FAQs

AXLR8 configure Information Request Types for you. We make sure they have the correct “clock” settings, privacy flags and auto-deletion parameters for your Retention Policy. We have templates ready for most jurisdictions.

Here are three examples from our Demo system. Please also see Request Status which works with Request Types to enable events (e.g. “clarification” or “quotation” or “checking proof of ID” or closure) to stop, pause or reset the “clock” as appropriate.

FOI Request Type

The clock is set to ignore bank holidays. Privacy is not flagged (although, see below for “Sensitive FOI”)

Extended FOI

For those FOI requests that require more time – say 40 days, you can create a variant of the FOI Request Type. The only difference is that it has a 40 day “clock”. If you change from and FOI to an FOI – Extended, the deadline will automatically change. Thus, for example, if you realise, on day 9, that an FOI will be much more work, then you have 11 working days to go. If you simply change the Request Type in the drop down box, then you will automatically see the deadline date change to 31 working days hence. The set up ALR8 apply to this is shown below. Some clients have also asked us for other extensions on Request Types.

SAR Request Type

The clock runs including weekends and bank/public holidays. I.e. it works on Calendar days. It is also “Private“.

Sensitive FOI

This is a Request Type for FOIs that include personal, private content. The clock can still run as an FOI but the “Private” flag is set both internally and externally. The “Public” flag is not set. Some organisations ask AXLR8 to set the DPA flag and treat them fully as if they were SARs. They may be Sensitive FOIs for other reasons.

How configuring a Request Type changes IR lifecycle

How else to these parameters change the way the AXLR8 system manages IRs?

1. Length of time to deadline for response progress tracking
2. Appearance or not on the Public Disclosure Log
3. Colours to distinguish them on reports built with AXLR8 Report Builder
4. Privacy settings for users (most of whom will not see “private” flagged request types.
5. Working days (exclude weekends and public holidays set by your organisation in Bank Holiday Admin) or Calendar days.
6. Whether it is in DPA or FOI or EIR reports and screens
7. How retention automation works
8. …………………..and many more.

It is critical to get the Request Types configured correctly. You can see the implications from the list above. We need to consider every dependency.

If you need any changes to your request types, please contact AXLR8 Support. We will be happy to help. You can read the Request Type Admin area but not make any changes yourself. Your AXLR8 Support consultant will ask you for details and configure and test it across business rules with a programmer.

Information Request Workflow Automation was introduced here as a way to improve productivity for public sector IG Teams. Some Use cases are listed. We show how one of them might be automated and how the User Permissions work to make sure only the correct people design and deploy the robots.

Proof of Identity Workflow Automation

The example below is a abridged schematic of SAR workflow. Obviously, there is much more to it and more detailed workflow charts can be found elsewhere on this site.

Automation steps

Typically, the process building this in to your AXLR8 IRMS starts with your requirements.

1. In Document Template Admin, build the messages for each stage in the medium desired.  Usually these will be emails, SMS Messages or Word documents. For example reminders using Trigaware™ after waiting for a PoID for a SAR.  The messaging can be simple or intelligent with personalisation and very specific conditional contents. (see smart messaging).
2. We set up a “custom event definition” (i.e. the point in your workflow at which you need the document to go to the client).
3. Define the Status Life Cycle: the next section describes how to define a time limit for a status and any status change that follows completion of that life cycle. The life (cycle) of a status is the time it runs for or period before it closes itself and kicks off the new status.

Stage 1 Messaging to match your status change requirement

These examples match the work flow above.

• Inform the applicant that the IG team need this from the applicant when the IR is set to “Clarification Requested”
• Then alert them that 20 days has passed and there are 20 days remaining before they will have to resubmit their request. This would happen when the Clarification Second Request auto launched itself.
• The IR will close when the 40 days end and there has been no Clarification (or PoID). A third Trigger email can be programmed to go out. It would inform the applicant that their IR is now closed. They will have to resubmit it if they still need the information.

Stage 2: Create Automated Information Request

The best way to accomplish your objectives for Information Request automations is to create new IR Statuses. The reason for this is that all existing IRs that are running with that status will suddenly automate. If that is OK with you, go for it. We will describe how you do that below but you should consider the safer route of creating and applying a new one.

Please refer to the screenshots below which show the update of an IR Status and the creation of a new one.
The existing IR Status called “SAR ID Requested” for this client could be upgraded by:

• adding the tick for Time limited Status
• adding a duration of 20 days
• selecting a carry on status (in this case it will “Final SAR Request”)
• ticking the box for Special User Access. (see “User Permissions” below)

So after 20 days from the initial request, the IR is automatically sent to the next status of a final 20 days where they are on notice that the IR will be closed after that period. This is a total of 40 days. Very reasonable if you automate some reminders for the applicant as well.

In the above example, we updated and existing IR Status for our first 20 day SAR Request for PoID. Below we have created a new Information Request Status, also 20 days in duration and the last 20 day period they have in which to prove they are who they say they are before work starts finding their requested information. In the green box, to confirm the process above, we did the same ticks and duration. The difference is that the end of the 20 days automatically changes the status to Cancelled by Requester. Again, your organisation may have different vocabulary. You might call that “Failed to supply PoID” or some other label. In any case, it would close the IR because this final status would be a “finished” status.

So, we now have a “chain” of three actions that will hand over like a relay race with no human intervention necessary until PoID is received and agreed as valid, one day. Then the automated process is stopped and work begins with that request.

NB in the above example, you will see that this IR Status is disabled (tick box at the top). That is because We have not yet applied user permissions (or tested it).

Note. It is best not to apply the time limited status settings to existing IR statuses unless you are confident you know the outcome.  The next time it runs, it would run on all the existing IR records that have that existing status. Do you want that?  If you do make a status time limited, it would be best to search to see how many IR’s have that status, and understand that if they were given it more than the duration number of “valid” days ago, that “it will” change the status next time it runs.

Stage 3. Review User Permissions

Not all users should have the authority or expertise to apply a timed status. They may launch a wrong workflow automation. For example, without knowing the next steps, they could create an infinite loop. Users need to have the new user permission to apply one of these time limited statuses when they are first created. Later, when ta few runs through have proven the automations, you can remove the restriction from the IR status. This is done by removing the “Special User Access” shown in the screenshots in the previous stage. Below is how we can set up a knowledgeable pilot user to be able to use the new timed IR Statuses.

There is a new User Permission. It is called “Can apply Special User Access Statuses”, on user admin. Here is an example from a real client showing where it is on the User Admin screen.

If a User tries to apply a Time Limited IR Status to an Information Request, they may not be able to do so. If they do not have permission, they will get the following message.

For someone with this permission, the above alert message (example from City of Edinburgh) will not appear. That User can save their chosen status.

Systems Admin Permissions

As described above, your Super Users may decide which Users may apply these IR Statuses with timings built in. I.e. the “special User Access” IR statuses.

We have disabled update rights for clients but you have complete visibility of information Request Statuses. You can request an AXLR8 consultant to make the change.  Thus in your office, similar to the Dropdowns admin for Request Type, the Dropdowns Admin for Information Request Status only has a Save function when one of our consultants is using it. 
It is not available from client offices. AXLR8 have retained some of the administrative privileges for our support specialists for Request Status Admin.

The “Save” function in Information Request Status “Dropdowns Admin” was always available for Super Users at our clients. However, the ability to save changes in Request Type was reserved for AXLR8 consultants. The reason was the cost to us of fixing mistakes. With the power of this new Workflow automation we need to work with a few clients to take responsibility and shoulder the expense of any errors before handing back the ability to save changes. We also assume most client Super Users would wish to work over a Teams meeting screenshare with an AXLR8 support consultant when building these IR Automations. The reason is that mistakes can be costly to fix.

Audit Log

In the audit log view we can see the Cancelled status is a “Close” status, the save object has also set the “Date Closed” date (same as if you set the IR to cancelled in the IR details screen).

Short answer, anything you want during any timescale you can afford.

However, this is a standard AXLR8 demo of 48 minutes plus questions.

Items such as migration from legacy systems and security and other areas of compliance required in the public sector will be dealt with in depth if required at a later stage.

Other tools

If of interest, we can always look at other IG tools later Data Breach, DPIA, Information Asset Register, Data Sharing Policy Register, etc.  Also, Complaints Processing and other workflows.

AXLR8 configure Information Request Types for you. We make sure they have the correct “clock” settings, privacy flags and auto-deletion parameters for your Retention Policy. We have templates ready for most jurisdictions.

Here are three examples from our Demo system. Please also see Request Status which works with Request Types to enable events (e.g. “clarification” or “quotation” or “checking proof of ID” or closure) to stop, pause or reset the “clock” as appropriate.

FOI Request Type

The clock is set to ignore bank holidays. Privacy is not flagged (although, see below for “Sensitive FOI”)

Extended FOI

For those FOI requests that require more time – say 40 days, you can create a variant of the FOI Request Type. The only difference is that it has a 40 day “clock”. If you change from and FOI to an FOI – Extended, the deadline will automatically change. Thus, for example, if you realise, on day 9, that an FOI will be much more work, then you have 11 working days to go. If you simply change the Request Type in the drop down box, then you will automatically see the deadline date change to 31 working days hence. The set up ALR8 apply to this is shown below. Some clients have also asked us for other extensions on Request Types.

SAR Request Type

The clock runs including weekends and bank/public holidays. I.e. it works on Calendar days. It is also “Private“.

Sensitive FOI

This is a Request Type for FOIs that include personal, private content. The clock can still run as an FOI but the “Private” flag is set both internally and externally. The “Public” flag is not set. Some organisations ask AXLR8 to set the DPA flag and treat them fully as if they were SARs. They may be Sensitive FOIs for other reasons.

How configuring a Request Type changes IR lifecycle

How else to these parameters change the way the AXLR8 system manages IRs?

1. Length of time to deadline for response progress tracking
2. Appearance or not on the Public Disclosure Log
3. Colours to distinguish them on reports built with AXLR8 Report Builder
4. Privacy settings for users (most of whom will not see “private” flagged request types.
5. Working days (exclude weekends and public holidays set by your organisation in Bank Holiday Admin) or Calendar days.
6. Whether it is in DPA or FOI or EIR reports and screens
7. How retention automation works
8. …………………..and many more.

It is critical to get the Request Types configured correctly. You can see the implications from the list above. We need to consider every dependency.

If you need any changes to your request types, please contact AXLR8 Support. We will be happy to help. You can read the Request Type Admin area but not make any changes yourself. Your AXLR8 Support consultant will ask you for details and configure and test it across business rules with a programmer.

Short answer, anything you want during any timescale you can afford.

However, this is a standard AXLR8 demo of 48 minutes plus questions.

Items such as migration from legacy systems and security and other areas of compliance required in the public sector will be dealt with in depth if required at a later stage.

Other tools

If of interest, we can always look at other IG tools later Data Breach, DPIA, Information Asset Register, Data Sharing Policy Register, etc.  Also, Complaints Processing and other workflows.

AXLR8 configure Information Request Types for you. We make sure they have the correct “clock” settings, privacy flags and auto-deletion parameters for your Retention Policy. We have templates ready for most jurisdictions.

Here are three examples from our Demo system. Please also see Request Status which works with Request Types to enable events (e.g. “clarification” or “quotation” or “checking proof of ID” or closure) to stop, pause or reset the “clock” as appropriate.

FOI Request Type

The clock is set to ignore bank holidays. Privacy is not flagged (although, see below for “Sensitive FOI”)

Extended FOI

For those FOI requests that require more time – say 40 days, you can create a variant of the FOI Request Type. The only difference is that it has a 40 day “clock”. If you change from and FOI to an FOI – Extended, the deadline will automatically change. Thus, for example, if you realise, on day 9, that an FOI will be much more work, then you have 11 working days to go. If you simply change the Request Type in the drop down box, then you will automatically see the deadline date change to 31 working days hence. The set up ALR8 apply to this is shown below. Some clients have also asked us for other extensions on Request Types.

SAR Request Type

The clock runs including weekends and bank/public holidays. I.e. it works on Calendar days. It is also “Private“.

Sensitive FOI

This is a Request Type for FOIs that include personal, private content. The clock can still run as an FOI but the “Private” flag is set both internally and externally. The “Public” flag is not set. Some organisations ask AXLR8 to set the DPA flag and treat them fully as if they were SARs. They may be Sensitive FOIs for other reasons.

How configuring a Request Type changes IR lifecycle

How else to these parameters change the way the AXLR8 system manages IRs?

1. Length of time to deadline for response progress tracking
2. Appearance or not on the Public Disclosure Log
3. Colours to distinguish them on reports built with AXLR8 Report Builder
4. Privacy settings for users (most of whom will not see “private” flagged request types.
5. Working days (exclude weekends and public holidays set by your organisation in Bank Holiday Admin) or Calendar days.
6. Whether it is in DPA or FOI or EIR reports and screens
7. How retention automation works
8. …………………..and many more.

It is critical to get the Request Types configured correctly. You can see the implications from the list above. We need to consider every dependency.

If you need any changes to your request types, please contact AXLR8 Support. We will be happy to help. You can read the Request Type Admin area but not make any changes yourself. Your AXLR8 Support consultant will ask you for details and configure and test it across business rules with a programmer.

Information Request Workflow Automation was introduced here as a way to improve productivity for public sector IG Teams. Some Use cases are listed. We show how one of them might be automated and how the User Permissions work to make sure only the correct people design and deploy the robots.

Proof of Identity Workflow Automation

The example below is a abridged schematic of SAR workflow. Obviously, there is much more to it and more detailed workflow charts can be found elsewhere on this site.

Automation steps

Typically, the process building this in to your AXLR8 IRMS starts with your requirements.

1. In Document Template Admin, build the messages for each stage in the medium desired.  Usually these will be emails, SMS Messages or Word documents. For example reminders using Trigaware™ after waiting for a PoID for a SAR.  The messaging can be simple or intelligent with personalisation and very specific conditional contents. (see smart messaging).
2. We set up a “custom event definition” (i.e. the point in your workflow at which you need the document to go to the client).
3. Define the Status Life Cycle: the next section describes how to define a time limit for a status and any status change that follows completion of that life cycle. The life (cycle) of a status is the time it runs for or period before it closes itself and kicks off the new status.

Stage 1 Messaging to match your status change requirement

These examples match the work flow above.

• Inform the applicant that the IG team need this from the applicant when the IR is set to “Clarification Requested”
• Then alert them that 20 days has passed and there are 20 days remaining before they will have to resubmit their request. This would happen when the Clarification Second Request auto launched itself.
• The IR will close when the 40 days end and there has been no Clarification (or PoID). A third Trigger email can be programmed to go out. It would inform the applicant that their IR is now closed. They will have to resubmit it if they still need the information.

