TABLE OF CONTENTS

• Configuration overview
• Configuring FOI statuses
  • Open the status administration area
  • Add or edit a status
• Configuring status transitions
  • Open the transition administration area
  • Define the status lifecycle
• Configuring categories
  • Categories
  • Subcategories
• Creating an FOI template
  • Open the template administration area
  • Template purpose
• Configuring template information
  • Name
  • Category
  • Subcategory
  • Start and end dates
  • Transition
  • Access level
  • Enabled
• Configuring template functions
  • Allow reject
  • Automatically split requests into tasks
  • Allow timer
  • Allow delete
  • Allow chase tasks
  • Chase tasks periodically
• Adding standard tasks and checklists
  • Add a task
  • Add a checklist item
• Viewing template configuration history
• Configuring the FOI request form
  • Add the FOI component
  • Select the FOI template
  • Configure the form category
  • Changing the template after submission
• Reporting and dashboards
  • Review a dashboard
  • Reporting by service area
  • Deadline and breach reporting
  • Request outcome reporting

Configuration overview

Before an FOI template or submission form is made available, the System Administrator should configure the relevant: 

The complete configuration should be tested before it is made available to staff or members of the public. 

Configuring FOI statuses

Open the status administration area

Go to: Administration > Freedom of Information > Status 

The Status area allows the System Administrator to: 

Add or edit a status

Select the appropriate option to add a new status or edit an existing status. Statuses should represent the stages through which an information request will progress. 

Configuring status transitions

Open the transition administration area

Go to: Administration > Freedom of Information > Transitions 

The Transitions area allows the System Administrator to: 

Define the status lifecycle

The transition lifecycle determines how a request can move between configured statuses. Create the required transitions and check that users can progress a request through the intended lifecycle. 

Configuring categories

Categories

Categories are used to classify information requests. The source guide identifies predefined categories including: 

It also states that other categories may be added through a development request. 

Subcategories

Subcategories provide further classification and can be used to route requests to relevant business teams. The source guide states that default subcategories are available and that additional subcategories may require a development request.

Creating an FOI template

Open the template administration area

Go to: Administration > Freedom of Information > Templates 

From the Templates area, the System Administrator can: 

Template purpose

A template defines how requests of a particular type are created and managed. A template can include: 

The correct template is also important for applying the appropriate request process and deadline rules. 

Configuring template information

Complete the available fields in the template’s Information region. 

Name

Enter the name of the template. Use a clear and recognisable name that reflects the type of request the template supports. 

Category

Select the appropriate category from the prepopulated list. 

Subcategory

Select a subcategory where applicable.

Start and end dates

Enter the start and end dates during which the template should be available. The source guide states that these dates are optional. 

Transition

Select the status transition lifecycle that should apply to requests created from the template. 

Access level

Select the required access level for the template. The source identifies access options relating to users, the public and customers. 

Enabled

Enable the template when it is ready to be used. Disable it when it should not be available for use. 

Configuring template functions

The General region contains options that control the functions available for requests created from the template. 

Allow reject

Enable Allow reject to make the refusal function available for requests created from the template. 

Automatically split requests into tasks

Enable Automatically split requests into tasks to allow tasks to be generated automatically based on the content of the request. If this option is disabled, users must create tasks manually. 

Allow timer

Enable Allow timer to allow users to record time spent against the request. 

Allow delete

Enable Allow delete to make the Delete action available to authorised users for requests created from the template. This option should be enabled only where the authority’s retention, audit and access requirements permit deletion. 

Allow chase tasks

Enable Allow chase tasks to allow outstanding tasks to be chased. 

Chase tasks periodically

Use Chase tasks periodically to set the period after which an automatic reminder should be issued for an outstanding task. 

Adding standard tasks and checklists

The template’s Add menu can be used to add standard tasks and checklist items. 

Add a task

Add > Task. Use this option to add a task to the FOI template. The task will apply to requests created using that template. 

Add a checklist item

Add > Checklist. Use this option to add a checklist item to the FOI template. Checklist items can be used to identify standard processing activities that should be considered for each request created using the template. 

Viewing template configuration history

View > History. Use this option to view the timeline of changes made to an FOI template. This is the configuration history of the template. It is separate from the history of an individual information request. 

Configuring the FOI request form

Add the FOI component

The ability to submit an FOI request is added to a Service Request form using the Freedom of Information component item. 

Go to: Administration > Forms Builder > Add Item 

Add the Freedom of Information component item to the required form. 

Select the FOI template

Open the plugin settings and select the FOI template that should apply to requests submitted through the form. Check that the selected template has the correct: 

Configure the form category

The source guide identifies the following location: Administration > Forms Builder > Item > Advanced 

Configure the required category through the component’s advanced settings.

Changing the template after submission

An FOI User can change the template of a submitted request through the Information module where required. Instructions are provided in Section Change the FOI template. Changing the template may affect the calculated due date. The request details and deadline should therefore be checked after the change. 

Reporting and dashboards

The FOI module includes reporting and dashboard functionality to support the monitoring of information requests. Depending on the organisation’s reporting configuration, reports may be used to review: 

The identified reporting requirements included volumes, breaches, clarification, refusal status, outcomes and reporting by service area. A requirement was also raised for related service areas or departments to be viewed together. 

Review a dashboard

Open the relevant FOI dashboard to view the available request information. Use the available reporting filters to refine the information by criteria such as: 

Reporting period. 

Reporting by service area

Service-area reporting can be used to review request volumes and outcomes across different parts of the organisation. Where a service-area hierarchy or multi-selection option is available, users may be able to review related departments together rather than selecting each department individually. 

Deadline and breach reporting

Deadline reporting should use the due date held against each request. A request should be treated as overdue only after 23:59 on its due date. This prevents a request from being reported as breached while it remains within the permitted response period. 

Accurate reporting depends on: 

Request outcome reporting

Where outcome information is recorded, reports may be used to distinguish between configured outcomes, including: 

The available outcomes depend on the organisation’s FOI configuration and reporting design.