are four sub-steps for the Response step: Interim Release, Referral, Final Response, and Release to Reading Room. Access the steps by selecting an option from the Response Task drop-down menu.

Interim Release

An interim release refers to the partial disclosure of records before the agency has completed its full review. For example, with large requests, documents may be released in batches as they are reviewed and cleared by the agency.

If you perform an interim release of documents through the Interim Release step, you must return to this step to finalize the FOIA request and send the final response. Use the Final Response step only when no interim release has been performed. Cases that include one or more interim releases cannot be closed through the Final Response step.
To close out a request that contains interim documents, open the Interim Release step and navigate to Step 3.
Jump to the Step 3 instructions

Click Interim Release. The Interim Release modal opens.

Step 1 of 5:

  1. Review the information provided for preparing your documents for release. Key points include:
    • Ensuring that your production sets in Relativity contain the documents you want to release.
    • Verifying documentation statistics and exemption codes are accurate.
    • Confirming reviews and redactions have been completed.
    • Reviewing email templates to ensure your message is appropriate for the interim release.
  2. Click Continue.

Step 2 of 5/6:

If you select one or more production sets, there will be an additional screen added to the step, changing the screen count to six. If you do not select a production set, the screen count remains at five.

Production Sets

For an interim document release, select the production sets containing the documents.

  1. Select one or more production sets containing the documents for release.
  2. Upload any additional documents to include in the release.
  3. Click Next.

Step 3 of 5/6:

If you are closing out a request that had interim documents released, start at Step 3 in the instructions below the image.

Document Statistics and Exemptions Used

Aggregated statistics bar showing the number of pages released and withheld.

  1. Aggregated Statistics—displays the number of pages being released and withheld. Relativity auto-populates values when you select production sets in Step 2. You also have the option to manually add page counts.
    • Add New—use this option to manually add the number of pages being released and withheld.
  2. Exemptions Used—displays exemption codes and the number of pages withheld in full or part. Relativity auto-populates values when you select production sets in Step 2. You also have the option to manually add exemption data.
    • Add New—use this option to manually add exemption codes and page counts.
  3. Final interim response—is disabled by default until you send at least one interim release. After that, you can return to this screen and mark this as the final interim response.
    Select this option to mark this release as the final interim release.
    1. Closing out a request with a final release and response. If you released one or more sets of interim documents, you must close the case and send a final response using the following instructions. You cannot close the case and send the final response using the Final Response step if you performed one or more interim releases.
      1. Check the box next to This is the final interim release.
        Check the box if you are closing out the request with a final release and response.
        The Disposition Type and appeals rights options appear.
      2. Disposition Type—select the disposition type that describes the documents being released for this request.
      3. Final Release Determination
        Select to include a 90-day appeal rights timeline.
        1. Include Appeal Rights (90-Day Timeline)—checking this box allows the requester 90 days to appeal the records decision.
      4. Clicking Next advances you to the Final Response email template.
      5. Edit the email content as needed. The bracketed text represents merged placeholders, where Relativity merges content from the request into the email template. Click Next.
      6. Click Send Interim Release. Note that this is the final email response for the case.
  4. Click Next

Step 4 of 6:

If you selected one or more production sets, this screen is added to the step. If you did not select a product set, you will not see this screen.

Interim Release

Interim release shows a summary of documents you are releasing to the reading room.
A table listing two icons: warning, all or part of the document not released and summary, click to read an aiR summary of the doucment.

This screen shows the documents marked for release to the Disclosure Center. See FOIA Disclosure Center for information on reviewing and managing released documents.

Other options include:

  1. Also release to Reading Room—select this option to post the documents to the agency's Reading Room.

  2. I certify that all documents in this release have been reviewed and approved for public disclosure under FOIA—you must check this box to confirm you have followed all agency policies for releasing the documents. You cannot proceed without confirming the required approvals, redactions, and so forth have been met.

  3. Click Next.

Step 4 of 5, or 5 of 6:

Interim Release email

In this step, you construct the interim release email that you will send to the requester. Use the template as a base. The template contains prompts that you can use to customize your email, along with merged fields that pull data directly from the request. You can use the template as is or edit it to suit your specific needs.

You can edit templates to customize them for your agency. See Letter Template Management for details.

  • <***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 preexisting record. Relativity will populate these prompts for you.

Email template to use for the final decision email to the requester.

