Working with the FOI request report
| The content of this website is last updated to F2 version 11. cBrain are working hard on supplying you with the newest documentation of F2. |
This page explains how to create an FOI request report from the basis of an FOI. The section also describes the different detail levels available in an FOI request report.
Create an FOI request report
Once the content of the FOI request is selected, click on Create FOI Request in the “FOI” tab. It is possible to continue working in F2 while the FOI request report is generated.
The progress of the PDF creation is displayed by a status bar at the bottom right corner of the FOI window.
Once F2 has generated the FOI request, the user is notified that the FOI request report is ready in “My inbox”.
The FOI request report is attached to the record. See the example below.
A new FOI request report can be created if further editing or another type of FOI request is needed. Click on Create FOI request on the “FOI” tab in the case window to create another FOI request report.
The user can process the FOI request just like any other record. It may be forwarded or the responsibility may be allocated to a colleague. The user can also send the FOI request for approval using the F2 Approvals add-on.
The content of the FOI request report
The FOI request report always contains a summary of records divided by cases. The FOI request report can be adjusted with different detail levels for the included records and FOI request elements. Read more about editing the FOI request report.
The different fields in the record summary are described below.
| Field | Description |
|---|---|
“Record no.” |
When a record is registered, it is assigned a record number. The record number appears in this field. Once an FOI request report is generated, its elements can be sorted by record number. Unregistered records do not have a record number and are therefore listed separately either before or after records with a record number. Read more about sorting FOI request elements. |
“Date” |
The date in this field corresponds to the letter date of the record, if available. Otherwise the field shows the creation date of the record. |
“Title” |
The “Title” field shows the record’s title. |
“Record ID” |
Every record in F2 has a unique record ID. The record ID appears in this field. |
“#” |
The “#” field shows how many related documents that are attached to the record. This includes the record document along with any documents, annotations, etc., that are attached to the record. |
“Comments” |
If a comment has been added to a record in the basis of the FOI request, it appears in this field. Read more about comments. |
Edit the FOI request report
To edit the FOI request report before it is created, click on Edit FOI request in the ribbon of the “FOI” tab.
The “Edit FOI request” dialogue opens. Here unwanted content can be removed, the FOI request type can be selected, and the filtering of the FOI request can be adjusted.
A default setup for the “Edit FOI request” dialogue can be configured on an installation level.
The available functions in the “Edit FOI request” dialogue are described below.
| Function | Description | ||
|---|---|---|---|
“Remove unwanted content” |
A filter can be set up to automatically remove unwanted content from the FOI request report. Unwanted content may be confidential or irrelevant information which the filter then excludes from the FOI request report. The configuration is performed in cooperation with cBrain. To enable the filter, tick the “Remove unwanted content” box. Click the question mark icon next to the box to see what the filter removes. This opens the window on the figure below. 
Figure 8. FOI request filter
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“When a new FOI request is created” |
Have F2 either create a new record or overwrite the existing record when creating a new FOI request report. 
Figure 9. Drop-down menu for the field “When a new FOI request is created”
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“Record title” |
Specify a title for the FOI request report. Your organisation can decide on a default title. |
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“FOI Request type” |
Select which type of FOI request report to create. The type determines the report’s level of detail:
The different detail levels are described here. |
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“Template” |
Select a template on which to base the report. A standard template is the default choice. If the FOI request report must adhere to a specific template customised to the single organisation, it is chosen here. 
Figure 10. Drop-down menu for the “Template” field
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“Sort column” |
Select the sequence by which to sort the FOI request report elements. Choose between the following columns:
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“Sort sequence” |
Sort the chosen column by the following values:
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“Separate per case” |
Tick this box to split the FOI request report into one PDF document per case. |
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“Remove duplicate documents” |
Tick this box to remove all duplicates from the FOI request report. |
Detail levels for the FOI request report
The next sections describe each of the detail levels available in an FOI request report. The table below shows the difference between the four detail levels. Each detail level is described further in the subsequent sections.
| Detail level | Description |
|---|---|
Full FOI request |
Provides a list of the records that make up the basis of the FOI request. Documents, requests, annotations, and comments are included in full. |
Overview: Cases, records and documents, etc. |
Provides an overview of the records that make up the basis of the FOI request. Provides an overview of documents, requests, annotations and comments but does not include their content. |
Overview: Cases and records |
Provides an overview of the records that make up the basis of the FOI request. |
Overview: Cases and records (compact) |
Provides an overview of the records that make up the basis of the FOI request with no page breaks. |
Full FOI Request
Select “Full FOI request” to create an FOI request that shows the included FOI request records divided by case.
This detail level also contains all the included FOI request elements in full, including documents, requests, annotations, and any comments.
Overview: Cases, records and documents, etc.
Select “Overview: Cases, records and documents, etc.” to create an overview of the included FOI request records divided by case. This detail level also provides an overview of each record’s documents, annotations, and requests, but their contents aren’t shown. If a comment was added to an FOI element, the comment is shown in full.
Overview: Cases and records
Select “Overview: Cases and records” to get an overview of the included FOI request records divided by case. This detail level excludes the overview of documents, annotations, requests, and their content.
Overview: Cases and records (compact)
Select “Overview: Cases and records (compact)” for an overview of the included FOI request records divided by case. This detail level removes all unnecessary page breaks and provides a compact overview.
This detail level is suitable to use when discussing which elements to include in the FOI request report.
