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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, or if no department field is available skip this step
    • NOTE:​ ​If​ ​you​ ​select​ ​a​ ​department​ ​besides​ ​your​ ​own​ ​you​ ​may​ ​not​ ​be​ ​able​ ​to access​ ​your​ ​request
  1. Enter​ ​an​ ​email​ ​address​ ​for​ ​the​ ​requester​ ​(a different​ address ​from​ ​your​ ​NextRequest​ ​account email). This can be a personal email address or of another colleague.
  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​ ​YY-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 and​ ​if​ ​it’s​ ​not​ ​there​ notify​ ​support@nextrequest.com and we can take a look.

 

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​ ​​+​​ ​icon​ ​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​ ​Internal Message​ ​icon​ ​()​ ​in​ ​the​ ​top​ ​right​ ​of​ ​the​ ​screen​ ​in the toolbar
    2. Type​ ​your​ ​message​ ​in​ ​the​ ​box and/or select a template from the drop down menu
    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. DO​ ​NOT​ change the visibility setting of the documents from Staff Only at this stage.​ ​You’ll​ ​be​ ​releasing​ ​the​ ​document(s)​ ​later
    7. Click​ ​the​ ​‘Save’​ ​button
    8. Go​ ​to​ ​the​ ​‘Documents’​ ​section​ in the middle of the right side panel.​ ​You’ll​ ​see​ ​the document(s)​ ​listed here and you can filter by visibility using the drop down menu at the top of the documents 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​ ​in the right panel.​ You can check the boxes next to multiple documents to select more than one.
    2. Click​ ​the​ ​Change Visibility​ ​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 external message on the timeline and will come as a separate notification in the requester's inbox.
    4. Click​ ​the​ ​‘Save’​ ​button

    5. Check the timeline for the document released entry

 

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​ ​‘Send Message’​ ​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 menu
  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​ ​‘Pencil’​ ​icon​ ​in​ ​the​​ ​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