Stage 2: Create Automated Information Request

The best way to accomplish your objectives for Information Request automations is to create new IR Statuses. The reason for this is that all existing IRs that are running with that status will suddenly automate. If that is OK with you, go for it. We will describe how you do that below but you should consider the safer route of creating and applying a new one.

Please refer to the screenshots below which show the update of an IR Status and the creation of a new one.
The existing IR Status called “SAR ID Requested” for this client could be upgraded by:

• adding the tick for Time limited Status
• adding a duration of 20 days
• selecting a carry on status (in this case it will “Final SAR Request”)
• ticking the box for Special User Access. (see “User Permissions” below)

So after 20 days from the initial request, the IR is automatically sent to the next status of a final 20 days where they are on notice that the IR will be closed after that period. This is a total of 40 days. Very reasonable if you automate some reminders for the applicant as well.

In the above example, we updated and existing IR Status for our first 20 day SAR Request for PoID. Below we have created a new Information Request Status, also 20 days in duration and the last 20 day period they have in which to prove they are who they say they are before work starts finding their requested information. In the green box, to confirm the process above, we did the same ticks and duration. The difference is that the end of the 20 days automatically changes the status to Cancelled by Requester. Again, your organisation may have different vocabulary. You might call that “Failed to supply PoID” or some other label. In any case, it would close the IR because this final status would be a “finished” status.

So, we now have a “chain” of three actions that will hand over like a relay race with no human intervention necessary until PoID is received and agreed as valid, one day. Then the automated process is stopped and work begins with that request.

NB in the above example, you will see that this IR Status is disabled (tick box at the top). That is because We have not yet applied user permissions (or tested it).

Note. It is best not to apply the time limited status settings to existing IR statuses unless you are confident you know the outcome.  The next time it runs, it would run on all the existing IR records that have that existing status. Do you want that?  If you do make a status time limited, it would be best to search to see how many IR’s have that status, and understand that if they were given it more than the duration number of “valid” days ago, that “it will” change the status next time it runs.

Stage 3. Review User Permissions

Not all users should have the authority or expertise to apply a timed status. They may launch a wrong workflow automation. For example, without knowing the next steps, they could create an infinite loop. Users need to have the new user permission to apply one of these time limited statuses when they are first created. Later, when ta few runs through have proven the automations, you can remove the restriction from the IR status. This is done by removing the “Special User Access” shown in the screenshots in the previous stage. Below is how we can set up a knowledgeable pilot user to be able to use the new timed IR Statuses.

There is a new User Permission. It is called “Can apply Special User Access Statuses”, on user admin. Here is an example from a real client showing where it is on the User Admin screen.

If a User tries to apply a Time Limited IR Status to an Information Request, they may not be able to do so. If they do not have permission, they will get the following message.

For someone with this permission, the above alert message (example from City of Edinburgh) will not appear. That User can save their chosen status.

Systems Admin Permissions

As described above, your Super Users may decide which Users may apply these IR Statuses with timings built in. I.e. the “special User Access” IR statuses.

We have disabled update rights for clients but you have complete visibility of information Request Statuses. You can request an AXLR8 consultant to make the change.  Thus in your office, similar to the Dropdowns admin for Request Type, the Dropdowns Admin for Information Request Status only has a Save function when one of our consultants is using it. 
It is not available from client offices. AXLR8 have retained some of the administrative privileges for our support specialists for Request Status Admin.

The “Save” function in Information Request Status “Dropdowns Admin” was always available for Super Users at our clients. However, the ability to save changes in Request Type was reserved for AXLR8 consultants. The reason was the cost to us of fixing mistakes. With the power of this new Workflow automation we need to work with a few clients to take responsibility and shoulder the expense of any errors before handing back the ability to save changes. We also assume most client Super Users would wish to work over a Teams meeting screenshare with an AXLR8 support consultant when building these IR Automations. The reason is that mistakes can be costly to fix.

Audit Log

In the audit log view we can see the Cancelled status is a “Close” status, the save object has also set the “Date Closed” date (same as if you set the IR to cancelled in the IR details screen).

Short answer, anything you want during any timescale you can afford.

However, this is a standard AXLR8 demo of 48 minutes plus questions.

Items such as migration from legacy systems and security and other areas of compliance required in the public sector will be dealt with in depth if required at a later stage.

Other tools

If of interest, we can always look at other IG tools later Data Breach, DPIA, Information Asset Register, Data Sharing Policy Register, etc.  Also, Complaints Processing and other workflows.

AXLR8 configure Information Request Types for you. We make sure they have the correct “clock” settings, privacy flags and auto-deletion parameters for your Retention Policy. We have templates ready for most jurisdictions.

Here are three examples from our Demo system. Please also see Request Status which works with Request Types to enable events (e.g. “clarification” or “quotation” or “checking proof of ID” or closure) to stop, pause or reset the “clock” as appropriate.

FOI Request Type

The clock is set to ignore bank holidays. Privacy is not flagged (although, see below for “Sensitive FOI”)

Extended FOI

For those FOI requests that require more time – say 40 days, you can create a variant of the FOI Request Type. The only difference is that it has a 40 day “clock”. If you change from and FOI to an FOI – Extended, the deadline will automatically change. Thus, for example, if you realise, on day 9, that an FOI will be much more work, then you have 11 working days to go. If you simply change the Request Type in the drop down box, then you will automatically see the deadline date change to 31 working days hence. The set up ALR8 apply to this is shown below. Some clients have also asked us for other extensions on Request Types.

SAR Request Type

The clock runs including weekends and bank/public holidays. I.e. it works on Calendar days. It is also “Private“.

Sensitive FOI

This is a Request Type for FOIs that include personal, private content. The clock can still run as an FOI but the “Private” flag is set both internally and externally. The “Public” flag is not set. Some organisations ask AXLR8 to set the DPA flag and treat them fully as if they were SARs. They may be Sensitive FOIs for other reasons.

How configuring a Request Type changes IR lifecycle

How else to these parameters change the way the AXLR8 system manages IRs?

1. Length of time to deadline for response progress tracking
2. Appearance or not on the Public Disclosure Log
3. Colours to distinguish them on reports built with AXLR8 Report Builder
4. Privacy settings for users (most of whom will not see “private” flagged request types.
5. Working days (exclude weekends and public holidays set by your organisation in Bank Holiday Admin) or Calendar days.
6. Whether it is in DPA or FOI or EIR reports and screens
7. How retention automation works
8. …………………..and many more.

It is critical to get the Request Types configured correctly. You can see the implications from the list above. We need to consider every dependency.

If you need any changes to your request types, please contact AXLR8 Support. We will be happy to help. You can read the Request Type Admin area but not make any changes yourself. Your AXLR8 Support consultant will ask you for details and configure and test it across business rules with a programmer.

Information Request Workflow Automation was introduced here as a way to improve productivity for public sector IG Teams. Some Use cases are listed. We show how one of them might be automated and how the User Permissions work to make sure only the correct people design and deploy the robots.

Proof of Identity Workflow Automation

The example below is a abridged schematic of SAR workflow. Obviously, there is much more to it and more detailed workflow charts can be found elsewhere on this site.

Automation steps

Typically, the process building this in to your AXLR8 IRMS starts with your requirements.

1. In Document Template Admin, build the messages for each stage in the medium desired.  Usually these will be emails, SMS Messages or Word documents. For example reminders using Trigaware™ after waiting for a PoID for a SAR.  The messaging can be simple or intelligent with personalisation and very specific conditional contents. (see smart messaging).
2. We set up a “custom event definition” (i.e. the point in your workflow at which you need the document to go to the client).
3. Define the Status Life Cycle: the next section describes how to define a time limit for a status and any status change that follows completion of that life cycle. The life (cycle) of a status is the time it runs for or period before it closes itself and kicks off the new status.

Stage 1 Messaging to match your status change requirement

These examples match the work flow above.

• Inform the applicant that the IG team need this from the applicant when the IR is set to “Clarification Requested”
• Then alert them that 20 days has passed and there are 20 days remaining before they will have to resubmit their request. This would happen when the Clarification Second Request auto launched itself.
• The IR will close when the 40 days end and there has been no Clarification (or PoID). A third Trigger email can be programmed to go out. It would inform the applicant that their IR is now closed. They will have to resubmit it if they still need the information.

Stage 2: Create Automated Information Request

The best way to accomplish your objectives for Information Request automations is to create new IR Statuses. The reason for this is that all existing IRs that are running with that status will suddenly automate. If that is OK with you, go for it. We will describe how you do that below but you should consider the safer route of creating and applying a new one.

Please refer to the screenshots below which show the update of an IR Status and the creation of a new one.
The existing IR Status called “SAR ID Requested” for this client could be upgraded by:

• adding the tick for Time limited Status
• adding a duration of 20 days
• selecting a carry on status (in this case it will “Final SAR Request”)
• ticking the box for Special User Access. (see “User Permissions” below)

So after 20 days from the initial request, the IR is automatically sent to the next status of a final 20 days where they are on notice that the IR will be closed after that period. This is a total of 40 days. Very reasonable if you automate some reminders for the applicant as well.

In the above example, we updated and existing IR Status for our first 20 day SAR Request for PoID. Below we have created a new Information Request Status, also 20 days in duration and the last 20 day period they have in which to prove they are who they say they are before work starts finding their requested information. In the green box, to confirm the process above, we did the same ticks and duration. The difference is that the end of the 20 days automatically changes the status to Cancelled by Requester. Again, your organisation may have different vocabulary. You might call that “Failed to supply PoID” or some other label. In any case, it would close the IR because this final status would be a “finished” status.

So, we now have a “chain” of three actions that will hand over like a relay race with no human intervention necessary until PoID is received and agreed as valid, one day. Then the automated process is stopped and work begins with that request.

NB in the above example, you will see that this IR Status is disabled (tick box at the top). That is because We have not yet applied user permissions (or tested it).

Note. It is best not to apply the time limited status settings to existing IR statuses unless you are confident you know the outcome.  The next time it runs, it would run on all the existing IR records that have that existing status. Do you want that?  If you do make a status time limited, it would be best to search to see how many IR’s have that status, and understand that if they were given it more than the duration number of “valid” days ago, that “it will” change the status next time it runs.

Stage 3. Review User Permissions

Not all users should have the authority or expertise to apply a timed status. They may launch a wrong workflow automation. For example, without knowing the next steps, they could create an infinite loop. Users need to have the new user permission to apply one of these time limited statuses when they are first created. Later, when ta few runs through have proven the automations, you can remove the restriction from the IR status. This is done by removing the “Special User Access” shown in the screenshots in the previous stage. Below is how we can set up a knowledgeable pilot user to be able to use the new timed IR Statuses.

There is a new User Permission. It is called “Can apply Special User Access Statuses”, on user admin. Here is an example from a real client showing where it is on the User Admin screen.

If a User tries to apply a Time Limited IR Status to an Information Request, they may not be able to do so. If they do not have permission, they will get the following message.

For someone with this permission, the above alert message (example from City of Edinburgh) will not appear. That User can save their chosen status.

Systems Admin Permissions

As described above, your Super Users may decide which Users may apply these IR Statuses with timings built in. I.e. the “special User Access” IR statuses.

We have disabled update rights for clients but you have complete visibility of information Request Statuses. You can request an AXLR8 consultant to make the change.  Thus in your office, similar to the Dropdowns admin for Request Type, the Dropdowns Admin for Information Request Status only has a Save function when one of our consultants is using it. 
It is not available from client offices. AXLR8 have retained some of the administrative privileges for our support specialists for Request Status Admin.

The “Save” function in Information Request Status “Dropdowns Admin” was always available for Super Users at our clients. However, the ability to save changes in Request Type was reserved for AXLR8 consultants. The reason was the cost to us of fixing mistakes. With the power of this new Workflow automation we need to work with a few clients to take responsibility and shoulder the expense of any errors before handing back the ability to save changes. We also assume most client Super Users would wish to work over a Teams meeting screenshare with an AXLR8 support consultant when building these IR Automations. The reason is that mistakes can be costly to fix.

Audit Log

In the audit log view we can see the Cancelled status is a “Close” status, the save object has also set the “Date Closed” date (same as if you set the IR to cancelled in the IR details screen).

Messagestore takes a copy of all relevant email messages that enter and leave your business. For example, you might be set up to take any email to or from foi@yourorganisation.gov.uk and dataprotection@yourorganisation.gov.uk.

Messagestore then files them against the recipients and senders and the information request unique identifiers. The unique identifiers are coded into the subject lines in the email templates and the numbers and short descriptions are mail merged in.

This is described in greater detail together with “use cases”, blogs and articles on the messagestore.co.uk specialist website.

Merging IR references into the email subject line

The subject line of emails can have mailmerged data in them in the same way as you mail merge data into the body of a document.

The mailmerge templates are created and maintained in Document Template Admin.

Messagestore and Email2IR

Messagestore provides the platform for AXLR8’s Email2IR functionality. Email2IR checks Messagestore for any incoming email and creates a new IR ready for human management decisions:

1. request type (or you can clik the “Spam” button) and
2. the applicant (add new or allocate to a previous “frequent flier”).

If there is an exisiting IR reference in the subject line of the incoming email, then that incoming email does not create a new IR. The process checks for whether the email is about an exisiting IRs. It accomplishes this by reading the subject line. If there is and IR code in it, then it will add it to the “job bag” for that IR.

Please call if you need any training on this area or have any concerns about controlling visibility of emails for different groups of users.

Short answer, anything you want during any timescale you can afford.

However, this is a standard AXLR8 demo of 48 minutes plus questions.

Items such as migration from legacy systems and security and other areas of compliance required in the public sector will be dealt with in depth if required at a later stage.

Other tools

If of interest, we can always look at other IG tools later Data Breach, DPIA, Information Asset Register, Data Sharing Policy Register, etc.  Also, Complaints Processing and other workflows.

AXLR8 configure Information Request Types for you. We make sure they have the correct “clock” settings, privacy flags and auto-deletion parameters for your Retention Policy. We have templates ready for most jurisdictions.

Here are three examples from our Demo system. Please also see Request Status which works with Request Types to enable events (e.g. “clarification” or “quotation” or “checking proof of ID” or closure) to stop, pause or reset the “clock” as appropriate.

FOI Request Type

The clock is set to ignore bank holidays. Privacy is not flagged (although, see below for “Sensitive FOI”)

Extended FOI

For those FOI requests that require more time – say 40 days, you can create a variant of the FOI Request Type. The only difference is that it has a 40 day “clock”. If you change from and FOI to an FOI – Extended, the deadline will automatically change. Thus, for example, if you realise, on day 9, that an FOI will be much more work, then you have 11 working days to go. If you simply change the Request Type in the drop down box, then you will automatically see the deadline date change to 31 working days hence. The set up ALR8 apply to this is shown below. Some clients have also asked us for other extensions on Request Types.

