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NextRequest Testing Guide

This​ ​guide​ ​will​ ​take​ ​you​ ​through​ ​the​ ​most​ ​common​ ​actions​ ​that​ ​you​ ​will​ ​take​ ​working​ ​on​ ​a request​ ​in​ ​NextRequest.​ ​If​ ​you​ ​have​ ​any​ ​questions​ ​as​ ​you​ ​work​ ​your​ ​way​ ​through​ ​the​ ​tasks please​ ​reach​ ​out​ ​to​ ​support@nextrequest.com.

Task​ ​1:​ ​Create​ ​a​ ​test​ ​request

In​ ​order​ ​to​ ​test​ ​out​ ​the​ ​various​ ​features​ ​in​ ​NextRequest​ ​you​ ​will​ ​need​ ​to​ ​first​ ​create​ ​a​ ​test request.​ ​It​ ​is​ ​important​ ​when​ ​creating​ ​a​ ​test​ ​request​ ​to​ ​use​ ​a​ ​different​ ​email​ ​address​ ​than the​ ​one​ ​associated​ ​with​ ​your​ ​existing​ ​NextRequest​ ​account.​ ​We​ ​recommend​ ​using​ ​a personal​ ​email​ ​or​ ​a​ ​second​ ​work​ ​address​ ​if​ ​you​ ​have​ ​one.​ ​​ ​To​ ​submit​ ​a​ ​request​ ​follow​ ​these steps:

  1. Go​ ​to​ ​your​ ​agency’s​ ​NextRequest​ ​portal
  2. If​ ​you​ ​are​ ​currently​ ​Signed​ ​In,​ ​click​ ​the​ ​Sign​ ​Out​ ​link​ ​in​ ​the​ ​upper​ ​right
  3. Click​ ​the​ ​MAKE​ ​REQUEST​ ​button​ ​in​ ​the​ ​top​ ​left
  4. Enter​ ​request​ ​description
  5. Select​ ​your​ ​own​ ​department​ ​in​ ​the​ ​‘Departments’​ ​field
    • NOTE:​ ​If​ ​you​ ​select​ ​a​ ​department​ ​besides​ ​your​ ​own​ ​you​ ​may​ ​not​ ​be​ ​able​ ​to access​ ​your​ ​request
  1. Enter​ ​a​ ​email​ ​address​ ​for​ ​the​ ​requester​ ​(different​ ​from​ ​your​ ​NextRequest​ ​account email)
  2. Click​ ​the​ ​MAKE​ ​REQUEST​ ​button

Task​ ​2:​ ​Find​ ​the​ ​notification​ ​email​ ​and​ ​go​ ​to​ ​request

If​ ​you​ ​are​ ​the​ ​Point​ ​of​ ​Contact​ ​for​ ​your​ ​department​ ​or​ ​have​ ​been​ ​set​ ​to​ ​be​ ​automatically added​ ​to​ ​a​ ​request​ ​when​ ​it​ ​is​ ​assigned​ ​to​ ​your​ ​department,​ ​you​ ​will​ ​have​ ​been​ ​sent​ ​an email​ ​notification​ ​when​ ​the​ ​request​ ​was​ ​created.​ ​Locate​ ​the​ ​notification​ ​(it​ ​should​ ​have​ ​the subject​ ​“[Opened]​ ​[Your​ ​Agency]​ ​records​ ​request​ ​17-XX”​ ​and​ ​click​ ​the​ ​view​ ​request​ ​button in​ ​the​ ​email.

If​ ​you​ ​are​ ​not​ ​set​ ​to​ ​automatically​ ​be​ ​assigned​ ​to​ ​the​ ​request​ ​you​ ​can​ ​still​ ​locate​ ​the request​ ​by​ ​signing​ ​in,​ ​clicking​ ​the​ ​ALL​ ​REQUESTS​ ​link​ ​at​ ​the​ ​top​ ​of​ ​the​ ​page​ ​and​ ​then locating​ ​your​ ​request​ ​in​ ​the​ ​list.