Steps:

  1. Complete the following fields:
    • CC—the email addresses of any other users receiving a copy of the email.
    • Email Template—Relativity provides a default template that includes merged fields, or fields that are populated with details from the original request. Merged fields are contained in brackets with the field name. For example, [ASSIGNED_TO]. You can also change the email template to another Relativity-provided template, or a custom template if your Relativity administrator created one. See Letter Template Management for more information on custom templates. You can also edit the email content to further customize it to fit your needs.
    • Subject—the subject line for your email. Relativity automatically populates the subject line, but you can customize it if needed.
  2. Edit the email content as needed, replacing any <***PLACEHOLDER***> blocks with your own wording. The bracketed [BRACKET_BLOCK] blocks represent merged fields that Relativity populates with details from the request as the email is generated. You do not need to address any of these blocks. You can remove blocks by selecting and deleting them. Just below the email template is a placeholder count that lets you know how many placeholder blocks need attention. Use the keyboard commands shown to move from one placeholder to another.
    Additional information on an email template includes the number of placeholders that need attention, along with a character count.
  3. Click Next.

Step 5 of 5, or 6 of 6:

Send Interim Release

Review your email and if satisfied, click Send Interim Response. Use the Back button to return to the template if you need to make any changes. Note that you cannot recall the email after it's sent.

Referral

In some instances, you may want another agency to process the documents and issue the final response. The Referral Request template is designed to streamline this process by providing a template with prompts and merged fields that correspond to the request. You can link to additional resources, add attachments, and customize the message body to suit your needs. This template helps ensure convenience and consistency throughout your communications.

The template contains prompts that you can use to customize your email, along with merged fields that pull data directly from the existing record. You can use the template as is or edit it to suit your specific need.

You can edit templates to customize them for your agency. See Letter Template Management for details.

  • <***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 preexisting record. Relativity will populate these prompts for you.

Form template for requesting additional consultation from another agency.

Click Send Referral to get started. The Referral Request template opens.

Steps:

  1. Complete the following fields:
    • Reviewing Office—the name of the office that will perform the equity review.
    • Due Date—the expected date for completing the review.
    • Linked Saved Search (Optional)—select one or more saved searches specific to this request. Ensure that you assign appropriate permissions to the specified user and verify the coding layout is correct.
    • First Name—the first name of the equity reviewer.
    • Last Name—the last name of the equity reviewer.
    • To—the email address of the reviewer.
    • CC—the email addresses of any other users receiving a copy of the email.
    • Email Template—Relativity provides a default template that includes merged fields, or fields that are populated with details from the original request. Merged fields are contained in brackets with the field name. For example [ASSIGNED_TO]. You can also change the email template to another Relativity-provided template, or a custom template if your Relativity administrator created one. See Letter Template Management for more information on custom templates. You can also edit the email content to further customize it to fit your needs.
    • Subject—the subject line for your email. Relativity automatically populates the subject line, but you can customize it if needed.
  2. Edit the email content as needed, replacing any <***PLACEHOLDER***> blocks with your own wording. The bracketed [BRACKET_BLOCK] blocks represent merged fields where Relativity replaces them with details from the request as the email is generated. You do not need to address any of these blocks. You can remove blocks by selecting and deleting them. Just below the email template is a placeholder count that lets you know how many placeholder blocks need attention. Use the keyboard commands shown to move from one placeholder to another.
    Additional information on an email template includes the number of placeholders that need attention, along with a character count.
  3. Add any attachments for the reviewer.
  4. Click Preview Email Content.
  5. Click Confirm and Send to send the email. Click Back to Edit to return to the template and make changes. Note that you cannot recall the email after it's sent.

Final Response

Use the final response modal to review workflow steps and ensure each has been completed for closing the case.

If you performed an interim release of documents using the Interim Release step, you must return to that modal to finalize the FOIA request and send the final response. Use the Final Response step only when no interim releases have been performed. Cases that include one or more interim releases cannot be closed through the Final Response step.
To close out a request that contains interim documents, open the Interim Release step and navigate to Step 3 in the instructions.
Jump to the Step 3 instructions for the Interim Release step

The final response wizard provides a checklist of all workflow steps.

Steps 1 of 6:

Review the key points to confirm you are ready to provide your final response.

  • Ensure all fees have been reconciled and any applicable fee waivers or reductions have been applied.
  • Confirm that all searches have been completed and responsive records have been identified and processed.
  • Verify that all required reviews — both internal and external — have been completed and any exemptions have been properly documented.

Closure Disposition

Select from the disposition type options.

Disposition Type—select the disposition type that describes the documents being released for this request.

