Admin Set-up 1: Basic Portal Configuration

What configuration settings should I set first?

There are a few basic configuration settings that you should set before doing anything else on your portal. All of these configuration options can be accessed with the following steps:

  1. Click the ADMIN link in the top right
  2. Click the Portal Settings link at the far right of the subheader
  3. Look for the following selections on the left hand side:
  • Basic Information
  • Logo and Background Image
  • Request Due Dates

 

 

Basic Information

Steps for setting Basic Information:

  1. Go to ADMIN > Portal Settings
  2. Select 'Basic Information' (under Organization Details) from the list on the left
  3. Enter the following information:
    • Your Organization's Name - this will show up in the top left corner of your portal right under where it says "Public Records Requests". It will also be included in the subject of notifications to both requesters and other staff.
    • Time Zone - this should be the time zone where your agency is located
    • Portal Point of Contact - the user selected will be automatically assigned to each new request that comes in (this may be overridden if a request is assigned to a department with a Department Point of Contact. The Portal Point of Contact should be somebody who can take responsibility for assigning requests to the appropriate Departments and staff, or even respond to requests themselves.
  4. Click the SAVE button at the bottom of the screen

 

Logo and background Image

Steps for choosing a logo and background image:

  1. Go to ADMIN > Portal Settings
  2. Select 'Basic Information' (under Organization Details) from the list on the left
  3. Upload the file for both 
  4. Click the SAVE button

 

 

Request Due Dates

You can set a default Due Date for all requests that are submitted to the system. This will help ensure that no requests are forgotten and your agency stays in compliance with State laws. The system will track which requests are past their due date or approaching their due date and send out reminders to assigned staff. If your State has a mandated deadline for the initial response to a request, that deadline should be set as the Due Date. If there is no State mandated deadline, then you should set the response time that you would like your agency to meet.

Steps for setting request due dates and due soon reminders

  1. Go to ADMIN > Portal Settings
  2. Select Due dates (under Policies) from the list on the left
  3. Select the calculation type that applies to your organization:
    • Calendar days: this will count every day (weekdays, weekends, and holidays) towards the due date
    • Modified calendar days: this will count every day towards the due date except if the request's due date falls on a weekend or holiday, it will automatically be shifted to the next business day
    • Business days: this will only count weekdays towards the due date, not weekends or U.S. federal holidays
  4. In the field titled 'How many days until due?', enter the number of days that staff have to respond to a request
  5. In the field titled 'How many days before due date do you want to send a reminder?', enter the number of days before the time limit that staff should be reminded that the request is due (both by indicating in the application and sending reminder emails). We recommend reminding 3 days before if the automatic due date is 10 days, and 2 days before if the automatic due date is 5 days
  6. Click the SAVE button