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Quick Start Guide for Staff Users

Here you will find all actions that you will be taking on a request

Welcome to NextRequest! Your organization is using NextRequest to manage the public records request process. As a Staff user, you will be assisting with requests by locating responsive documents and uploading them to the system. This document covers all the actions that you will be taking in NextRequest. 

 

Click on a link below to jump to that section.

 

How to Sign Into Your Account

You can access your account at any time by going to your organization's NextRequest portal and clicking the Sign In link in the upper right. If you’ve signed in before, you can enter your email address and password now to access your account. If it’s the first time you are logging in, you will need to activate your account. To do this follow these steps:

  1. After clicking the Sign In link, click the link “Lost password / Can’t sign in?
  2. Enter your email address and click the SUBMIT button
  3. When prompted enter your password (you will be prompted to enter it twice)
    - You will need to choose a password that is rated strong. Please see how to create a password here
  4. Find the confirmation email in your inbox (check your spam folder if you don’t see it) and click the confirmation link

 

How to Know if You’ve Been Assigned to a Request

Depending on how your organization is using NextRequest, you may be either manually assigned to requests, or automatically assigned when the request is created or routed. In either case, you will receive an email notification when you are assigned to the request. To access a request from a notification, just click the orange button “View Request #XX-XXXX” and you will be taken directly to the request

You can also view a list of all requests assigned to you in NextRequest. To do this follow these steps:

  1. Sign in to NextRequest
  2. Click All Requests at the top of the screen
  3. In the left-hand column under “My Requests”, check the boxes next to “Point of Contact” and “Staff”

 

How to assign Support Staff to a request

Sometimes you'll need to add one or more additional colleagues to a request, either because no one currently on the request has the appropriate records needed, or because the point of contact asked you to do so.

To add additional Support Staff to a request:

  1. Sign in to NextRequest and go to the request you want to add Support Staff to
  2. Find the Staff section, then click the Add icon () under Support
  3. Select the staff member you would like to add to the request
  4. (Optional) Enter a message for the new Support Staff
  5. Click SAVE button

 

How to Post a Message to a Request

As part of helping fulfill a request you may need to post a message for other employees, for example to clarify what you are being asked to do or to give an update on the status of your work. As a Staff user all your messages are only viewable internally - none of your messages are visible to requesters. You can post a message in two different ways:

 

Post a message directly on a request. To do this follow these steps:

  1. Sign in to NextRequest and go to the request you want to post a message about
  2. Click the chat bubble icon ()
  3. Type your message in the box and click the MESSAGE STAFF button

Reply to an email notification about that request. If you reply to an email notification about a request, the contents of your email will be posted as an internal message on that request. Be sure that you are replying to a notification that is specific to that request, and not one of the daily digests covering multiple request.

 

How to Add a Document to a Request

As part of helping to fulfill requests you will likely be uploading responsive documents, but there are actually two ways you can add documents to a request! The first way is by uploading documents from your computer, and the other way is by copy and pasting a link to where the documents are already available elsewhere.

To upload documents from your computer, follow these steps:

  1. Sign in to NextRequest and go to the request you want to upload the document(s) to
  2. Click the Add Document icon () in the upper right
  3. Click the UPLOAD FILES button
  4. 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.
  5. If you choose to browse your computer for files, select the file(s) you would like to upload
  6. (Optional) Enter the name of a new or existing folder that you would like the documents to be stored in
  7. (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
  8. Click the SAVE button

To add a link to the documents section:

  1. Sign in to NextRequest and go to the request you want to upload the document(s) to
  2. Click the Add Document icon () in the upper right
  3. Click LINK at the top next to the UPLOAD tab
  4. Paste the URL to the link where the document is available
  5. (Optional) Add a description and date for the link
  6. (Optional) Enter a folder name to place the link in
  7. Click the SAVE button

 

How to Log Hours Spent on a Request

Depending on your organization’s policy, you may be asked to log the time you spend on a request. To do this follow these steps:

  1. Sign in to NextRequest and go to the request that you want to log hours for
  2. Click the Log Hours icon ()
  3. Enter the time spent and a description of what you were doing
  4. Click the SAVE button

 

How to add an internal note to the timeline

You can use internal notes as a way to update the timeline with important, 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 its paused, or any other particular status.

Steps to create an internal note:

  1. Navigate to the request you'd like to update
  2. Click the pencil icon in the tool bar ()
  3. Enter in the text of your note
  4. Click SAVE

 

Other Request Actions

Staff users are restricted from taking any actions related to managing a request or communicating directly with the requester. If you need any of these actions taken on a request you should post an internal message on the request asking a Publisher or Admin user (likely the Point of Contact for the request) to do it:

  • Send a message to the requester
  • Release or retract a document
  • Assign another department to the request
  • Close or reopen a request
  • Change the visibility of a request
  • Change the due date of a request