If​ ​you​ ​didn’t​ ​receive​ ​the​ ​notification​ ​check​ ​your​ ​spam/junk​ ​folder.​ ​If​ ​it’s​ ​not​ ​there​ ​either notify​ ​support@nextrequest.com.

Task​ ​3:​ ​Add​ ​another​ ​member​ ​of​ ​your​ ​team​ ​as​ ​support​ ​staff

You​ ​can​ ​ask​ ​other​ ​people​ ​to​ ​assist​ ​you​ ​with​ ​fulfilling​ ​a​ ​request​ ​and​ ​in​ ​some​ ​cases​ ​you​ ​may be​ ​asked​ ​to​ ​help​ ​with​ ​requests​ ​that​ ​somebody​ ​else​ ​is​ ​responsible​ ​for.​ ​In​ ​this​ ​task​ ​you’ll​ ​add another​ ​user​ ​as​ ​Support​ ​Staff.​ ​You’ll​ ​still​ ​be​ ​the​ ​Point​ ​of​ ​Contact​ ​but​ ​they’ll​ ​also​ ​be​ ​on​ ​the request​ ​and​ ​can​ ​help​ ​as​ ​needed.​ ​To​ ​do​ ​so​ ​follow​ ​these​ ​steps:

    1. Scroll​ ​down​ ​until​ ​you​ ​see​ ​the​ ​‘Staff’​ ​section​ ​in​ ​the​ ​bottom​ ​left
    2. Click​ ​the​ ​​+​​ ​button​ ​under​ ​the​ ​label​ ​​Support
    3. Click​ ​in​ ​the​ ​box​ ​that​ ​says​ ​‘Select​ ​support​ ​staff’
    4. Select​ ​another​ ​member​ ​of​ ​your​ ​department​ ​from​ ​the​ ​drop-down​ ​menu
    5. (Optional)​ ​Add​ ​a​ ​message​ ​for​ ​the​ ​new​ ​user
    6. Click​ ​the​ ​‘Save’​ ​button

Task​ ​4:​ ​Post​ ​an​ ​internal​ ​message​ ​on​ ​the​ ​request

As​ ​part​ ​of​ ​fulfilling​ ​a​ ​request​ ​you​ ​may​ ​need​ ​to​ ​communicate​ ​with​ ​other​ ​staff​ ​working​ ​on​ ​the request.​ ​You​ ​can​ ​post​ ​an​ ​internal​ ​message​ ​on​ ​the​ ​request​ ​that​ ​will​ ​only​ ​be​ ​viewed​ ​by​ ​other internal​ ​users,​ ​not​ ​the​ ​requester​ ​(or​ ​the​ ​public).​ ​To​ ​do​ ​follow​ ​these​ ​steps:

    1. Click​ ​the​ ​Chat​ ​icon​ ​()​ ​in​ ​the​ ​top​ ​right​ ​of​ ​the​ ​screen​ ​above​ ​the​ ​message​ ​window
    2. Type​ ​your​ ​message​ ​in​ ​the​ ​box
    3. Click​ ​the​ ​‘Add​ ​Message’​ ​button
    4. Look​ ​for​ ​the​ ​message​ ​in​ ​the​ ​Request​ ​Timeline​ ​below​ ​the​ ​message​ ​window

Task​ ​5:​ ​Upload​ ​a​ ​document​ ​to​ ​the​ ​request

You​ ​can​ ​upload​ ​documents​ ​and​ ​release​ ​them​ ​to​ ​a​ ​requester,​ ​all​ ​within​ ​NextRequest.​ ​The requester​ ​can​ ​log​ ​into​ ​the​ ​system​ ​and​ ​download​ ​the​ ​files​ ​or​ ​view​ ​them​ ​within​ ​NextRequest. To​ ​upload​ ​a​ ​document​ ​follow​ ​these​ ​steps:

