Last date modified: 2026-Apr-20

Review (Advanced Access)

The Review phase of a RelativityOne FOIA workflow involves assessing records for responsiveness, sensitivity, and compliance with applicable exemptions. Reviewers determine whether responsive records may be released in full or require partial redaction. During this phase, Relativity leverages AI-assisted review to support timely and accurate release decisions.

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Review details for the coordinator

Click the Review 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 Intake 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.
  • 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 form for requesting a change to the clock status.

C. Activity—opens the Activity History panel. You can search the activity log by keyword or activity type, such as status changes. At the bottom of the pane is the Log Communication option. You can add an entry to the activity log to capture communication outside of the portal prompts. For example, you might record an email that you received from an outside source regarding the request.

D. 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.

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

F. Linked Workspaces—a list of linked workspaces associated with the search documents.

During the Review phase, coordinators can link to or create new workspaces and request input from other agencies.

The review details screen showing links to workspaces and email templates.

Review sub-sections

There are three sub-sections for the Review step: Workspace(s), Send Equity Review Request, and Send Consultation Request.

Workspace(s)

During the Review phase, you will decide where to store documents that are being evaluated for release. You can select an existing workspace or create a new workspace. From the Review step, click the Workspace(s) button to get started.

The Workspace Management modal opens.

The workspace management landing page showing options for creating new workspaces or linking to existing workspaces.

The top half of the modal displays the request details and any attachments. The lower half of the modal is where you can create a new workspace to store records, or link to an existing workspace.

Creating a new workspace

To create a new workspace, confirm the Create tab is active.

Steps:

  1. Complete the following fields:
    1. Name—provide a name for the workspace.
    2. Matter—select a matter.
    3. Template Workspace—select FOIA Standard Template. Click Set to save your template decision.
      Template for creating a new ECA workspace.
    4. Justification—provide justification for creating a new workspace.
  2. Click Create Workspace to save and exit the modal.

On the Review landing page, you can now see your workspace in the Linked Workspaces section.

On the review landing page, the linked workspaces sections lists the workspaces associated with this request.

Linking to an existing workspace

To link to an existing workspace, click the Link tab.

Selecting an existing workspace to link the foia request. The workspace is where records are stored.

Steps:

  1. Select one or more existing workspaces.
  2. Provide a reason for selecting the workspace in the Justification box.
  3. Click Link to [] Workspace to save and exit the modal.
    You are returned to the Review landing page where the workspace appears in the Linked Workspace section.

Send Equity Review Request

This feature will be available in GA.

Send Consultation Request

During the review phase, you may need to request input from another agency. The Consultation Request template is designed to streamline this process by providing a form 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 consistency throughout your communications.

The form 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 form as is or edit it to suit your specific need.

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

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

Form template for requesting additional consultation from another agency.

Steps:

  1. Complete the following fields: 
    1. Consulting Agency—enter the name of the agency from which a consultation is being requested.
    2. Due Date—enter the due date for the consultation.
    3. Link Saved Search (Optional)—select a saved search from the drop-down menu. Relativity automatically creates a consult saved search and includes it in your FOIA template. You can select other saved searches as well. You are not limited to the consult saved search.
      A list of saved searches in a drop-down menu that you can select for your review requests.
    4. First Name—enter the first name of the consultation agent.
    5. Last Name—enter the last name of the consultation agent.
    6. To—replace <***RECIPIENT_AGENCY_CONTACT***> with the email address of the agency contact.
    7. CC—enter another email address if you want to copy this email.
    8. Subject—there is no action required for this field. Relativity automatically populates the tracking number for you.
    9. Message—replace each prompt with a response specific to your request.
      • <***RECIPIENT_AGENCY_CONTACT***>—the email address of the agency contact.
      • <***REQUEST_TOPIC_SUMMARY***>—enter a title for your consultation request.
      • <***PAGE_COUNT***>—enter the number of pages you want reviewed as part of the consultation.
      • <***RECIPIENT_AGENCY***>—enter the agency owner of the documents.
      • <***RECORDS_SUMMARY***>—enter a brief description of the consultation request.
      • <***DISCLOSURE_RECOMMENDATION***>—enter your initial recommendation on disclosing the records.
      • <***YOUR_AGENCY***>—enter the name of the agency you represent.
      • <***DATE***>—enter the due date for the consultation.
      • <***Other Agency Name(s)***>—enter any other agencies you are consulting.
    10. Additional Attachments (Optional)—upload any attachments you want to include in your request.
  2. Click Preview Email Content to review the email before you send it.
  3. Click Back to Edit to return to the template. Click Confirm and Send to send the consultation request. Note that you cannot recall the email once you send it.

Review Manager

You can assigned review tasks to an office, group, or user. Click the Review Manager task to get started.

Click the review manager task to launch the modal.

The Review Manager modal opens.

Use the controls on the review manager modal to assign review tasks to an office, group, or person.

Steps:

  1. Select an Assignment Type.
    • Office—use this option to assign the review tasks to an office or organization.
      • Office—select an office or organization from the drop-down list.
      • User (Optional)—select a user from the drop-down list. Users are filtered based on the office you select.
    • Group—use this option to assign the review tasks to a predefined group.
    • User—use this option to assign the review tasks to a single user.

Once all sub-sections are complete, and consultation requests returned, the Review phase is complete. The workflow moves to the Respond step.

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