SAR Request Type

The clock runs including weekends and bank/public holidays. I.e. it works on Calendar days. It is also “Private“.

Sensitive FOI

This is a Request Type for FOIs that include personal, private content. The clock can still run as an FOI but the “Private” flag is set both internally and externally. The “Public” flag is not set. Some organisations ask AXLR8 to set the DPA flag and treat them fully as if they were SARs. They may be Sensitive FOIs for other reasons.

How configuring a Request Type changes IR lifecycle

How else to these parameters change the way the AXLR8 system manages IRs?

1. Length of time to deadline for response progress tracking
2. Appearance or not on the Public Disclosure Log
3. Colours to distinguish them on reports built with AXLR8 Report Builder
4. Privacy settings for users (most of whom will not see “private” flagged request types.
5. Working days (exclude weekends and public holidays set by your organisation in Bank Holiday Admin) or Calendar days.
6. Whether it is in DPA or FOI or EIR reports and screens
7. How retention automation works
8. …………………..and many more.

It is critical to get the Request Types configured correctly. You can see the implications from the list above. We need to consider every dependency.

If you need any changes to your request types, please contact AXLR8 Support. We will be happy to help. You can read the Request Type Admin area but not make any changes yourself. Your AXLR8 Support consultant will ask you for details and configure and test it across business rules with a programmer.

Information Request Workflow Automation was introduced here as a way to improve productivity for public sector IG Teams. Some Use cases are listed. We show how one of them might be automated and how the User Permissions work to make sure only the correct people design and deploy the robots.

Proof of Identity Workflow Automation

The example below is a abridged schematic of SAR workflow. Obviously, there is much more to it and more detailed workflow charts can be found elsewhere on this site.

Automation steps

Typically, the process building this in to your AXLR8 IRMS starts with your requirements.

1. In Document Template Admin, build the messages for each stage in the medium desired.  Usually these will be emails, SMS Messages or Word documents. For example reminders using Trigaware™ after waiting for a PoID for a SAR.  The messaging can be simple or intelligent with personalisation and very specific conditional contents. (see smart messaging).
2. We set up a “custom event definition” (i.e. the point in your workflow at which you need the document to go to the client).
3. Define the Status Life Cycle: the next section describes how to define a time limit for a status and any status change that follows completion of that life cycle. The life (cycle) of a status is the time it runs for or period before it closes itself and kicks off the new status.

Stage 1 Messaging to match your status change requirement

These examples match the work flow above.

• Inform the applicant that the IG team need this from the applicant when the IR is set to “Clarification Requested”
• Then alert them that 20 days has passed and there are 20 days remaining before they will have to resubmit their request. This would happen when the Clarification Second Request auto launched itself.
• The IR will close when the 40 days end and there has been no Clarification (or PoID). A third Trigger email can be programmed to go out. It would inform the applicant that their IR is now closed. They will have to resubmit it if they still need the information.

Stage 2: Create Automated Information Request

The best way to accomplish your objectives for Information Request automations is to create new IR Statuses. The reason for this is that all existing IRs that are running with that status will suddenly automate. If that is OK with you, go for it. We will describe how you do that below but you should consider the safer route of creating and applying a new one.

Please refer to the screenshots below which show the update of an IR Status and the creation of a new one.
The existing IR Status called “SAR ID Requested” for this client could be upgraded by:

• adding the tick for Time limited Status
• adding a duration of 20 days
• selecting a carry on status (in this case it will “Final SAR Request”)
• ticking the box for Special User Access. (see “User Permissions” below)

So after 20 days from the initial request, the IR is automatically sent to the next status of a final 20 days where they are on notice that the IR will be closed after that period. This is a total of 40 days. Very reasonable if you automate some reminders for the applicant as well.

In the above example, we updated and existing IR Status for our first 20 day SAR Request for PoID. Below we have created a new Information Request Status, also 20 days in duration and the last 20 day period they have in which to prove they are who they say they are before work starts finding their requested information. In the green box, to confirm the process above, we did the same ticks and duration. The difference is that the end of the 20 days automatically changes the status to Cancelled by Requester. Again, your organisation may have different vocabulary. You might call that “Failed to supply PoID” or some other label. In any case, it would close the IR because this final status would be a “finished” status.

So, we now have a “chain” of three actions that will hand over like a relay race with no human intervention necessary until PoID is received and agreed as valid, one day. Then the automated process is stopped and work begins with that request.

NB in the above example, you will see that this IR Status is disabled (tick box at the top). That is because We have not yet applied user permissions (or tested it).

Note. It is best not to apply the time limited status settings to existing IR statuses unless you are confident you know the outcome.  The next time it runs, it would run on all the existing IR records that have that existing status. Do you want that?  If you do make a status time limited, it would be best to search to see how many IR’s have that status, and understand that if they were given it more than the duration number of “valid” days ago, that “it will” change the status next time it runs.

Stage 3. Review User Permissions

Not all users should have the authority or expertise to apply a timed status. They may launch a wrong workflow automation. For example, without knowing the next steps, they could create an infinite loop. Users need to have the new user permission to apply one of these time limited statuses when they are first created. Later, when ta few runs through have proven the automations, you can remove the restriction from the IR status. This is done by removing the “Special User Access” shown in the screenshots in the previous stage. Below is how we can set up a knowledgeable pilot user to be able to use the new timed IR Statuses.

There is a new User Permission. It is called “Can apply Special User Access Statuses”, on user admin. Here is an example from a real client showing where it is on the User Admin screen.

If a User tries to apply a Time Limited IR Status to an Information Request, they may not be able to do so. If they do not have permission, they will get the following message.

For someone with this permission, the above alert message (example from City of Edinburgh) will not appear. That User can save their chosen status.

Systems Admin Permissions

As described above, your Super Users may decide which Users may apply these IR Statuses with timings built in. I.e. the “special User Access” IR statuses.

We have disabled update rights for clients but you have complete visibility of information Request Statuses. You can request an AXLR8 consultant to make the change.  Thus in your office, similar to the Dropdowns admin for Request Type, the Dropdowns Admin for Information Request Status only has a Save function when one of our consultants is using it. 
It is not available from client offices. AXLR8 have retained some of the administrative privileges for our support specialists for Request Status Admin.

The “Save” function in Information Request Status “Dropdowns Admin” was always available for Super Users at our clients. However, the ability to save changes in Request Type was reserved for AXLR8 consultants. The reason was the cost to us of fixing mistakes. With the power of this new Workflow automation we need to work with a few clients to take responsibility and shoulder the expense of any errors before handing back the ability to save changes. We also assume most client Super Users would wish to work over a Teams meeting screenshare with an AXLR8 support consultant when building these IR Automations. The reason is that mistakes can be costly to fix.

Audit Log

In the audit log view we can see the Cancelled status is a “Close” status, the save object has also set the “Date Closed” date (same as if you set the IR to cancelled in the IR details screen).

Short answer, anything you want during any timescale you can afford.

However, this is a standard AXLR8 demo of 48 minutes plus questions.

Items such as migration from legacy systems and security and other areas of compliance required in the public sector will be dealt with in depth if required at a later stage.

Other tools

If of interest, we can always look at other IG tools later Data Breach, DPIA, Information Asset Register, Data Sharing Policy Register, etc.  Also, Complaints Processing and other workflows.

AXLR8 configure Information Request Types for you. We make sure they have the correct “clock” settings, privacy flags and auto-deletion parameters for your Retention Policy. We have templates ready for most jurisdictions.

Here are three examples from our Demo system. Please also see Request Status which works with Request Types to enable events (e.g. “clarification” or “quotation” or “checking proof of ID” or closure) to stop, pause or reset the “clock” as appropriate.

FOI Request Type

The clock is set to ignore bank holidays. Privacy is not flagged (although, see below for “Sensitive FOI”)

Extended FOI

For those FOI requests that require more time – say 40 days, you can create a variant of the FOI Request Type. The only difference is that it has a 40 day “clock”. If you change from and FOI to an FOI – Extended, the deadline will automatically change. Thus, for example, if you realise, on day 9, that an FOI will be much more work, then you have 11 working days to go. If you simply change the Request Type in the drop down box, then you will automatically see the deadline date change to 31 working days hence. The set up ALR8 apply to this is shown below. Some clients have also asked us for other extensions on Request Types.

SAR Request Type

The clock runs including weekends and bank/public holidays. I.e. it works on Calendar days. It is also “Private“.

Sensitive FOI

This is a Request Type for FOIs that include personal, private content. The clock can still run as an FOI but the “Private” flag is set both internally and externally. The “Public” flag is not set. Some organisations ask AXLR8 to set the DPA flag and treat them fully as if they were SARs. They may be Sensitive FOIs for other reasons.

How configuring a Request Type changes IR lifecycle

How else to these parameters change the way the AXLR8 system manages IRs?

1. Length of time to deadline for response progress tracking
2. Appearance or not on the Public Disclosure Log
3. Colours to distinguish them on reports built with AXLR8 Report Builder
4. Privacy settings for users (most of whom will not see “private” flagged request types.
5. Working days (exclude weekends and public holidays set by your organisation in Bank Holiday Admin) or Calendar days.
6. Whether it is in DPA or FOI or EIR reports and screens
7. How retention automation works
8. …………………..and many more.

It is critical to get the Request Types configured correctly. You can see the implications from the list above. We need to consider every dependency.

If you need any changes to your request types, please contact AXLR8 Support. We will be happy to help. You can read the Request Type Admin area but not make any changes yourself. Your AXLR8 Support consultant will ask you for details and configure and test it across business rules with a programmer.

This is accomplished in Document Template Admin.
To find Document Template Admin, please select Admin menu (cog on LHS menu in the old system or Super User menu in the new UX). Then select Document Template Admin.
There you will see a list of documents already available.

Medium

• Letter
• Email
• Text (SMS) Message
• Other

File Types

The format of the email will allow it to present and send in diferent ways.

• .RTF that can be opened by a wide variety of document readers including MS Word
• .HTML for formatted emails with colours and different highlights, fonts, embedded hyperlinks
• .TXT for plain text emails
• other

Context

A mailing template may be built to work in various different contexts.

• Contact person only (name address, etc.)
  • Reviews and appeals
• Information Request where the dates (including due date), short descriptions, subject, exemptions, department, owners and applicants and much more information may be merged in specific to that IR.
• Activity (task within an activity with a specific owner or team to respond in a department
• Breach

Subject Line

The subject line determines ti a significan extent whether an email will be opened. You can mail merge fields of data into the subject line of your email template.

The scope for automation of tasks is enormous with smart mail merged correspondence available in a couple of clicks.

The documents created are also auto-attached to the Information Request. If you have AXLR8 Messagestore then incoming and outgoing emails will be stored against the Information Request, too.

Trigaware

There are also fully automated emails. These are in addition to the mail merged documents. They are launched by the AXLR8 Trigaware system which are preprogrammed on events. Examples include:

• auto acknowledgement to applicants including details of their request and the due date
• alert to the team handling responses
• reminders at 10 and 5 days before the due date for those esponsible
• alert when a department officer has added a File or Note to an Information Request.

Some clients have a two dozen of these set up containing alerts that change with conditions.

Trigaware auto emails are explained at length elsewhere.

Information Request Workflow Automation was introduced here as a way to improve productivity for public sector IG Teams. Some Use cases are listed. We show how one of them might be automated and how the User Permissions work to make sure only the correct people design and deploy the robots.

Proof of Identity Workflow Automation

The example below is a abridged schematic of SAR workflow. Obviously, there is much more to it and more detailed workflow charts can be found elsewhere on this site.

Automation steps

Typically, the process building this in to your AXLR8 IRMS starts with your requirements.

1. In Document Template Admin, build the messages for each stage in the medium desired.  Usually these will be emails, SMS Messages or Word documents. For example reminders using Trigaware™ after waiting for a PoID for a SAR.  The messaging can be simple or intelligent with personalisation and very specific conditional contents. (see smart messaging).
2. We set up a “custom event definition” (i.e. the point in your workflow at which you need the document to go to the client).
3. Define the Status Life Cycle: the next section describes how to define a time limit for a status and any status change that follows completion of that life cycle. The life (cycle) of a status is the time it runs for or period before it closes itself and kicks off the new status.

Stage 1 Messaging to match your status change requirement

These examples match the work flow above.

• Inform the applicant that the IG team need this from the applicant when the IR is set to “Clarification Requested”
• Then alert them that 20 days has passed and there are 20 days remaining before they will have to resubmit their request. This would happen when the Clarification Second Request auto launched itself.
• The IR will close when the 40 days end and there has been no Clarification (or PoID). A third Trigger email can be programmed to go out. It would inform the applicant that their IR is now closed. They will have to resubmit it if they still need the information.

Stage 2: Create Automated Information Request

The best way to accomplish your objectives for Information Request automations is to create new IR Statuses. The reason for this is that all existing IRs that are running with that status will suddenly automate. If that is OK with you, go for it. We will describe how you do that below but you should consider the safer route of creating and applying a new one.

Please refer to the screenshots below which show the update of an IR Status and the creation of a new one.
The existing IR Status called “SAR ID Requested” for this client could be upgraded by:

• adding the tick for Time limited Status
• adding a duration of 20 days
• selecting a carry on status (in this case it will “Final SAR Request”)
• ticking the box for Special User Access. (see “User Permissions” below)

So after 20 days from the initial request, the IR is automatically sent to the next status of a final 20 days where they are on notice that the IR will be closed after that period. This is a total of 40 days. Very reasonable if you automate some reminders for the applicant as well.

In the above example, we updated and existing IR Status for our first 20 day SAR Request for PoID. Below we have created a new Information Request Status, also 20 days in duration and the last 20 day period they have in which to prove they are who they say they are before work starts finding their requested information. In the green box, to confirm the process above, we did the same ticks and duration. The difference is that the end of the 20 days automatically changes the status to Cancelled by Requester. Again, your organisation may have different vocabulary. You might call that “Failed to supply PoID” or some other label. In any case, it would close the IR because this final status would be a “finished” status.

So, we now have a “chain” of three actions that will hand over like a relay race with no human intervention necessary until PoID is received and agreed as valid, one day. Then the automated process is stopped and work begins with that request.

NB in the above example, you will see that this IR Status is disabled (tick box at the top). That is because We have not yet applied user permissions (or tested it).

Note. It is best not to apply the time limited status settings to existing IR statuses unless you are confident you know the outcome.  The next time it runs, it would run on all the existing IR records that have that existing status. Do you want that?  If you do make a status time limited, it would be best to search to see how many IR’s have that status, and understand that if they were given it more than the duration number of “valid” days ago, that “it will” change the status next time it runs.

