Last date modified: 2026-May-22

Search (Advanced Access)

The Search phase consists of data collection, verifying the data, and linking workspaces.

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Search details for the coordinator

Click the Search 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 agency reviewer 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, attachments, and reviewer actions.

F. Request Description—contains the case summary entered by the requester. You can click Edit to enter your own description or additional notes to the original request. Click Use as Alternative to commit your changes.

Search coordinators create and assign tasks to appropriate offices or users based on the scope of the content. They communicate with search custodians, track progress, and mark the search task complete once confirmation is received.

The search details screen showing task-related sub-steps.

Search sub-step

There is one sub-step for Search: Task.

Task

Click the Task button to open the search task modal.

Search Manager

View the search manager assigned to the request. The Search Manager was assigned during the Intake phase.

Search assignment is for assigning tasks to offices groups or users

You can change the search manager at any time by clicking the Change button.

Changing the search manager to another office, group, or user.

Steps:

  1. Select an Assignment Type.
    • Office—use this option to assign the processing to an office or organization.
      • Office—select an office or organization from the drop-down menu.
      • User (Optional)—select a user from the drop-down menu. Users are filtered based on the office you select.
    • Group—use this option to assign the processing to a predefined group.
      • Group—select a group from the drop-down menu.
    • User—use this option to assign the processing to a single user.
      • User—select a user from the drop-down menu.
  2. Click Assign to commit your changes.

Task Search

During this step, the search manager enters basic information for the assigned custodians including the URL for uploading search results and search criteria.

The form used by the search manager to enter basic information for the searchers such as where to upload documents they've found.

Step 1 of 3:

  1. Click the Task Search sub-step. The Create Search Task modal opens.
  2. Complete the following fields:
    1. Assignment Type—similar to the search manager assignment, this allows the search manager to assign search tasks to other offices, groups, and users (the search custodians).
      • Office—use this option to assign the processing to an office or organization.
        • Office—select an office or organization from the drop-down menu.
        • User (Optional)—select a user from the drop-down menu. Users are filtered based on the office you select.
      • Group—use this option to assign the processing to a predefined group.
        • Group—select a group from the drop-down menu.
      • User—use this option to assign the processing to a single user.
        • User—select a user from the drop-down menu.
      • Non Relativity User—select this option if the searcher is not listed as a Relativity user. Click Add User after entering their details.
        • Name—enter their full name.
        • Email—Enter their email address for future communications.
    2. Response Records URL—enter the location where the custodian uploads search results. Be sure the URL is complete and valid.
    3. Search Documentation URL—enter the location where the custodian uploads search documentation, such as keywords, strings, and methods.
    4. Deadline—select a deadline for the custodian to complete their search.
    5. Boolean Search Strings—enter any Boolean strings the custodian should incorporate during their search.
    6. Keyword Search Terms—enter any keywords the custodian should incorporate during their search.
  3. Click Next.

Step 2 of 3:

In this step, you will use an email template to draft an email to the search custodian(s). 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.

The email template used by the search manager to inform the search custodian of a new task. The following steps are optional:

  1. Email Template—select another Relativity-provided template or custom template from the drop-down menu.
  2. Edit the content to further customize the message.
  3. Click Preview.

Step 3 of 3:

In this step, you can review the email before sending it.

The form used by the search manager to enter basic information for the searchers such as where to upload documents they've found.

  1. Click Confirm and Send to send the email. Note that you cannot recall the email once you send it.
  2. Click Back to return to the template for further editing.

Review Manager

Assign a review manager, or the person who is responsible for reviewing the search results.

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

Steps:

  1. Click the Review Manager sub-step. The Review Manager modal opens.
  2. 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 menu.
      • User (Optional)—select a user from the drop-down menu. 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.
  3. Click Assign to save the settings.

You are returned to the Search landing page. Notice now, there is a task listed that indicates the current status of the search effort. Depending on how many custodians you assigned, you may see more than one task listed. The Status shows In Progress and will not change until the task is marked complete.

The search landing page showing the search progress for the FOIA request.

To mark a task as complete:

Use mass actions to mark one or more tasks complete.

  1. Check the box(es) next to the task(s) you are updating. Alternatively, you can select All from the drop-down menu next to the mass actions. Selecting All updates all of the search tasks at once.
  2. Select Mark as Complete from the Mass Action drop-down menu. When you select Mark as Complete, the Mark search task as Complete modal opens.
    The confirmation modal when you select the mark as complete mass action.
  3. Complete the following fields:
    • Records Found—select Yes if relevant records were found. Otherwise, select No.
    • Documentation Received—select Yes if relevant documents have been uploaded and are ready for review. Otherwise, select No.
  4. Select Submit.
    The Search landing page is updated with the new status.
    Search task tags that appear when you confirm the task steps are completed. The tags reflect the Yes/No selections when the task was marked complete.

Document review leverages the aiR for Review product to identify records relevant to FOIA disclosure. aiR for Review applies FOIA-specific logic to accelerate response times, reduce backlog, and enhance compliance by scoring documents as either relevant or not relevant for initial disclosure consideration. For more information about this product and its features, see aiR for Review.

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

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