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NextRequest Testing Guide (for Staff Users)

This guide will take you through (in about 30 minutes) 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
  6. Enter a email address for the requester (different from your NextRequest account email)
  7. Click the MAKE REQUEST button
 
Task 2: Find the notification email and go to request
If you 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 18-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: 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
Look for the message in the Request Timeline below the message window 

 
Task 4: Upload a document to the request
You can upload documents within NextRequest, but Staff users do not have the ability to release documents to the requester. Once a Publisher or Admin has released the documents, 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. 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.
  3. If you choose to browse your computer for files, select the file(s) you would like to upload
  4. (Optional) Enter the name of a new or existing folder that you would like the documents to be stored in
  5. (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
  6. Click the SAVE button
  7. 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 5: Add an internal note to the timeline

You can use internal notes as a way to update the timeline important, with staff only information that won't send a notification to everyone on the request. You can use internal notes for updates on why a request is overdue, why it is not being fulfilled, why it's paused, or any other particular status.

Steps to create an internal note:

  1. Click the pencil icon in the tool bar ()
  2. Enter in the text of your note
  3. Click SAVE

 

Congratulations!

You’ve now completed all the actions you would take on a typical request. If you’d like to learn about more ways to manage public records requests in NextRequest you can visit our support portal at https://help.nextrequest.com/knowledge