Stage 3. Review User Permissions

Not all users should have the authority or expertise to apply a timed status. They may launch a wrong workflow automation. For example, without knowing the next steps, they could create an infinite loop. Users need to have the new user permission to apply one of these time limited statuses when they are first created. Later, when ta few runs through have proven the automations, you can remove the restriction from the IR status. This is done by removing the “Special User Access” shown in the screenshots in the previous stage. Below is how we can set up a knowledgeable pilot user to be able to use the new timed IR Statuses.

There is a new User Permission. It is called “Can apply Special User Access Statuses”, on user admin. Here is an example from a real client showing where it is on the User Admin screen.

If a User tries to apply a Time Limited IR Status to an Information Request, they may not be able to do so. If they do not have permission, they will get the following message.

For someone with this permission, the above alert message (example from City of Edinburgh) will not appear. That User can save their chosen status.

Systems Admin Permissions

As described above, your Super Users may decide which Users may apply these IR Statuses with timings built in. I.e. the “special User Access” IR statuses.

We have disabled update rights for clients but you have complete visibility of information Request Statuses. You can request an AXLR8 consultant to make the change.  Thus in your office, similar to the Dropdowns admin for Request Type, the Dropdowns Admin for Information Request Status only has a Save function when one of our consultants is using it. 
It is not available from client offices. AXLR8 have retained some of the administrative privileges for our support specialists for Request Status Admin.

The “Save” function in Information Request Status “Dropdowns Admin” was always available for Super Users at our clients. However, the ability to save changes in Request Type was reserved for AXLR8 consultants. The reason was the cost to us of fixing mistakes. With the power of this new Workflow automation we need to work with a few clients to take responsibility and shoulder the expense of any errors before handing back the ability to save changes. We also assume most client Super Users would wish to work over a Teams meeting screenshare with an AXLR8 support consultant when building these IR Automations. The reason is that mistakes can be costly to fix.

Audit Log

In the audit log view we can see the Cancelled status is a “Close” status, the save object has also set the “Date Closed” date (same as if you set the IR to cancelled in the IR details screen).

Messagestore takes a copy of all relevant email messages that enter and leave your business. For example, you might be set up to take any email to or from foi@yourorganisation.gov.uk and dataprotection@yourorganisation.gov.uk.

Messagestore then files them against the recipients and senders and the information request unique identifiers. The unique identifiers are coded into the subject lines in the email templates and the numbers and short descriptions are mail merged in.

This is described in greater detail together with “use cases”, blogs and articles on the messagestore.co.uk specialist website.

Merging IR references into the email subject line

The subject line of emails can have mailmerged data in them in the same way as you mail merge data into the body of a document.

The mailmerge templates are created and maintained in Document Template Admin.

Messagestore and Email2IR

Messagestore provides the platform for AXLR8’s Email2IR functionality. Email2IR checks Messagestore for any incoming email and creates a new IR ready for human management decisions:

1. request type (or you can clik the “Spam” button) and
2. the applicant (add new or allocate to a previous “frequent flier”).

If there is an exisiting IR reference in the subject line of the incoming email, then that incoming email does not create a new IR. The process checks for whether the email is about an exisiting IRs. It accomplishes this by reading the subject line. If there is and IR code in it, then it will add it to the “job bag” for that IR.

Please call if you need any training on this area or have any concerns about controlling visibility of emails for different groups of users.

Short answer, anything you want during any timescale you can afford.

However, this is a standard AXLR8 demo of 48 minutes plus questions.

Items such as migration from legacy systems and security and other areas of compliance required in the public sector will be dealt with in depth if required at a later stage.

Other tools

If of interest, we can always look at other IG tools later Data Breach, DPIA, Information Asset Register, Data Sharing Policy Register, etc.  Also, Complaints Processing and other workflows.

AXLR8 configure Information Request Types for you. We make sure they have the correct “clock” settings, privacy flags and auto-deletion parameters for your Retention Policy. We have templates ready for most jurisdictions.

Here are three examples from our Demo system. Please also see Request Status which works with Request Types to enable events (e.g. “clarification” or “quotation” or “checking proof of ID” or closure) to stop, pause or reset the “clock” as appropriate.

FOI Request Type

The clock is set to ignore bank holidays. Privacy is not flagged (although, see below for “Sensitive FOI”)

Extended FOI

For those FOI requests that require more time – say 40 days, you can create a variant of the FOI Request Type. The only difference is that it has a 40 day “clock”. If you change from and FOI to an FOI – Extended, the deadline will automatically change. Thus, for example, if you realise, on day 9, that an FOI will be much more work, then you have 11 working days to go. If you simply change the Request Type in the drop down box, then you will automatically see the deadline date change to 31 working days hence. The set up ALR8 apply to this is shown below. Some clients have also asked us for other extensions on Request Types.

SAR Request Type

The clock runs including weekends and bank/public holidays. I.e. it works on Calendar days. It is also “Private“.

Sensitive FOI

This is a Request Type for FOIs that include personal, private content. The clock can still run as an FOI but the “Private” flag is set both internally and externally. The “Public” flag is not set. Some organisations ask AXLR8 to set the DPA flag and treat them fully as if they were SARs. They may be Sensitive FOIs for other reasons.

How configuring a Request Type changes IR lifecycle

How else to these parameters change the way the AXLR8 system manages IRs?

1. Length of time to deadline for response progress tracking
2. Appearance or not on the Public Disclosure Log
3. Colours to distinguish them on reports built with AXLR8 Report Builder
4. Privacy settings for users (most of whom will not see “private” flagged request types.
5. Working days (exclude weekends and public holidays set by your organisation in Bank Holiday Admin) or Calendar days.
6. Whether it is in DPA or FOI or EIR reports and screens
7. How retention automation works
8. …………………..and many more.

It is critical to get the Request Types configured correctly. You can see the implications from the list above. We need to consider every dependency.

If you need any changes to your request types, please contact AXLR8 Support. We will be happy to help. You can read the Request Type Admin area but not make any changes yourself. Your AXLR8 Support consultant will ask you for details and configure and test it across business rules with a programmer.

Information Request Workflow Automation was introduced here as a way to improve productivity for public sector IG Teams. Some Use cases are listed. We show how one of them might be automated and how the User Permissions work to make sure only the correct people design and deploy the robots.

Proof of Identity Workflow Automation

The example below is a abridged schematic of SAR workflow. Obviously, there is much more to it and more detailed workflow charts can be found elsewhere on this site.

Automation steps

Typically, the process building this in to your AXLR8 IRMS starts with your requirements.

1. In Document Template Admin, build the messages for each stage in the medium desired.  Usually these will be emails, SMS Messages or Word documents. For example reminders using Trigaware™ after waiting for a PoID for a SAR.  The messaging can be simple or intelligent with personalisation and very specific conditional contents. (see smart messaging).
2. We set up a “custom event definition” (i.e. the point in your workflow at which you need the document to go to the client).
3. Define the Status Life Cycle: the next section describes how to define a time limit for a status and any status change that follows completion of that life cycle. The life (cycle) of a status is the time it runs for or period before it closes itself and kicks off the new status.

Stage 1 Messaging to match your status change requirement

These examples match the work flow above.

• Inform the applicant that the IG team need this from the applicant when the IR is set to “Clarification Requested”
• Then alert them that 20 days has passed and there are 20 days remaining before they will have to resubmit their request. This would happen when the Clarification Second Request auto launched itself.
• The IR will close when the 40 days end and there has been no Clarification (or PoID). A third Trigger email can be programmed to go out. It would inform the applicant that their IR is now closed. They will have to resubmit it if they still need the information.

Stage 2: Create Automated Information Request

The best way to accomplish your objectives for Information Request automations is to create new IR Statuses. The reason for this is that all existing IRs that are running with that status will suddenly automate. If that is OK with you, go for it. We will describe how you do that below but you should consider the safer route of creating and applying a new one.

Please refer to the screenshots below which show the update of an IR Status and the creation of a new one.
The existing IR Status called “SAR ID Requested” for this client could be upgraded by:

• adding the tick for Time limited Status
• adding a duration of 20 days
• selecting a carry on status (in this case it will “Final SAR Request”)
• ticking the box for Special User Access. (see “User Permissions” below)

So after 20 days from the initial request, the IR is automatically sent to the next status of a final 20 days where they are on notice that the IR will be closed after that period. This is a total of 40 days. Very reasonable if you automate some reminders for the applicant as well.

In the above example, we updated and existing IR Status for our first 20 day SAR Request for PoID. Below we have created a new Information Request Status, also 20 days in duration and the last 20 day period they have in which to prove they are who they say they are before work starts finding their requested information. In the green box, to confirm the process above, we did the same ticks and duration. The difference is that the end of the 20 days automatically changes the status to Cancelled by Requester. Again, your organisation may have different vocabulary. You might call that “Failed to supply PoID” or some other label. In any case, it would close the IR because this final status would be a “finished” status.

So, we now have a “chain” of three actions that will hand over like a relay race with no human intervention necessary until PoID is received and agreed as valid, one day. Then the automated process is stopped and work begins with that request.

NB in the above example, you will see that this IR Status is disabled (tick box at the top). That is because We have not yet applied user permissions (or tested it).

Note. It is best not to apply the time limited status settings to existing IR statuses unless you are confident you know the outcome.  The next time it runs, it would run on all the existing IR records that have that existing status. Do you want that?  If you do make a status time limited, it would be best to search to see how many IR’s have that status, and understand that if they were given it more than the duration number of “valid” days ago, that “it will” change the status next time it runs.

Stage 3. Review User Permissions

Not all users should have the authority or expertise to apply a timed status. They may launch a wrong workflow automation. For example, without knowing the next steps, they could create an infinite loop. Users need to have the new user permission to apply one of these time limited statuses when they are first created. Later, when ta few runs through have proven the automations, you can remove the restriction from the IR status. This is done by removing the “Special User Access” shown in the screenshots in the previous stage. Below is how we can set up a knowledgeable pilot user to be able to use the new timed IR Statuses.

There is a new User Permission. It is called “Can apply Special User Access Statuses”, on user admin. Here is an example from a real client showing where it is on the User Admin screen.

If a User tries to apply a Time Limited IR Status to an Information Request, they may not be able to do so. If they do not have permission, they will get the following message.

For someone with this permission, the above alert message (example from City of Edinburgh) will not appear. That User can save their chosen status.

Systems Admin Permissions

As described above, your Super Users may decide which Users may apply these IR Statuses with timings built in. I.e. the “special User Access” IR statuses.

We have disabled update rights for clients but you have complete visibility of information Request Statuses. You can request an AXLR8 consultant to make the change.  Thus in your office, similar to the Dropdowns admin for Request Type, the Dropdowns Admin for Information Request Status only has a Save function when one of our consultants is using it. 
It is not available from client offices. AXLR8 have retained some of the administrative privileges for our support specialists for Request Status Admin.

The “Save” function in Information Request Status “Dropdowns Admin” was always available for Super Users at our clients. However, the ability to save changes in Request Type was reserved for AXLR8 consultants. The reason was the cost to us of fixing mistakes. With the power of this new Workflow automation we need to work with a few clients to take responsibility and shoulder the expense of any errors before handing back the ability to save changes. We also assume most client Super Users would wish to work over a Teams meeting screenshare with an AXLR8 support consultant when building these IR Automations. The reason is that mistakes can be costly to fix.

Audit Log

In the audit log view we can see the Cancelled status is a “Close” status, the save object has also set the “Date Closed” date (same as if you set the IR to cancelled in the IR details screen).

Short answer, anything you want during any timescale you can afford.

However, this is a standard AXLR8 demo of 48 minutes plus questions.

Items such as migration from legacy systems and security and other areas of compliance required in the public sector will be dealt with in depth if required at a later stage.

Other tools

If of interest, we can always look at other IG tools later Data Breach, DPIA, Information Asset Register, Data Sharing Policy Register, etc.  Also, Complaints Processing and other workflows.

AXLR8 configure Information Request Types for you. We make sure they have the correct “clock” settings, privacy flags and auto-deletion parameters for your Retention Policy. We have templates ready for most jurisdictions.

Here are three examples from our Demo system. Please also see Request Status which works with Request Types to enable events (e.g. “clarification” or “quotation” or “checking proof of ID” or closure) to stop, pause or reset the “clock” as appropriate.

FOI Request Type

The clock is set to ignore bank holidays. Privacy is not flagged (although, see below for “Sensitive FOI”)

Extended FOI

For those FOI requests that require more time – say 40 days, you can create a variant of the FOI Request Type. The only difference is that it has a 40 day “clock”. If you change from and FOI to an FOI – Extended, the deadline will automatically change. Thus, for example, if you realise, on day 9, that an FOI will be much more work, then you have 11 working days to go. If you simply change the Request Type in the drop down box, then you will automatically see the deadline date change to 31 working days hence. The set up ALR8 apply to this is shown below. Some clients have also asked us for other extensions on Request Types.

SAR Request Type

The clock runs including weekends and bank/public holidays. I.e. it works on Calendar days. It is also “Private“.

Sensitive FOI

This is a Request Type for FOIs that include personal, private content. The clock can still run as an FOI but the “Private” flag is set both internally and externally. The “Public” flag is not set. Some organisations ask AXLR8 to set the DPA flag and treat them fully as if they were SARs. They may be Sensitive FOIs for other reasons.

How configuring a Request Type changes IR lifecycle

How else to these parameters change the way the AXLR8 system manages IRs?

1. Length of time to deadline for response progress tracking
2. Appearance or not on the Public Disclosure Log
3. Colours to distinguish them on reports built with AXLR8 Report Builder
4. Privacy settings for users (most of whom will not see “private” flagged request types.
5. Working days (exclude weekends and public holidays set by your organisation in Bank Holiday Admin) or Calendar days.
6. Whether it is in DPA or FOI or EIR reports and screens
7. How retention automation works
8. …………………..and many more.

It is critical to get the Request Types configured correctly. You can see the implications from the list above. We need to consider every dependency.

If you need any changes to your request types, please contact AXLR8 Support. We will be happy to help. You can read the Request Type Admin area but not make any changes yourself. Your AXLR8 Support consultant will ask you for details and configure and test it across business rules with a programmer.

Information Request Workflow Automation was introduced here as a way to improve productivity for public sector IG Teams. Some Use cases are listed. We show how one of them might be automated and how the User Permissions work to make sure only the correct people design and deploy the robots.

Proof of Identity Workflow Automation

The example below is a abridged schematic of SAR workflow. Obviously, there is much more to it and more detailed workflow charts can be found elsewhere on this site.

Automation steps

Typically, the process building this in to your AXLR8 IRMS starts with your requirements.

1. In Document Template Admin, build the messages for each stage in the medium desired.  Usually these will be emails, SMS Messages or Word documents. For example reminders using Trigaware™ after waiting for a PoID for a SAR.  The messaging can be simple or intelligent with personalisation and very specific conditional contents. (see smart messaging).
2. We set up a “custom event definition” (i.e. the point in your workflow at which you need the document to go to the client).
3. Define the Status Life Cycle: the next section describes how to define a time limit for a status and any status change that follows completion of that life cycle. The life (cycle) of a status is the time it runs for or period before it closes itself and kicks off the new status.