Final Release Determination

Select to include a 90-day appeal rights timeline.

  1. Include Appeal Rights (90-Day Timeline)—checking this box allows the requester 90 days to appeal the records decision.
  2. Click Continue.

Step 2 of 5:

Production sets

Select one or more production sets to include in the final response.

  1. Select or upload documents for release.
    • Production Sets—select from the list of production sets from Relativity. Selected production sets are used to auto-populate document statistics in Step 3 of 5.
    • Document Upload—used to upload additional documents. Uploaded documents are attached to the final response email sent to the requester.
  2. Click Continue.

Step 3 of 6:

Document Statistics

Aggregated statistics bar showing the number of pages released and withheld.

  1. Aggregated Statistics—displays the number of pages being released and withheld. Relativity auto-populates values when you select production sets in Step 2. You also have the option to manually add page counts.
    • Add New—use this option to manually add the number of pages being released and withheld.
  2. Exemptions Used—displays exemption codes and the number of pages withheld in full or part. Relativity auto-populates values when you select production sets in Step 2. You also have the option to manually add exemption data.
    • Add New—use this option to manually add exemption codes and page counts.
  3. Click Continue.

Step 4 of 6:

Document review

Give documents friendly titles and summaries for public release.
A table explaining the summary icon that you can click to view an aiR summary of the doucment.

Before releasing documents, you can give them friendly titles and summaries to make them easier to navigate. You can also specify how you are going to release the documents. For example, to the Reading Room or through email.

  1. Public Title (optional)—provide a friendly title for the document.
  2. Summary (optional)—provide a brief summary.

Release Method

  • Email—select this option if you are releasing the documents through email only. Documents are attached to the final response email.
  • Private Reading Room—select this option to release the documents to the agency's Reading Room. Documents are transferred to the Reading Room and the requester receives a private link instead of attachments. They must sign in with the email address on the request. Files remain available for a specific period of time before they are deleted.

Public Reading Room

Also release to Reading Room—select this option to post the documents to the agency's public Reading Room, in addition to email or private reading room methods.

Final Review

  1. I certify that all documents in this release have been reviewed and approved for public disclosure under FOIA—you must check this box to confirm you have followed all agency policies for releasing the documents. You cannot proceed without confirming the required approvals, redactions, and so forth have been met.
  2. Click Continue to Email.

Step 5 of 6:

Final Response Email

In this step, you construct your final response email that you will send to the requester. Use the template as a base.

The template contains prompts that you can use to customize your email, along with merged fields that pull data directly from the existing record. You can use the template as is or edit it to suit your specific needs.

You can edit templates to customize them for your agency. See Letter Template Management for details.

  • <***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 preexisting record. Relativity will populate these prompts for you.

Email template to use for the final decision email to the requester.

  1. Complete the following fields:
    • Email Template—Relativity provides a default template that includes merged fields, or fields that are populated with details from the original request. Merged fields are contained in brackets with the field name. For example [ASSIGNED_TO]. You can also change the email template to another Relativity-provided template, or a custom template if your Relativity administrator created one. See Letter Template Management for more information on custom templates. You can also edit the email content to further customize it to fit your needs.
  2. Edit the email content as needed. The bracketed [BRACKET_BLOCK] blocks represent merged fields where Relativity replaces them with details from the request as the email is generated. You do not need to address any of these blocks. You can remove blocks by selecting and deleting them.
  3. Click Preview.
  4. Click Confirm and Send to send the email. Use the Back button to return to the template if you need to make changes. Note that you cannot recall the email after it's sent.

Release to Reading Room

The final task for fully closing a FOIA request is to release the documents to the Reading Room.

Click Release to Reading Room. The Release to Reading Room screen opens.

Production sets and documents

Select the final production sets to release to the reading room.

Steps:

  1. Select one or more production sets to release.
  2. Manually upload additional documents.
  3. Click Next: Review Public Release.

Final Confirmation

Edit the document set titles to make them public-friendly. Check the box that you are confirming the review and approval of the document disclosure.

Steps:

  1. (Optional) Edit the Public Title entries for the document sets so that they are user-friendly.
  2. Check the box to certify the documents in this release have been reviewed and approved according to public disclosure policy.
  3. Click Release. You will see a message box indicating the records are being released to the Reading Room. The message disappears when the process completes.
    A warning about waiting until documents have been posted to the reading room.

You have completed the FOIA workflow for this request. Return to the Relativity FOIA home page.

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