This article guides you through the process of creating a new Information Request record, which is the first step in managing and tracking an incoming request. You can use this process to log both standard and Freedom of Information requests.
Prerequisites
You must have the appropriate role/permissions to access the dashboard and the Information Requests report tile.
Steps
Follow these steps to create an Information Request:
Start a new request.
Click the Add Request button on the dashboard.
Alternatively, click the Add new button within the Information Requests report tile.
Select the Request Type.
Select a request type to determine the required workflow.
The steps required for a request will automatically display based on the selected Request Type.
Log request details (Details).
This section captures the basic categorisation and a summary of the request.
The date received will default to the current time, but it can be changed.
To set a due date, tick the 'request is valid' checkbox. The date valid will fill automatically, and the due date will be calculated (default: 30 days). You can edit both date fields after they are populated.
The status will appear on dashboards and can be viewed as one of a number of available states, including a collection of custom sub-states under In Progress.
Log requestor details (Requested by).
Capture the details of the person who made the request.
If the applicant is common, you can select them from a managed list to auto-populate their contact details.
The Applicant type dropdown is also manageable.
Complete subsequent steps based on Request Type.
For a standard Information Request, the workflow is complete after the request and requestor details have been logged (Steps 1 and 2).
For a Freedom of Information request, continue through the following mandatory steps:
Log application fee details (Application Fee): While the fee type is centrally managed, the amount can be overridden to a custom value only by your Admins. The application fee status entry can be used to report on fees that have not been paid or on those that have been waived.
Log assessment details (Assessment): The details captured can be used to generate an Acknowledgement Letter. Inputs related to pages are used in workload reports.
Log access charge details (Access Charge): These details can be used to generate documents: Access Charge Letter, and Access Charge Deposit Letter.
Log outcome (Outcome).This information can be used to generate a decision letter.
Results / Validation
The new Information Request is created and placed into the defined workflow. You can view its status on the dashboard.
What's Next / Related
You can perform the following actions at any time during the process:
Change status
Reallocate Assigned Officer
Update File Notes
Link Related Information Requests
Raise / Update Miscellaneous Actions
Raise / Update Follow-ups
Raise / Update Escalations
Raise / Update Extensions (Only for Freedom of Information processes)
Limits & Notes
Tracking: The system automatically captures a log of any status update in the file notes area. A freedom of information checklist can also be generated from this screen.