Stage 1 Messaging to match your status change requirement

These examples match the work flow above.

• Inform the applicant that the IG team need this from the applicant when the IR is set to “Clarification Requested”
• Then alert them that 20 days has passed and there are 20 days remaining before they will have to resubmit their request. This would happen when the Clarification Second Request auto launched itself.
• The IR will close when the 40 days end and there has been no Clarification (or PoID). A third Trigger email can be programmed to go out. It would inform the applicant that their IR is now closed. They will have to resubmit it if they still need the information.

Stage 2: Create Automated Information Request

The best way to accomplish your objectives for Information Request automations is to create new IR Statuses. The reason for this is that all existing IRs that are running with that status will suddenly automate. If that is OK with you, go for it. We will describe how you do that below but you should consider the safer route of creating and applying a new one.

Please refer to the screenshots below which show the update of an IR Status and the creation of a new one.
The existing IR Status called “SAR ID Requested” for this client could be upgraded by:

• adding the tick for Time limited Status
• adding a duration of 20 days
• selecting a carry on status (in this case it will “Final SAR Request”)
• ticking the box for Special User Access. (see “User Permissions” below)

So after 20 days from the initial request, the IR is automatically sent to the next status of a final 20 days where they are on notice that the IR will be closed after that period. This is a total of 40 days. Very reasonable if you automate some reminders for the applicant as well.

In the above example, we updated and existing IR Status for our first 20 day SAR Request for PoID. Below we have created a new Information Request Status, also 20 days in duration and the last 20 day period they have in which to prove they are who they say they are before work starts finding their requested information. In the green box, to confirm the process above, we did the same ticks and duration. The difference is that the end of the 20 days automatically changes the status to Cancelled by Requester. Again, your organisation may have different vocabulary. You might call that “Failed to supply PoID” or some other label. In any case, it would close the IR because this final status would be a “finished” status.

So, we now have a “chain” of three actions that will hand over like a relay race with no human intervention necessary until PoID is received and agreed as valid, one day. Then the automated process is stopped and work begins with that request.

NB in the above example, you will see that this IR Status is disabled (tick box at the top). That is because We have not yet applied user permissions (or tested it).

Note. It is best not to apply the time limited status settings to existing IR statuses unless you are confident you know the outcome.  The next time it runs, it would run on all the existing IR records that have that existing status. Do you want that?  If you do make a status time limited, it would be best to search to see how many IR’s have that status, and understand that if they were given it more than the duration number of “valid” days ago, that “it will” change the status next time it runs.

Stage 3. Review User Permissions

Not all users should have the authority or expertise to apply a timed status. They may launch a wrong workflow automation. For example, without knowing the next steps, they could create an infinite loop. Users need to have the new user permission to apply one of these time limited statuses when they are first created. Later, when ta few runs through have proven the automations, you can remove the restriction from the IR status. This is done by removing the “Special User Access” shown in the screenshots in the previous stage. Below is how we can set up a knowledgeable pilot user to be able to use the new timed IR Statuses.

There is a new User Permission. It is called “Can apply Special User Access Statuses”, on user admin. Here is an example from a real client showing where it is on the User Admin screen.

If a User tries to apply a Time Limited IR Status to an Information Request, they may not be able to do so. If they do not have permission, they will get the following message.

For someone with this permission, the above alert message (example from City of Edinburgh) will not appear. That User can save their chosen status.

Systems Admin Permissions

As described above, your Super Users may decide which Users may apply these IR Statuses with timings built in. I.e. the “special User Access” IR statuses.

We have disabled update rights for clients but you have complete visibility of information Request Statuses. You can request an AXLR8 consultant to make the change.  Thus in your office, similar to the Dropdowns admin for Request Type, the Dropdowns Admin for Information Request Status only has a Save function when one of our consultants is using it. 
It is not available from client offices. AXLR8 have retained some of the administrative privileges for our support specialists for Request Status Admin.

The “Save” function in Information Request Status “Dropdowns Admin” was always available for Super Users at our clients. However, the ability to save changes in Request Type was reserved for AXLR8 consultants. The reason was the cost to us of fixing mistakes. With the power of this new Workflow automation we need to work with a few clients to take responsibility and shoulder the expense of any errors before handing back the ability to save changes. We also assume most client Super Users would wish to work over a Teams meeting screenshare with an AXLR8 support consultant when building these IR Automations. The reason is that mistakes can be costly to fix.

Audit Log

In the audit log view we can see the Cancelled status is a “Close” status, the save object has also set the “Date Closed” date (same as if you set the IR to cancelled in the IR details screen).

Short answer, anything you want during any timescale you can afford.

However, this is a standard AXLR8 demo of 48 minutes plus questions.

Items such as migration from legacy systems and security and other areas of compliance required in the public sector will be dealt with in depth if required at a later stage.

Other tools

If of interest, we can always look at other IG tools later Data Breach, DPIA, Information Asset Register, Data Sharing Policy Register, etc.  Also, Complaints Processing and other workflows.

AXLR8 configure Information Request Types for you. We make sure they have the correct “clock” settings, privacy flags and auto-deletion parameters for your Retention Policy. We have templates ready for most jurisdictions.

Here are three examples from our Demo system. Please also see Request Status which works with Request Types to enable events (e.g. “clarification” or “quotation” or “checking proof of ID” or closure) to stop, pause or reset the “clock” as appropriate.

FOI Request Type

The clock is set to ignore bank holidays. Privacy is not flagged (although, see below for “Sensitive FOI”)

Extended FOI

For those FOI requests that require more time – say 40 days, you can create a variant of the FOI Request Type. The only difference is that it has a 40 day “clock”. If you change from and FOI to an FOI – Extended, the deadline will automatically change. Thus, for example, if you realise, on day 9, that an FOI will be much more work, then you have 11 working days to go. If you simply change the Request Type in the drop down box, then you will automatically see the deadline date change to 31 working days hence. The set up ALR8 apply to this is shown below. Some clients have also asked us for other extensions on Request Types.

SAR Request Type

The clock runs including weekends and bank/public holidays. I.e. it works on Calendar days. It is also “Private“.

Sensitive FOI

This is a Request Type for FOIs that include personal, private content. The clock can still run as an FOI but the “Private” flag is set both internally and externally. The “Public” flag is not set. Some organisations ask AXLR8 to set the DPA flag and treat them fully as if they were SARs. They may be Sensitive FOIs for other reasons.

How configuring a Request Type changes IR lifecycle

How else to these parameters change the way the AXLR8 system manages IRs?

1. Length of time to deadline for response progress tracking
2. Appearance or not on the Public Disclosure Log
3. Colours to distinguish them on reports built with AXLR8 Report Builder
4. Privacy settings for users (most of whom will not see “private” flagged request types.
5. Working days (exclude weekends and public holidays set by your organisation in Bank Holiday Admin) or Calendar days.
6. Whether it is in DPA or FOI or EIR reports and screens
7. How retention automation works
8. …………………..and many more.

It is critical to get the Request Types configured correctly. You can see the implications from the list above. We need to consider every dependency.

If you need any changes to your request types, please contact AXLR8 Support. We will be happy to help. You can read the Request Type Admin area but not make any changes yourself. Your AXLR8 Support consultant will ask you for details and configure and test it across business rules with a programmer.

Information Request Workflow Automation was introduced here as a way to improve productivity for public sector IG Teams. Some Use cases are listed. We show how one of them might be automated and how the User Permissions work to make sure only the correct people design and deploy the robots.

Proof of Identity Workflow Automation

The example below is a abridged schematic of SAR workflow. Obviously, there is much more to it and more detailed workflow charts can be found elsewhere on this site.

Automation steps

Typically, the process building this in to your AXLR8 IRMS starts with your requirements.

1. In Document Template Admin, build the messages for each stage in the medium desired.  Usually these will be emails, SMS Messages or Word documents. For example reminders using Trigaware™ after waiting for a PoID for a SAR.  The messaging can be simple or intelligent with personalisation and very specific conditional contents. (see smart messaging).
2. We set up a “custom event definition” (i.e. the point in your workflow at which you need the document to go to the client).
3. Define the Status Life Cycle: the next section describes how to define a time limit for a status and any status change that follows completion of that life cycle. The life (cycle) of a status is the time it runs for or period before it closes itself and kicks off the new status.

Stage 1 Messaging to match your status change requirement

These examples match the work flow above.

• Inform the applicant that the IG team need this from the applicant when the IR is set to “Clarification Requested”
• Then alert them that 20 days has passed and there are 20 days remaining before they will have to resubmit their request. This would happen when the Clarification Second Request auto launched itself.
• The IR will close when the 40 days end and there has been no Clarification (or PoID). A third Trigger email can be programmed to go out. It would inform the applicant that their IR is now closed. They will have to resubmit it if they still need the information.

Stage 2: Create Automated Information Request

The best way to accomplish your objectives for Information Request automations is to create new IR Statuses. The reason for this is that all existing IRs that are running with that status will suddenly automate. If that is OK with you, go for it. We will describe how you do that below but you should consider the safer route of creating and applying a new one.

Please refer to the screenshots below which show the update of an IR Status and the creation of a new one.
The existing IR Status called “SAR ID Requested” for this client could be upgraded by:

• adding the tick for Time limited Status
• adding a duration of 20 days
• selecting a carry on status (in this case it will “Final SAR Request”)
• ticking the box for Special User Access. (see “User Permissions” below)

So after 20 days from the initial request, the IR is automatically sent to the next status of a final 20 days where they are on notice that the IR will be closed after that period. This is a total of 40 days. Very reasonable if you automate some reminders for the applicant as well.

In the above example, we updated and existing IR Status for our first 20 day SAR Request for PoID. Below we have created a new Information Request Status, also 20 days in duration and the last 20 day period they have in which to prove they are who they say they are before work starts finding their requested information. In the green box, to confirm the process above, we did the same ticks and duration. The difference is that the end of the 20 days automatically changes the status to Cancelled by Requester. Again, your organisation may have different vocabulary. You might call that “Failed to supply PoID” or some other label. In any case, it would close the IR because this final status would be a “finished” status.

So, we now have a “chain” of three actions that will hand over like a relay race with no human intervention necessary until PoID is received and agreed as valid, one day. Then the automated process is stopped and work begins with that request.

NB in the above example, you will see that this IR Status is disabled (tick box at the top). That is because We have not yet applied user permissions (or tested it).

Note. It is best not to apply the time limited status settings to existing IR statuses unless you are confident you know the outcome.  The next time it runs, it would run on all the existing IR records that have that existing status. Do you want that?  If you do make a status time limited, it would be best to search to see how many IR’s have that status, and understand that if they were given it more than the duration number of “valid” days ago, that “it will” change the status next time it runs.

Stage 3. Review User Permissions

Not all users should have the authority or expertise to apply a timed status. They may launch a wrong workflow automation. For example, without knowing the next steps, they could create an infinite loop. Users need to have the new user permission to apply one of these time limited statuses when they are first created. Later, when ta few runs through have proven the automations, you can remove the restriction from the IR status. This is done by removing the “Special User Access” shown in the screenshots in the previous stage. Below is how we can set up a knowledgeable pilot user to be able to use the new timed IR Statuses.

There is a new User Permission. It is called “Can apply Special User Access Statuses”, on user admin. Here is an example from a real client showing where it is on the User Admin screen.

If a User tries to apply a Time Limited IR Status to an Information Request, they may not be able to do so. If they do not have permission, they will get the following message.

For someone with this permission, the above alert message (example from City of Edinburgh) will not appear. That User can save their chosen status.

Systems Admin Permissions

As described above, your Super Users may decide which Users may apply these IR Statuses with timings built in. I.e. the “special User Access” IR statuses.

We have disabled update rights for clients but you have complete visibility of information Request Statuses. You can request an AXLR8 consultant to make the change.  Thus in your office, similar to the Dropdowns admin for Request Type, the Dropdowns Admin for Information Request Status only has a Save function when one of our consultants is using it. 
It is not available from client offices. AXLR8 have retained some of the administrative privileges for our support specialists for Request Status Admin.

The “Save” function in Information Request Status “Dropdowns Admin” was always available for Super Users at our clients. However, the ability to save changes in Request Type was reserved for AXLR8 consultants. The reason was the cost to us of fixing mistakes. With the power of this new Workflow automation we need to work with a few clients to take responsibility and shoulder the expense of any errors before handing back the ability to save changes. We also assume most client Super Users would wish to work over a Teams meeting screenshare with an AXLR8 support consultant when building these IR Automations. The reason is that mistakes can be costly to fix.

Audit Log

In the audit log view we can see the Cancelled status is a “Close” status, the save object has also set the “Date Closed” date (same as if you set the IR to cancelled in the IR details screen).

Messagestore takes a copy of all relevant email messages that enter and leave your business. For example, you might be set up to take any email to or from foi@yourorganisation.gov.uk and dataprotection@yourorganisation.gov.uk.

Messagestore then files them against the recipients and senders and the information request unique identifiers. The unique identifiers are coded into the subject lines in the email templates and the numbers and short descriptions are mail merged in.

This is described in greater detail together with “use cases”, blogs and articles on the messagestore.co.uk specialist website.

Merging IR references into the email subject line

The subject line of emails can have mailmerged data in them in the same way as you mail merge data into the body of a document.

The mailmerge templates are created and maintained in Document Template Admin.

Messagestore and Email2IR

Messagestore provides the platform for AXLR8’s Email2IR functionality. Email2IR checks Messagestore for any incoming email and creates a new IR ready for human management decisions:

1. request type (or you can clik the “Spam” button) and
2. the applicant (add new or allocate to a previous “frequent flier”).

If there is an exisiting IR reference in the subject line of the incoming email, then that incoming email does not create a new IR. The process checks for whether the email is about an exisiting IRs. It accomplishes this by reading the subject line. If there is and IR code in it, then it will add it to the “job bag” for that IR.

Please call if you need any training on this area or have any concerns about controlling visibility of emails for different groups of users.

Short answer, anything you want during any timescale you can afford.

However, this is a standard AXLR8 demo of 48 minutes plus questions.

Items such as migration from legacy systems and security and other areas of compliance required in the public sector will be dealt with in depth if required at a later stage.

Other tools

If of interest, we can always look at other IG tools later Data Breach, DPIA, Information Asset Register, Data Sharing Policy Register, etc.  Also, Complaints Processing and other workflows.

AXLR8 configure Information Request Types for you. We make sure they have the correct “clock” settings, privacy flags and auto-deletion parameters for your Retention Policy. We have templates ready for most jurisdictions.