    1. Click​ ​the​ ​Paperclip​ ​icon​ ​( )​ ​in​ ​the​ ​top​ ​right​ ​of​ ​the​ ​screen
    2. Click​ ​the​​ ​‘Upload​ ​Files’​ ​button
    3. In the menu that appears, you can either click the box to browse for files OR drag and drop your file(s) into the box.
    4. If you choose to browse your computer for files, select the file(s) you would like to upload
    5. (Optional) Enter the name of a new or existing folder that you would like the documents to be stored in
    6. (Optional) Add a Description and Document Date:
      • Description: a description of the document. Include any keywords that will help when searching for the document.
      • Document Date: the date that the document was created/last updated
    7. DO​ ​NOT​ change the visibility setting of the documents from Staff Only.​ ​You’ll​ ​be​ ​releasing​ ​the​ ​document(s)​ ​later
    8. Click​ ​the​ ​‘Save’​ ​button
    9. Go​ ​to​ ​the​ ​‘Documents’​ ​section​ ​on​ ​the​ ​left​ ​hand​ ​side​ ​in​ ​the​ ​middle.​ ​You’ll​ ​see​ ​the document(s)​ ​in​ ​the​ ​‘Staff​ ​Only’​ ​section.​ ​Currently​ ​they​ ​are​ ​only​ ​visible​ ​to​ ​members​ ​of your​ ​department,​ ​not​ ​the​ ​requester​ ​or​ ​the​ ​public

Task​ ​6:​ ​Release​ ​the​ ​document

Once​ ​documents​ ​are​ ​ready​ ​to​ ​release​ ​you​ ​can​ ​choose​ ​to​ ​release​ ​them​ ​to​ ​the​ ​requester only​ ​or​ ​to​ ​the​ ​entire​ ​public.​ ​To​ ​release​ ​a​ ​document​ ​follow​ ​these​ ​steps:

    1. Locate​ ​the​ ​document​ ​you​ ​want​ ​to​ ​release​ ​in​ ​the​ ​‘Documents’​ ​section​ ​on​ ​the​ ​left.​ ​If the​ ​document​ ​is​ ​in​ ​a​ ​folder​ ​you​ ​may​ ​need​ ​to​ ​click​ ​the​ ​Expand​ ​icon​ ​(folder​ ​name​ ​to​ ​make​ ​the​ ​document​ ​visible
    2. Click​ ​the​ ​Release​ ​icon​ ​()
    3. Select​ ​either​ ​the​ ​‘Public’​ ​or​ ​‘Requester’​ ​button
      • (Optional) When you release a document you have the option to attach a message with any information or updates you'd like to send to the requester. This message will appear as an internal message on the timeline and will come as a separate notification in the requester's inbox.
    4. Click​ ​the​ ​‘Save’​ ​button
    5. Check​ ​the​ ​section​ ​you​ ​selected​ ​for​ ​your​ ​document

Task​ ​7:​ ​Post​ ​an​ ​external​ ​message​ ​on​ ​the​ ​request

You​ ​can​ ​use​ ​external​ ​messages​ ​to​ ​provide​ ​information​ ​to​ ​the​ ​request.​ ​You​ ​can​ ​use​ ​these messages​ ​to​ ​do​ ​things​ ​like​ ​give​ ​the​ ​requester​ ​a​ ​time​ ​or​ ​cost​ ​estimate,​ ​or​ ​to​ ​clarify​ ​the​ ​scope of​ ​the​ ​request.​ ​When​ ​you​ ​have​ ​supplied​ ​all​ ​responsive​ ​documents​ ​that​ ​you​ ​are​ ​able​ ​to,​ ​you should​ ​send​ ​a​ ​message​ ​to​ ​the​ ​requester​ ​explaining​ ​what​ ​has​ ​been​ ​done.​ ​​ ​To​ ​message​ ​the requester​ ​follow​ ​these​ ​steps:

  1. Click​ ​the​ ​Envelope​ ​icon​ ​()​ ​in​ ​the​ ​top​ ​right​ ​of​ ​the​ ​screen
  2. (Optional)​ ​Click​ ​the​ ​‘Insert​ ​Template’​ ​button​ ​and​ ​select​ ​a​ ​template (or multiple templates)​ ​from​ ​the​ ​list
  3. Type​ ​your​ ​message​ ​in​ ​the​ ​box
  4. Check​ ​the​ ​box​ ​‘Yes,​ ​send​ ​to​ ​requester’
  5. Click​ ​the​ ​‘Message​ ​Requester’​ ​button

