Last date modified: 2026-May-22

Response (Advanced Access)

The Response phase of a RelativityOne 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.

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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 RelativityOne 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. 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.
  • 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.

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. 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 requester did not request further review, such as not requesting a fee waiver, or the assigned agency completed all of the tasks within the sub-step. A blue circle indicates the task is partially completed.

E. Request details—the request details including requester input and attachments.

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

The responding agency issues the final determination on the FOIA request and releases responsive records to the Reading Room. The Reading Room is a secure, publicly accessible repository for document review, search, and download. In certain instances, the agency may determine that additional consultation with another agency is required before the final decision is made. All related actions are managed through the Response screen.

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, Send Referral, Provide Final Response, and Release to Reading Room.

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.

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:

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:

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 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.
  4. Click Next.

Interim Response 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 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. Click Next.

Step 5 of 5:

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.

Send 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 pulled 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. 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—of the equity reviewer.
    • 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.

Provide Final Response

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

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

Click Provide Final Response. The Final Response and Case Closure modal opens.

Step 1 of 5:

  1. Respond to the following questions:
    • Have all fees been reconciled?—selecting No will stop the modal. You must complete fee collection to proceed. If there are no fees to collect, select Yes.
    • Have searches been completed?—selecting No will stop the modal. You must complete all searches to proceed.
    • Have all internal and external reviews been completed?—selecting No will stop the modal. You must complete all reviews to proceed.
  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 RelativityOne. Selected production sets are used to auto-populate document statistics in Step 3.
    • 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 5:

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 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.

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 to Email.

Step 4 of 5:

In this step, you construct your final decision 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 pulled 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.

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.

Step 5 of 5:

Review your email and if satisfied, click Confirm and Send to send the consultation request. Click Back to return to the template. Note that you cannot recall the email after it's sent.

Release to Reading Room

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

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

Production sets

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

Steps:

  1. Select one or more production sets to release.
  2. 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 RelativityOne FOIA home page.

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