Here are three examples from our Demo system. Please also see Request Status which works with Request Types to enable events (e.g. “clarification” or “quotation” or “checking proof of ID” or closure) to stop, pause or reset the “clock” as appropriate.

FOI Request Type

The clock is set to ignore bank holidays. Privacy is not flagged (although, see below for “Sensitive FOI”)

Extended FOI

For those FOI requests that require more time – say 40 days, you can create a variant of the FOI Request Type. The only difference is that it has a 40 day “clock”. If you change from and FOI to an FOI – Extended, the deadline will automatically change. Thus, for example, if you realise, on day 9, that an FOI will be much more work, then you have 11 working days to go. If you simply change the Request Type in the drop down box, then you will automatically see the deadline date change to 31 working days hence. The set up ALR8 apply to this is shown below. Some clients have also asked us for other extensions on Request Types.

SAR Request Type

The clock runs including weekends and bank/public holidays. I.e. it works on Calendar days. It is also “Private“.

Sensitive FOI

This is a Request Type for FOIs that include personal, private content. The clock can still run as an FOI but the “Private” flag is set both internally and externally. The “Public” flag is not set. Some organisations ask AXLR8 to set the DPA flag and treat them fully as if they were SARs. They may be Sensitive FOIs for other reasons.

How configuring a Request Type changes IR lifecycle

How else to these parameters change the way the AXLR8 system manages IRs?

1. Length of time to deadline for response progress tracking
2. Appearance or not on the Public Disclosure Log
3. Colours to distinguish them on reports built with AXLR8 Report Builder
4. Privacy settings for users (most of whom will not see “private” flagged request types.
5. Working days (exclude weekends and public holidays set by your organisation in Bank Holiday Admin) or Calendar days.
6. Whether it is in DPA or FOI or EIR reports and screens
7. How retention automation works
8. …………………..and many more.

It is critical to get the Request Types configured correctly. You can see the implications from the list above. We need to consider every dependency.

If you need any changes to your request types, please contact AXLR8 Support. We will be happy to help. You can read the Request Type Admin area but not make any changes yourself. Your AXLR8 Support consultant will ask you for details and configure and test it across business rules with a programmer.

Information Request Workflow Automation was introduced here as a way to improve productivity for public sector IG Teams. Some Use cases are listed. We show how one of them might be automated and how the User Permissions work to make sure only the correct people design and deploy the robots.

Proof of Identity Workflow Automation

The example below is a abridged schematic of SAR workflow. Obviously, there is much more to it and more detailed workflow charts can be found elsewhere on this site.

Automation steps

Typically, the process building this in to your AXLR8 IRMS starts with your requirements.

1. In Document Template Admin, build the messages for each stage in the medium desired.  Usually these will be emails, SMS Messages or Word documents. For example reminders using Trigaware™ after waiting for a PoID for a SAR.  The messaging can be simple or intelligent with personalisation and very specific conditional contents. (see smart messaging).
2. We set up a “custom event definition” (i.e. the point in your workflow at which you need the document to go to the client).
3. Define the Status Life Cycle: the next section describes how to define a time limit for a status and any status change that follows completion of that life cycle. The life (cycle) of a status is the time it runs for or period before it closes itself and kicks off the new status.

Stage 1 Messaging to match your status change requirement

These examples match the work flow above.

• Inform the applicant that the IG team need this from the applicant when the IR is set to “Clarification Requested”
• Then alert them that 20 days has passed and there are 20 days remaining before they will have to resubmit their request. This would happen when the Clarification Second Request auto launched itself.
• The IR will close when the 40 days end and there has been no Clarification (or PoID). A third Trigger email can be programmed to go out. It would inform the applicant that their IR is now closed. They will have to resubmit it if they still need the information.

Stage 2: Create Automated Information Request

The best way to accomplish your objectives for Information Request automations is to create new IR Statuses. The reason for this is that all existing IRs that are running with that status will suddenly automate. If that is OK with you, go for it. We will describe how you do that below but you should consider the safer route of creating and applying a new one.

Please refer to the screenshots below which show the update of an IR Status and the creation of a new one.
The existing IR Status called “SAR ID Requested” for this client could be upgraded by:

• adding the tick for Time limited Status
• adding a duration of 20 days
• selecting a carry on status (in this case it will “Final SAR Request”)
• ticking the box for Special User Access. (see “User Permissions” below)

So after 20 days from the initial request, the IR is automatically sent to the next status of a final 20 days where they are on notice that the IR will be closed after that period. This is a total of 40 days. Very reasonable if you automate some reminders for the applicant as well.

In the above example, we updated and existing IR Status for our first 20 day SAR Request for PoID. Below we have created a new Information Request Status, also 20 days in duration and the last 20 day period they have in which to prove they are who they say they are before work starts finding their requested information. In the green box, to confirm the process above, we did the same ticks and duration. The difference is that the end of the 20 days automatically changes the status to Cancelled by Requester. Again, your organisation may have different vocabulary. You might call that “Failed to supply PoID” or some other label. In any case, it would close the IR because this final status would be a “finished” status.

So, we now have a “chain” of three actions that will hand over like a relay race with no human intervention necessary until PoID is received and agreed as valid, one day. Then the automated process is stopped and work begins with that request.

NB in the above example, you will see that this IR Status is disabled (tick box at the top). That is because We have not yet applied user permissions (or tested it).

Note. It is best not to apply the time limited status settings to existing IR statuses unless you are confident you know the outcome.  The next time it runs, it would run on all the existing IR records that have that existing status. Do you want that?  If you do make a status time limited, it would be best to search to see how many IR’s have that status, and understand that if they were given it more than the duration number of “valid” days ago, that “it will” change the status next time it runs.

Stage 3. Review User Permissions

Not all users should have the authority or expertise to apply a timed status. They may launch a wrong workflow automation. For example, without knowing the next steps, they could create an infinite loop. Users need to have the new user permission to apply one of these time limited statuses when they are first created. Later, when ta few runs through have proven the automations, you can remove the restriction from the IR status. This is done by removing the “Special User Access” shown in the screenshots in the previous stage. Below is how we can set up a knowledgeable pilot user to be able to use the new timed IR Statuses.

There is a new User Permission. It is called “Can apply Special User Access Statuses”, on user admin. Here is an example from a real client showing where it is on the User Admin screen.

If a User tries to apply a Time Limited IR Status to an Information Request, they may not be able to do so. If they do not have permission, they will get the following message.

For someone with this permission, the above alert message (example from City of Edinburgh) will not appear. That User can save their chosen status.

Systems Admin Permissions

As described above, your Super Users may decide which Users may apply these IR Statuses with timings built in. I.e. the “special User Access” IR statuses.

We have disabled update rights for clients but you have complete visibility of information Request Statuses. You can request an AXLR8 consultant to make the change.  Thus in your office, similar to the Dropdowns admin for Request Type, the Dropdowns Admin for Information Request Status only has a Save function when one of our consultants is using it. 
It is not available from client offices. AXLR8 have retained some of the administrative privileges for our support specialists for Request Status Admin.

The “Save” function in Information Request Status “Dropdowns Admin” was always available for Super Users at our clients. However, the ability to save changes in Request Type was reserved for AXLR8 consultants. The reason was the cost to us of fixing mistakes. With the power of this new Workflow automation we need to work with a few clients to take responsibility and shoulder the expense of any errors before handing back the ability to save changes. We also assume most client Super Users would wish to work over a Teams meeting screenshare with an AXLR8 support consultant when building these IR Automations. The reason is that mistakes can be costly to fix.

Audit Log

In the audit log view we can see the Cancelled status is a “Close” status, the save object has also set the “Date Closed” date (same as if you set the IR to cancelled in the IR details screen).

Short answer, anything you want during any timescale you can afford.

However, this is a standard AXLR8 demo of 48 minutes plus questions.

Items such as migration from legacy systems and security and other areas of compliance required in the public sector will be dealt with in depth if required at a later stage.

Other tools

If of interest, we can always look at other IG tools later Data Breach, DPIA, Information Asset Register, Data Sharing Policy Register, etc.  Also, Complaints Processing and other workflows.

This is accomplished in Document Template Admin.
To find Document Template Admin, please select Admin menu (cog on LHS menu in the old system or Super User menu in the new UX). Then select Document Template Admin.
There you will see a list of documents already available.

Medium

• Letter
• Email
• Text (SMS) Message
• Other

File Types

The format of the email will allow it to present and send in diferent ways.

• .RTF that can be opened by a wide variety of document readers including MS Word
• .HTML for formatted emails with colours and different highlights, fonts, embedded hyperlinks
• .TXT for plain text emails
• other

Context

A mailing template may be built to work in various different contexts.

• Contact person only (name address, etc.)
  • Reviews and appeals
• Information Request where the dates (including due date), short descriptions, subject, exemptions, department, owners and applicants and much more information may be merged in specific to that IR.
• Activity (task within an activity with a specific owner or team to respond in a department
• Breach

Subject Line

The subject line determines ti a significan extent whether an email will be opened. You can mail merge fields of data into the subject line of your email template.

The scope for automation of tasks is enormous with smart mail merged correspondence available in a couple of clicks.

The documents created are also auto-attached to the Information Request. If you have AXLR8 Messagestore then incoming and outgoing emails will be stored against the Information Request, too.

Trigaware

There are also fully automated emails. These are in addition to the mail merged documents. They are launched by the AXLR8 Trigaware system which are preprogrammed on events. Examples include:

• auto acknowledgement to applicants including details of their request and the due date
• alert to the team handling responses
• reminders at 10 and 5 days before the due date for those esponsible
• alert when a department officer has added a File or Note to an Information Request.

Some clients have a two dozen of these set up containing alerts that change with conditions.

Trigaware auto emails are explained at length elsewhere.

Short answer, anything you want during any timescale you can afford.

However, this is a standard AXLR8 demo of 48 minutes plus questions.

Items such as migration from legacy systems and security and other areas of compliance required in the public sector will be dealt with in depth if required at a later stage.

Other tools

If of interest, we can always look at other IG tools later Data Breach, DPIA, Information Asset Register, Data Sharing Policy Register, etc.  Also, Complaints Processing and other workflows.

Information Request Workflow Automation was introduced here as a way to improve productivity for public sector IG Teams. Some Use cases are listed. We show how one of them might be automated and how the User Permissions work to make sure only the correct people design and deploy the robots.

Proof of Identity Workflow Automation

The example below is a abridged schematic of SAR workflow. Obviously, there is much more to it and more detailed workflow charts can be found elsewhere on this site.

Automation steps

Typically, the process building this in to your AXLR8 IRMS starts with your requirements.

1. In Document Template Admin, build the messages for each stage in the medium desired.  Usually these will be emails, SMS Messages or Word documents. For example reminders using Trigaware™ after waiting for a PoID for a SAR.  The messaging can be simple or intelligent with personalisation and very specific conditional contents. (see smart messaging).
2. We set up a “custom event definition” (i.e. the point in your workflow at which you need the document to go to the client).
3. Define the Status Life Cycle: the next section describes how to define a time limit for a status and any status change that follows completion of that life cycle. The life (cycle) of a status is the time it runs for or period before it closes itself and kicks off the new status.

Stage 1 Messaging to match your status change requirement

These examples match the work flow above.

• Inform the applicant that the IG team need this from the applicant when the IR is set to “Clarification Requested”
• Then alert them that 20 days has passed and there are 20 days remaining before they will have to resubmit their request. This would happen when the Clarification Second Request auto launched itself.
• The IR will close when the 40 days end and there has been no Clarification (or PoID). A third Trigger email can be programmed to go out. It would inform the applicant that their IR is now closed. They will have to resubmit it if they still need the information.

Stage 2: Create Automated Information Request

The best way to accomplish your objectives for Information Request automations is to create new IR Statuses. The reason for this is that all existing IRs that are running with that status will suddenly automate. If that is OK with you, go for it. We will describe how you do that below but you should consider the safer route of creating and applying a new one.

Please refer to the screenshots below which show the update of an IR Status and the creation of a new one.
The existing IR Status called “SAR ID Requested” for this client could be upgraded by:

• adding the tick for Time limited Status
• adding a duration of 20 days
• selecting a carry on status (in this case it will “Final SAR Request”)
• ticking the box for Special User Access. (see “User Permissions” below)

So after 20 days from the initial request, the IR is automatically sent to the next status of a final 20 days where they are on notice that the IR will be closed after that period. This is a total of 40 days. Very reasonable if you automate some reminders for the applicant as well.

In the above example, we updated and existing IR Status for our first 20 day SAR Request for PoID. Below we have created a new Information Request Status, also 20 days in duration and the last 20 day period they have in which to prove they are who they say they are before work starts finding their requested information. In the green box, to confirm the process above, we did the same ticks and duration. The difference is that the end of the 20 days automatically changes the status to Cancelled by Requester. Again, your organisation may have different vocabulary. You might call that “Failed to supply PoID” or some other label. In any case, it would close the IR because this final status would be a “finished” status.

So, we now have a “chain” of three actions that will hand over like a relay race with no human intervention necessary until PoID is received and agreed as valid, one day. Then the automated process is stopped and work begins with that request.

NB in the above example, you will see that this IR Status is disabled (tick box at the top). That is because We have not yet applied user permissions (or tested it).

Note. It is best not to apply the time limited status settings to existing IR statuses unless you are confident you know the outcome.  The next time it runs, it would run on all the existing IR records that have that existing status. Do you want that?  If you do make a status time limited, it would be best to search to see how many IR’s have that status, and understand that if they were given it more than the duration number of “valid” days ago, that “it will” change the status next time it runs.

Stage 3. Review User Permissions

Not all users should have the authority or expertise to apply a timed status. They may launch a wrong workflow automation. For example, without knowing the next steps, they could create an infinite loop. Users need to have the new user permission to apply one of these time limited statuses when they are first created. Later, when ta few runs through have proven the automations, you can remove the restriction from the IR status. This is done by removing the “Special User Access” shown in the screenshots in the previous stage. Below is how we can set up a knowledgeable pilot user to be able to use the new timed IR Statuses.

There is a new User Permission. It is called “Can apply Special User Access Statuses”, on user admin. Here is an example from a real client showing where it is on the User Admin screen.

If a User tries to apply a Time Limited IR Status to an Information Request, they may not be able to do so. If they do not have permission, they will get the following message.

For someone with this permission, the above alert message (example from City of Edinburgh) will not appear. That User can save their chosen status.

Systems Admin Permissions

As described above, your Super Users may decide which Users may apply these IR Statuses with timings built in. I.e. the “special User Access” IR statuses.

We have disabled update rights for clients but you have complete visibility of information Request Statuses. You can request an AXLR8 consultant to make the change.  Thus in your office, similar to the Dropdowns admin for Request Type, the Dropdowns Admin for Information Request Status only has a Save function when one of our consultants is using it. 
It is not available from client offices. AXLR8 have retained some of the administrative privileges for our support specialists for Request Status Admin.

