Release 1.6.2 (26-2-18) - Template use tracking & reporting, more text customization, deactivate templates/tags/alerts

New features in this release:

Template use reports (Admins only)

Overview: NextRequest now tracks when a particular template is used in an external message. This means that you can track how frequently and on what requests you've had a particular communication with the requester - for example when you ask for clarification about the request, or tell the requester that their documents will be provided in installments. A downloadable report has been added to the Reports tab that lists when each template was used.

How to use this feature: Template tracking will start happening automatically on 2/26/18. If you have been manually tracking certain communications with requesters using tags, you can switch to doing that automatically based on templates. Just make sure that the information you want to track is in the template name since that's what will appear in the report. Admins can generate a template report by going to the Reports tab and clicking the Template use button.

Things to know about this feature:

  • Templates will be tracked starting on 2/26/18. Templates used before that will not be included in any reports
  • Templates are only tracked and reported on when they are used in External Messages. Templates used in Internal Messages will not be tracked.

Ability to deactivate templates/tags/alerts (Admins only)

Overview: Admins and Department Admins now have the option to deactivate templates, tags, and alerts that they no longer want to use. Deactivated templates and tags will no longer appear as options on requests, however they will not be removed anywhere they've already been applied. Deactivated tags, templates, and alerts can be reactivated at any time.

How to use this feature: To deactivate a template, tag, or alert, go to the corresponding list in the Admin section, then click the button that says "deactivate" to the right of the item you wish to deactivate.

Things to be aware of:

  • To show deactivated items click the toggle right below the search field
  • A template that has been selected as the Initial Response template cannot be deactivated
  • Deactivated items cannot be edited. If you need to edit a deactivated item (for example to free up the name), first reactivate the item, then deactivate it again when you are done editing
  • A deactivated tag will not be shown in the tag selection drop-down on the request page or the tag filter on the All Requests page. A deactivated tag that was previously added to a request will still be displayed and can be removed.

Anticipated fulfillment date setting

Overview: Agencies now have the option to track an Anticipated Fulfillment Date for each request. This is a new date field on the request page that can be entered and updated at any time. This field was designed for Washington reporting requirements, however it can be used by any agency that needs to track a particular date that is not already tracked automatically. The Anticipated Fulfillment Date can be included as a field in the All Requests Excel export.

How to use this feature: To use this field you need to first turn it on by going to Admin > Portal Settings > Anticipated fulfillment date and checking the box. Once it's turned on, you will see a new Anticipated fulfillment date under the due date field. Users can enter an estimated fulfillment date in each request by clicking the pencil icon that corresponds to that section.

Things to know about this feature:

  • Only Admins can turn on the Anticipated Fulfillment Date field
  • Admins, Department Admins, and Publishers can set the Anticipated Fulfillment Date
  • When the box isn't checked for "Anticipated Fulfillment Date" in Portal Settings, the field will not show up on requests.
  • The requester cannot see the anticipated fulfillment date and does not get notified when it is established or changed.

Ability to edit text at the top of the Make a Request and All Requests page (Admins only)

Overview: We've added the ability to customize even more of the text on the Make a Request and All Requests page! You can now edit the following two pieces of text:

  • The text on the Make a Request page that says "Documents, photos, emails, texts, videos, and other records"
  • The text on the All Requests page that says "If you need [Agency] records that may have been previously released, please search past requests. You may find what you need!"

How to use this feature: To edit the sub-header on the Make a Request page, go into Portal Settings and click Request Form. From there you can edit or even remove the text from the Make a Request request sub-header. To edit the sub-header on the All Requests page, go into Portal Settings and select All Requests page. From there you can edit/remove the sub-header text.

Things to know about this feature: There is a character limit of 300 characters for both sub-headers.

Password Security

Overview: We now have enhanced security in place to ensure that users can't pick a password that is easily guessable. When a user sets their password the strength of their password will be rated on a scale of weak to strong and weak passwords will not be accepted.

How to use this feature:

  • Passwords will automatically be evaluated when they are set. Existing passwords will not be affected although in the future users with weak passwords may be prompted to change them.
  • For a password to be consider strong, it must be at least 8 characters, and not match any of the top 100 passwords
  • A user who enters their password incorrectly 10 times will be logged out of their account and be sent an email with instructions for how to unlock it