Task​ ​8:​ ​Close​ ​the​ ​request

When​ ​you​ ​are​ ​done​ ​fulfilling​ ​the​ ​request​ ​you​ ​can​ ​close​ ​it​ ​out​ ​and​ ​notify​ ​the​ ​requester.​ ​To close​ ​the​ ​request​ ​follow​ ​these​ ​steps:

  1. Click​ ​the​ ​Close​ ​button​ ​()​ ​in​ ​the​ ​top​ ​right​ ​of​ ​the​ ​screen​ ​above​ ​the​ ​message window
  2. Click​ ​the​ ​box​ ​where​ ​it​ ​says​ ​‘Select​ ​closure​ ​responses...’
  3. Select​ ​a​ ​reason​ ​from​ ​the​ ​drop-down
  4. (Optional)​ ​edit​ ​the​ ​closure​ ​response​ ​text
  5. Click​ ​the​ ​‘Close​ ​Request’​ ​button
  6. Look​ ​around​ ​the​ ​request​ ​page​ ​-​ ​you’ll​ ​notice​ ​that​ ​the​ ​status​ ​at​ ​the​ ​top​ ​of​ ​the​ ​screen is​ ​now​ ​‘Closed’​ ​and​ ​several​ ​buttons​ ​have​ ​disappeared.​ ​If​ ​you​ ​need​ ​to​ ​update​ ​the request​ ​you​ ​can​ ​do​ ​so​ ​by​ ​clicking​ ​the​ ​Reopen​ ​button​ ​()​ ​in​ ​the​ ​top​ ​right.

Task​ ​9:​ ​Publish​ ​the​ ​request

You​ ​can​ ​see​ ​the​ ​request​ ​visibility​ ​in​ ​the​ ​visibility​ ​bar​ ​at​ ​the​ ​top​ ​of​ ​the​ ​screen​ ​(currently orange​ ​and​ ​reading​ ​“Visibility:​ ​Department”).​ ​This​ ​means​ ​that​ ​the​ ​request​ ​is​ ​currently visible​ ​to​ ​members​ ​of​ ​your​ ​department​ ​and​ ​the​ ​requester​ ​only.​ ​Certain​ ​requests​ ​may​ ​be sensitive​ ​enough​ ​that​ ​you​ ​want​ ​to​ ​permanently​ ​restrict​ ​access,​ ​however​ ​requests​ ​that​ ​are appropriate​ ​for​ ​the​ ​public​ ​can​ ​be​ ​a​ ​resource​ ​for​ ​future​ ​visitors​ ​to​ ​the​ ​NextRequest​ ​portal. In​ ​some​ ​cases​ ​it​ ​may​ ​prevent​ ​a​ ​new​ ​request​ ​from​ ​being​ ​filed​ ​because​ ​the​ ​visitor​ ​finds​ ​what they​ ​need​ ​in​ ​a​ ​previous​ ​request!​ ​While​ ​you​ ​can​ ​change​ ​the​ ​visibility​ ​of​ ​a​ ​request​ ​at​ ​any time,​ ​the​ ​most​ ​common​ ​workflow​ ​is​ ​to​ ​publish​ ​a​ ​request​ ​after​ ​closing​ ​it​ ​out.​ ​To​ ​publish​ ​a request​ ​follow​ ​these​ ​steps:

  1. Click​ ​the​ ​‘Change’​ ​button​ ​in​ ​the​ ​orange​ ​visibility​ ​bar​ ​at​ ​the​ ​top​ ​of​ ​the​ ​screen
  2. Select​ ​the​ ​‘Published’​ ​option
  3. Click​ ​the​ ​‘Save’​ ​button
  4. The​ ​visibility​ ​bar​ ​at​ ​the​ ​top​ ​will​ ​change​ ​to​ ​white​ ​and​ ​the​ ​text​ ​will​ ​say​ ​“Visibility:Published”