The “Save” function in Information Request Status “Dropdowns Admin” was always available for Super Users at our clients. However, the ability to save changes in Request Type was reserved for AXLR8 consultants. The reason was the cost to us of fixing mistakes. With the power of this new Workflow automation we need to work with a few clients to take responsibility and shoulder the expense of any errors before handing back the ability to save changes. We also assume most client Super Users would wish to work over a Teams meeting screenshare with an AXLR8 support consultant when building these IR Automations. The reason is that mistakes can be costly to fix.

Audit Log

In the audit log view we can see the Cancelled status is a “Close” status, the save object has also set the “Date Closed” date (same as if you set the IR to cancelled in the IR details screen).

Short answer, anything you want during any timescale you can afford.

However, this is a standard AXLR8 demo of 48 minutes plus questions.

Items such as migration from legacy systems and security and other areas of compliance required in the public sector will be dealt with in depth if required at a later stage.

Other tools

If of interest, we can always look at other IG tools later Data Breach, DPIA, Information Asset Register, Data Sharing Policy Register, etc.  Also, Complaints Processing and other workflows.

AXLR8 configure Information Request Types for you. We make sure they have the correct “clock” settings, privacy flags and auto-deletion parameters for your Retention Policy. We have templates ready for most jurisdictions.

Here are three examples from our Demo system. Please also see Request Status which works with Request Types to enable events (e.g. “clarification” or “quotation” or “checking proof of ID” or closure) to stop, pause or reset the “clock” as appropriate.

FOI Request Type

The clock is set to ignore bank holidays. Privacy is not flagged (although, see below for “Sensitive FOI”)

Extended FOI

For those FOI requests that require more time – say 40 days, you can create a variant of the FOI Request Type. The only difference is that it has a 40 day “clock”. If you change from and FOI to an FOI – Extended, the deadline will automatically change. Thus, for example, if you realise, on day 9, that an FOI will be much more work, then you have 11 working days to go. If you simply change the Request Type in the drop down box, then you will automatically see the deadline date change to 31 working days hence. The set up ALR8 apply to this is shown below. Some clients have also asked us for other extensions on Request Types.

SAR Request Type

The clock runs including weekends and bank/public holidays. I.e. it works on Calendar days. It is also “Private“.

Sensitive FOI

This is a Request Type for FOIs that include personal, private content. The clock can still run as an FOI but the “Private” flag is set both internally and externally. The “Public” flag is not set. Some organisations ask AXLR8 to set the DPA flag and treat them fully as if they were SARs. They may be Sensitive FOIs for other reasons.

How configuring a Request Type changes IR lifecycle

How else to these parameters change the way the AXLR8 system manages IRs?

1. Length of time to deadline for response progress tracking
2. Appearance or not on the Public Disclosure Log
3. Colours to distinguish them on reports built with AXLR8 Report Builder
4. Privacy settings for users (most of whom will not see “private” flagged request types.
5. Working days (exclude weekends and public holidays set by your organisation in Bank Holiday Admin) or Calendar days.
6. Whether it is in DPA or FOI or EIR reports and screens
7. How retention automation works
8. …………………..and many more.

It is critical to get the Request Types configured correctly. You can see the implications from the list above. We need to consider every dependency.

If you need any changes to your request types, please contact AXLR8 Support. We will be happy to help. You can read the Request Type Admin area but not make any changes yourself. Your AXLR8 Support consultant will ask you for details and configure and test it across business rules with a programmer.

Short answer, anything you want during any timescale you can afford.

However, this is a standard AXLR8 demo of 48 minutes plus questions.

Items such as migration from legacy systems and security and other areas of compliance required in the public sector will be dealt with in depth if required at a later stage.

Other tools

If of interest, we can always look at other IG tools later Data Breach, DPIA, Information Asset Register, Data Sharing Policy Register, etc.  Also, Complaints Processing and other workflows.

This is accomplished in Document Template Admin.
To find Document Template Admin, please select Admin menu (cog on LHS menu in the old system or Super User menu in the new UX). Then select Document Template Admin.
There you will see a list of documents already available.

Medium

• Letter
• Email
• Text (SMS) Message
• Other

File Types

The format of the email will allow it to present and send in diferent ways.

• .RTF that can be opened by a wide variety of document readers including MS Word
• .HTML for formatted emails with colours and different highlights, fonts, embedded hyperlinks
• .TXT for plain text emails
• other

Context

A mailing template may be built to work in various different contexts.

• Contact person only (name address, etc.)
  • Reviews and appeals
• Information Request where the dates (including due date), short descriptions, subject, exemptions, department, owners and applicants and much more information may be merged in specific to that IR.
• Activity (task within an activity with a specific owner or team to respond in a department
• Breach

Subject Line

The subject line determines ti a significan extent whether an email will be opened. You can mail merge fields of data into the subject line of your email template.

The scope for automation of tasks is enormous with smart mail merged correspondence available in a couple of clicks.

The documents created are also auto-attached to the Information Request. If you have AXLR8 Messagestore then incoming and outgoing emails will be stored against the Information Request, too.

Trigaware

There are also fully automated emails. These are in addition to the mail merged documents. They are launched by the AXLR8 Trigaware system which are preprogrammed on events. Examples include:

• auto acknowledgement to applicants including details of their request and the due date
• alert to the team handling responses
• reminders at 10 and 5 days before the due date for those esponsible
• alert when a department officer has added a File or Note to an Information Request.

Some clients have a two dozen of these set up containing alerts that change with conditions.

Trigaware auto emails are explained at length elsewhere.

Information Request Workflow Automation was introduced here as a way to improve productivity for public sector IG Teams. Some Use cases are listed. We show how one of them might be automated and how the User Permissions work to make sure only the correct people design and deploy the robots.

Proof of Identity Workflow Automation

The example below is a abridged schematic of SAR workflow. Obviously, there is much more to it and more detailed workflow charts can be found elsewhere on this site.

Automation steps

Typically, the process building this in to your AXLR8 IRMS starts with your requirements.

1. In Document Template Admin, build the messages for each stage in the medium desired.  Usually these will be emails, SMS Messages or Word documents. For example reminders using Trigaware™ after waiting for a PoID for a SAR.  The messaging can be simple or intelligent with personalisation and very specific conditional contents. (see smart messaging).
2. We set up a “custom event definition” (i.e. the point in your workflow at which you need the document to go to the client).
3. Define the Status Life Cycle: the next section describes how to define a time limit for a status and any status change that follows completion of that life cycle. The life (cycle) of a status is the time it runs for or period before it closes itself and kicks off the new status.

Stage 1 Messaging to match your status change requirement

These examples match the work flow above.

• Inform the applicant that the IG team need this from the applicant when the IR is set to “Clarification Requested”
• Then alert them that 20 days has passed and there are 20 days remaining before they will have to resubmit their request. This would happen when the Clarification Second Request auto launched itself.
• The IR will close when the 40 days end and there has been no Clarification (or PoID). A third Trigger email can be programmed to go out. It would inform the applicant that their IR is now closed. They will have to resubmit it if they still need the information.

Stage 2: Create Automated Information Request

The best way to accomplish your objectives for Information Request automations is to create new IR Statuses. The reason for this is that all existing IRs that are running with that status will suddenly automate. If that is OK with you, go for it. We will describe how you do that below but you should consider the safer route of creating and applying a new one.

Please refer to the screenshots below which show the update of an IR Status and the creation of a new one.
The existing IR Status called “SAR ID Requested” for this client could be upgraded by:

• adding the tick for Time limited Status
• adding a duration of 20 days
• selecting a carry on status (in this case it will “Final SAR Request”)
• ticking the box for Special User Access. (see “User Permissions” below)

So after 20 days from the initial request, the IR is automatically sent to the next status of a final 20 days where they are on notice that the IR will be closed after that period. This is a total of 40 days. Very reasonable if you automate some reminders for the applicant as well.

In the above example, we updated and existing IR Status for our first 20 day SAR Request for PoID. Below we have created a new Information Request Status, also 20 days in duration and the last 20 day period they have in which to prove they are who they say they are before work starts finding their requested information. In the green box, to confirm the process above, we did the same ticks and duration. The difference is that the end of the 20 days automatically changes the status to Cancelled by Requester. Again, your organisation may have different vocabulary. You might call that “Failed to supply PoID” or some other label. In any case, it would close the IR because this final status would be a “finished” status.

So, we now have a “chain” of three actions that will hand over like a relay race with no human intervention necessary until PoID is received and agreed as valid, one day. Then the automated process is stopped and work begins with that request.

NB in the above example, you will see that this IR Status is disabled (tick box at the top). That is because We have not yet applied user permissions (or tested it).

Note. It is best not to apply the time limited status settings to existing IR statuses unless you are confident you know the outcome.  The next time it runs, it would run on all the existing IR records that have that existing status. Do you want that?  If you do make a status time limited, it would be best to search to see how many IR’s have that status, and understand that if they were given it more than the duration number of “valid” days ago, that “it will” change the status next time it runs.

Stage 3. Review User Permissions

Not all users should have the authority or expertise to apply a timed status. They may launch a wrong workflow automation. For example, without knowing the next steps, they could create an infinite loop. Users need to have the new user permission to apply one of these time limited statuses when they are first created. Later, when ta few runs through have proven the automations, you can remove the restriction from the IR status. This is done by removing the “Special User Access” shown in the screenshots in the previous stage. Below is how we can set up a knowledgeable pilot user to be able to use the new timed IR Statuses.

There is a new User Permission. It is called “Can apply Special User Access Statuses”, on user admin. Here is an example from a real client showing where it is on the User Admin screen.

If a User tries to apply a Time Limited IR Status to an Information Request, they may not be able to do so. If they do not have permission, they will get the following message.

For someone with this permission, the above alert message (example from City of Edinburgh) will not appear. That User can save their chosen status.

Systems Admin Permissions

As described above, your Super Users may decide which Users may apply these IR Statuses with timings built in. I.e. the “special User Access” IR statuses.

We have disabled update rights for clients but you have complete visibility of information Request Statuses. You can request an AXLR8 consultant to make the change.  Thus in your office, similar to the Dropdowns admin for Request Type, the Dropdowns Admin for Information Request Status only has a Save function when one of our consultants is using it. 
It is not available from client offices. AXLR8 have retained some of the administrative privileges for our support specialists for Request Status Admin.

The “Save” function in Information Request Status “Dropdowns Admin” was always available for Super Users at our clients. However, the ability to save changes in Request Type was reserved for AXLR8 consultants. The reason was the cost to us of fixing mistakes. With the power of this new Workflow automation we need to work with a few clients to take responsibility and shoulder the expense of any errors before handing back the ability to save changes. We also assume most client Super Users would wish to work over a Teams meeting screenshare with an AXLR8 support consultant when building these IR Automations. The reason is that mistakes can be costly to fix.

Audit Log

In the audit log view we can see the Cancelled status is a “Close” status, the save object has also set the “Date Closed” date (same as if you set the IR to cancelled in the IR details screen).

Short answer, anything you want during any timescale you can afford.

However, this is a standard AXLR8 demo of 48 minutes plus questions.

Items such as migration from legacy systems and security and other areas of compliance required in the public sector will be dealt with in depth if required at a later stage.

Other tools

If of interest, we can always look at other IG tools later Data Breach, DPIA, Information Asset Register, Data Sharing Policy Register, etc.  Also, Complaints Processing and other workflows.

Information Request Workflow Automation was introduced here as a way to improve productivity for public sector IG Teams. Some Use cases are listed. We show how one of them might be automated and how the User Permissions work to make sure only the correct people design and deploy the robots.

Proof of Identity Workflow Automation

The example below is a abridged schematic of SAR workflow. Obviously, there is much more to it and more detailed workflow charts can be found elsewhere on this site.

Automation steps

Typically, the process building this in to your AXLR8 IRMS starts with your requirements.

1. In Document Template Admin, build the messages for each stage in the medium desired.  Usually these will be emails, SMS Messages or Word documents. For example reminders using Trigaware™ after waiting for a PoID for a SAR.  The messaging can be simple or intelligent with personalisation and very specific conditional contents. (see smart messaging).
2. We set up a “custom event definition” (i.e. the point in your workflow at which you need the document to go to the client).
3. Define the Status Life Cycle: the next section describes how to define a time limit for a status and any status change that follows completion of that life cycle. The life (cycle) of a status is the time it runs for or period before it closes itself and kicks off the new status.

Stage 1 Messaging to match your status change requirement

These examples match the work flow above.

• Inform the applicant that the IG team need this from the applicant when the IR is set to “Clarification Requested”
• Then alert them that 20 days has passed and there are 20 days remaining before they will have to resubmit their request. This would happen when the Clarification Second Request auto launched itself.
• The IR will close when the 40 days end and there has been no Clarification (or PoID). A third Trigger email can be programmed to go out. It would inform the applicant that their IR is now closed. They will have to resubmit it if they still need the information.

Stage 2: Create Automated Information Request

The best way to accomplish your objectives for Information Request automations is to create new IR Statuses. The reason for this is that all existing IRs that are running with that status will suddenly automate. If that is OK with you, go for it. We will describe how you do that below but you should consider the safer route of creating and applying a new one.

Please refer to the screenshots below which show the update of an IR Status and the creation of a new one.
The existing IR Status called “SAR ID Requested” for this client could be upgraded by:

• adding the tick for Time limited Status
• adding a duration of 20 days
• selecting a carry on status (in this case it will “Final SAR Request”)
• ticking the box for Special User Access. (see “User Permissions” below)

So after 20 days from the initial request, the IR is automatically sent to the next status of a final 20 days where they are on notice that the IR will be closed after that period. This is a total of 40 days. Very reasonable if you automate some reminders for the applicant as well.

In the above example, we updated and existing IR Status for our first 20 day SAR Request for PoID. Below we have created a new Information Request Status, also 20 days in duration and the last 20 day period they have in which to prove they are who they say they are before work starts finding their requested information. In the green box, to confirm the process above, we did the same ticks and duration. The difference is that the end of the 20 days automatically changes the status to Cancelled by Requester. Again, your organisation may have different vocabulary. You might call that “Failed to supply PoID” or some other label. In any case, it would close the IR because this final status would be a “finished” status.

So, we now have a “chain” of three actions that will hand over like a relay race with no human intervention necessary until PoID is received and agreed as valid, one day. Then the automated process is stopped and work begins with that request.

NB in the above example, you will see that this IR Status is disabled (tick box at the top). That is because We have not yet applied user permissions (or tested it).

Note. It is best not to apply the time limited status settings to existing IR statuses unless you are confident you know the outcome.  The next time it runs, it would run on all the existing IR records that have that existing status. Do you want that?  If you do make a status time limited, it would be best to search to see how many IR’s have that status, and understand that if they were given it more than the duration number of “valid” days ago, that “it will” change the status next time it runs.

