Feedback
Last date modified: 2026-Apr-23
Search (Advanced Access)
The Search step of a RelativityOne FOIA workflow consists of data collection, verifying the data, and linking workspaces. The agency assigned during Intake is responsible for completing search tasks.
Table of Contents
| Agency portals | Public portal | Agency administration |
|---|---|---|
| FOIA Portal |
Search details for the coordinator
Navigating the Search screen
Click the Search step in the workflow panel to open its details.
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.
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.
Search sub-sections
Use the steps in this section to create a search task and assign it to an agency, group, or individual. You may also designate a search manager who is responsible for overseeing the search tasks. In addition, you can assign a review manager to evaluate the search results and determine whether they meet agency policy and the requirements outlined in the FOIA request.
Search Manager
View the search manager assigned to the request. The Search Manager is assigned during the Intake phase.
You can change the search manager at any time by clicking the Change button.
Steps:
- 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 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 processing to a predefined group.
- User—use this option to assign the processing to a single user.
- Office—use this option to assign the processing to an office or organization.
- Click Assign to commit your changes.
Task Search
This option will be available at GA.
Review Manager
This option will be available at GA.
At this point, Search is complete and the workflow moves to the Review step.
