Send the FOI request for approval
Using the F2 Approvals add-on, an FOI request report can be sent for approval within the organisation. This may be relevant if the report must be approved by another department or unit before it is sent to the requester.
Approvers can see and edit both the FOI request report (i.e. the generated PDF version of the FOI request) and the basis of the FOI request report (i.e. the FOI request case).
Open the record with the FOI request report and click on New approval in the record window’s ribbon.
The dialogue for creating approvals opens. Enter the relevant information.
Tick the box “Give approvers on this step access to the record’s case”, then click Save to create the approval.
You must tick this box on each approval step to ensure that all approvers have write access to the FOI request case. Approvers can then edit the basis of the FOI request.
| It is necessary to tick the box “Give approvers on this step access to the record’s case” before starting the approval process. |
Start the approval process. All the approvers are then able to add or remove content from the FOI request case and edit the PDF version of the FOI request report. An approver has the same permissions on the FOI request case as the FOI request creator.
Once the FOI request report has passed through the approval process and is back with the FOI request creator, the following options are available:
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If the FOI request report has been finally approved without any comments or if the PDF version of the FOI request report has been edited or extracted, it can be sent to the requester.
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If content has been added or removed from the FOI request case, a new FOI request report must be generated before it can be sent to the requester.