Stage 3. Review User Permissions

Not all users should have the authority or expertise to apply a timed status. They may launch a wrong workflow automation. For example, without knowing the next steps, they could create an infinite loop. Users need to have the new user permission to apply one of these time limited statuses when they are first created. Later, when ta few runs through have proven the automations, you can remove the restriction from the IR status. This is done by removing the “Special User Access” shown in the screenshots in the previous stage. Below is how we can set up a knowledgeable pilot user to be able to use the new timed IR Statuses.

There is a new User Permission. It is called “Can apply Special User Access Statuses”, on user admin. Here is an example from a real client showing where it is on the User Admin screen.

If a User tries to apply a Time Limited IR Status to an Information Request, they may not be able to do so. If they do not have permission, they will get the following message.

For someone with this permission, the above alert message (example from City of Edinburgh) will not appear. That User can save their chosen status.

Systems Admin Permissions

As described above, your Super Users may decide which Users may apply these IR Statuses with timings built in. I.e. the “special User Access” IR statuses.

We have disabled update rights for clients but you have complete visibility of information Request Statuses. You can request an AXLR8 consultant to make the change.  Thus in your office, similar to the Dropdowns admin for Request Type, the Dropdowns Admin for Information Request Status only has a Save function when one of our consultants is using it. 
It is not available from client offices. AXLR8 have retained some of the administrative privileges for our support specialists for Request Status Admin.

The “Save” function in Information Request Status “Dropdowns Admin” was always available for Super Users at our clients. However, the ability to save changes in Request Type was reserved for AXLR8 consultants. The reason was the cost to us of fixing mistakes. With the power of this new Workflow automation we need to work with a few clients to take responsibility and shoulder the expense of any errors before handing back the ability to save changes. We also assume most client Super Users would wish to work over a Teams meeting screenshare with an AXLR8 support consultant when building these IR Automations. The reason is that mistakes can be costly to fix.

Audit Log

In the audit log view we can see the Cancelled status is a “Close” status, the save object has also set the “Date Closed” date (same as if you set the IR to cancelled in the IR details screen).

Short answer, anything you want during any timescale you can afford.

However, this is a standard AXLR8 demo of 48 minutes plus questions.

Items such as migration from legacy systems and security and other areas of compliance required in the public sector will be dealt with in depth if required at a later stage.

Other tools

If of interest, we can always look at other IG tools later Data Breach, DPIA, Information Asset Register, Data Sharing Policy Register, etc.  Also, Complaints Processing and other workflows.

Short answer, anything you want during any timescale you can afford.

However, this is a standard AXLR8 demo of 48 minutes plus questions.

Items such as migration from legacy systems and security and other areas of compliance required in the public sector will be dealt with in depth if required at a later stage.

Other tools

If of interest, we can always look at other IG tools later Data Breach, DPIA, Information Asset Register, Data Sharing Policy Register, etc.  Also, Complaints Processing and other workflows.

Short answer, anything you want during any timescale you can afford.

However, this is a standard AXLR8 demo of 48 minutes plus questions.

Items such as migration from legacy systems and security and other areas of compliance required in the public sector will be dealt with in depth if required at a later stage.

Other tools

If of interest, we can always look at other IG tools later Data Breach, DPIA, Information Asset Register, Data Sharing Policy Register, etc.  Also, Complaints Processing and other workflows.

This is accomplished in Document Template Admin.
To find Document Template Admin, please select Admin menu (cog on LHS menu in the old system or Super User menu in the new UX). Then select Document Template Admin.
There you will see a list of documents already available.

Medium

• Letter
• Email
• Text (SMS) Message
• Other

File Types

The format of the email will allow it to present and send in diferent ways.

• .RTF that can be opened by a wide variety of document readers including MS Word
• .HTML for formatted emails with colours and different highlights, fonts, embedded hyperlinks
• .TXT for plain text emails
• other

Context

A mailing template may be built to work in various different contexts.

• Contact person only (name address, etc.)
  • Reviews and appeals
• Information Request where the dates (including due date), short descriptions, subject, exemptions, department, owners and applicants and much more information may be merged in specific to that IR.
• Activity (task within an activity with a specific owner or team to respond in a department
• Breach

Subject Line

The subject line determines ti a significan extent whether an email will be opened. You can mail merge fields of data into the subject line of your email template.

The scope for automation of tasks is enormous with smart mail merged correspondence available in a couple of clicks.

The documents created are also auto-attached to the Information Request. If you have AXLR8 Messagestore then incoming and outgoing emails will be stored against the Information Request, too.

Trigaware

There are also fully automated emails. These are in addition to the mail merged documents. They are launched by the AXLR8 Trigaware system which are preprogrammed on events. Examples include:

• auto acknowledgement to applicants including details of their request and the due date
• alert to the team handling responses
• reminders at 10 and 5 days before the due date for those esponsible
• alert when a department officer has added a File or Note to an Information Request.

Some clients have a two dozen of these set up containing alerts that change with conditions.

Trigaware auto emails are explained at length elsewhere.

Messagestore takes a copy of all relevant email messages that enter and leave your business. For example, you might be set up to take any email to or from foi@yourorganisation.gov.uk and dataprotection@yourorganisation.gov.uk.

Messagestore then files them against the recipients and senders and the information request unique identifiers. The unique identifiers are coded into the subject lines in the email templates and the numbers and short descriptions are mail merged in.

This is described in greater detail together with “use cases”, blogs and articles on the messagestore.co.uk specialist website.

Merging IR references into the email subject line

The subject line of emails can have mailmerged data in them in the same way as you mail merge data into the body of a document.

The mailmerge templates are created and maintained in Document Template Admin.

Messagestore and Email2IR

Messagestore provides the platform for AXLR8’s Email2IR functionality. Email2IR checks Messagestore for any incoming email and creates a new IR ready for human management decisions:

1. request type (or you can clik the “Spam” button) and
2. the applicant (add new or allocate to a previous “frequent flier”).

If there is an exisiting IR reference in the subject line of the incoming email, then that incoming email does not create a new IR. The process checks for whether the email is about an exisiting IRs. It accomplishes this by reading the subject line. If there is and IR code in it, then it will add it to the “job bag” for that IR.

Please call if you need any training on this area or have any concerns about controlling visibility of emails for different groups of users.

This is accomplished in Document Template Admin.
To find Document Template Admin, please select Admin menu (cog on LHS menu in the old system or Super User menu in the new UX). Then select Document Template Admin.
There you will see a list of documents already available.

Medium

• Letter
• Email
• Text (SMS) Message
• Other

File Types

The format of the email will allow it to present and send in diferent ways.

• .RTF that can be opened by a wide variety of document readers including MS Word
• .HTML for formatted emails with colours and different highlights, fonts, embedded hyperlinks
• .TXT for plain text emails
• other

Context

A mailing template may be built to work in various different contexts.

• Contact person only (name address, etc.)
  • Reviews and appeals
• Information Request where the dates (including due date), short descriptions, subject, exemptions, department, owners and applicants and much more information may be merged in specific to that IR.
• Activity (task within an activity with a specific owner or team to respond in a department
• Breach

Subject Line

The subject line determines ti a significan extent whether an email will be opened. You can mail merge fields of data into the subject line of your email template.

The scope for automation of tasks is enormous with smart mail merged correspondence available in a couple of clicks.

The documents created are also auto-attached to the Information Request. If you have AXLR8 Messagestore then incoming and outgoing emails will be stored against the Information Request, too.

Trigaware

There are also fully automated emails. These are in addition to the mail merged documents. They are launched by the AXLR8 Trigaware system which are preprogrammed on events. Examples include:

• auto acknowledgement to applicants including details of their request and the due date
• alert to the team handling responses
• reminders at 10 and 5 days before the due date for those esponsible
• alert when a department officer has added a File or Note to an Information Request.

Some clients have a two dozen of these set up containing alerts that change with conditions.

Trigaware auto emails are explained at length elsewhere.

Messagestore takes a copy of all relevant email messages that enter and leave your business. For example, you might be set up to take any email to or from foi@yourorganisation.gov.uk and dataprotection@yourorganisation.gov.uk.

Messagestore then files them against the recipients and senders and the information request unique identifiers. The unique identifiers are coded into the subject lines in the email templates and the numbers and short descriptions are mail merged in.

This is described in greater detail together with “use cases”, blogs and articles on the messagestore.co.uk specialist website.

Merging IR references into the email subject line

The subject line of emails can have mailmerged data in them in the same way as you mail merge data into the body of a document.

The mailmerge templates are created and maintained in Document Template Admin.

Messagestore and Email2IR

Messagestore provides the platform for AXLR8’s Email2IR functionality. Email2IR checks Messagestore for any incoming email and creates a new IR ready for human management decisions:

1. request type (or you can clik the “Spam” button) and
2. the applicant (add new or allocate to a previous “frequent flier”).

If there is an exisiting IR reference in the subject line of the incoming email, then that incoming email does not create a new IR. The process checks for whether the email is about an exisiting IRs. It accomplishes this by reading the subject line. If there is and IR code in it, then it will add it to the “job bag” for that IR.

Please call if you need any training on this area or have any concerns about controlling visibility of emails for different groups of users.

Short answer, anything you want during any timescale you can afford.

However, this is a standard AXLR8 demo of 48 minutes plus questions.

Items such as migration from legacy systems and security and other areas of compliance required in the public sector will be dealt with in depth if required at a later stage.

Other tools

If of interest, we can always look at other IG tools later Data Breach, DPIA, Information Asset Register, Data Sharing Policy Register, etc.  Also, Complaints Processing and other workflows.

Short answer, anything you want during any timescale you can afford.

However, this is a standard AXLR8 demo of 48 minutes plus questions.

Items such as migration from legacy systems and security and other areas of compliance required in the public sector will be dealt with in depth if required at a later stage.

Other tools

If of interest, we can always look at other IG tools later Data Breach, DPIA, Information Asset Register, Data Sharing Policy Register, etc.  Also, Complaints Processing and other workflows.

Messagestore takes a copy of all relevant email messages that enter and leave your business. For example, you might be set up to take any email to or from foi@yourorganisation.gov.uk and dataprotection@yourorganisation.gov.uk.

Messagestore then files them against the recipients and senders and the information request unique identifiers. The unique identifiers are coded into the subject lines in the email templates and the numbers and short descriptions are mail merged in.

This is described in greater detail together with “use cases”, blogs and articles on the messagestore.co.uk specialist website.

Merging IR references into the email subject line

The subject line of emails can have mailmerged data in them in the same way as you mail merge data into the body of a document.

The mailmerge templates are created and maintained in Document Template Admin.

Messagestore and Email2IR

Messagestore provides the platform for AXLR8’s Email2IR functionality. Email2IR checks Messagestore for any incoming email and creates a new IR ready for human management decisions:

1. request type (or you can clik the “Spam” button) and
2. the applicant (add new or allocate to a previous “frequent flier”).

If there is an exisiting IR reference in the subject line of the incoming email, then that incoming email does not create a new IR. The process checks for whether the email is about an exisiting IRs. It accomplishes this by reading the subject line. If there is and IR code in it, then it will add it to the “job bag” for that IR.

Please call if you need any training on this area or have any concerns about controlling visibility of emails for different groups of users.

Short answer, anything you want during any timescale you can afford.

However, this is a standard AXLR8 demo of 48 minutes plus questions.

Items such as migration from legacy systems and security and other areas of compliance required in the public sector will be dealt with in depth if required at a later stage.

Other tools

If of interest, we can always look at other IG tools later Data Breach, DPIA, Information Asset Register, Data Sharing Policy Register, etc.  Also, Complaints Processing and other workflows.

This is accomplished in Document Template Admin.
To find Document Template Admin, please select Admin menu (cog on LHS menu in the old system or Super User menu in the new UX). Then select Document Template Admin.
There you will see a list of documents already available.

Medium

• Letter
• Email
• Text (SMS) Message
• Other

File Types

The format of the email will allow it to present and send in diferent ways.

• .RTF that can be opened by a wide variety of document readers including MS Word
• .HTML for formatted emails with colours and different highlights, fonts, embedded hyperlinks
• .TXT for plain text emails
• other

Context

A mailing template may be built to work in various different contexts.

• Contact person only (name address, etc.)
  • Reviews and appeals
• Information Request where the dates (including due date), short descriptions, subject, exemptions, department, owners and applicants and much more information may be merged in specific to that IR.
• Activity (task within an activity with a specific owner or team to respond in a department
• Breach

Subject Line

The subject line determines ti a significan extent whether an email will be opened. You can mail merge fields of data into the subject line of your email template.

The scope for automation of tasks is enormous with smart mail merged correspondence available in a couple of clicks.

The documents created are also auto-attached to the Information Request. If you have AXLR8 Messagestore then incoming and outgoing emails will be stored against the Information Request, too.

Trigaware

There are also fully automated emails. These are in addition to the mail merged documents. They are launched by the AXLR8 Trigaware system which are preprogrammed on events. Examples include:

• auto acknowledgement to applicants including details of their request and the due date
• alert to the team handling responses
• reminders at 10 and 5 days before the due date for those esponsible
• alert when a department officer has added a File or Note to an Information Request.

Some clients have a two dozen of these set up containing alerts that change with conditions.

Trigaware auto emails are explained at length elsewhere.

Messagestore takes a copy of all relevant email messages that enter and leave your business. For example, you might be set up to take any email to or from foi@yourorganisation.gov.uk and dataprotection@yourorganisation.gov.uk.

Messagestore then files them against the recipients and senders and the information request unique identifiers. The unique identifiers are coded into the subject lines in the email templates and the numbers and short descriptions are mail merged in.

This is described in greater detail together with “use cases”, blogs and articles on the messagestore.co.uk specialist website.

Merging IR references into the email subject line

The subject line of emails can have mailmerged data in them in the same way as you mail merge data into the body of a document.

The mailmerge templates are created and maintained in Document Template Admin.

Messagestore and Email2IR

Messagestore provides the platform for AXLR8’s Email2IR functionality. Email2IR checks Messagestore for any incoming email and creates a new IR ready for human management decisions:

1. request type (or you can clik the “Spam” button) and
2. the applicant (add new or allocate to a previous “frequent flier”).

If there is an exisiting IR reference in the subject line of the incoming email, then that incoming email does not create a new IR. The process checks for whether the email is about an exisiting IRs. It accomplishes this by reading the subject line. If there is and IR code in it, then it will add it to the “job bag” for that IR.

Please call if you need any training on this area or have any concerns about controlling visibility of emails for different groups of users.

Messagestore takes a copy of all relevant email messages that enter and leave your business. For example, you might be set up to take any email to or from foi@yourorganisation.gov.uk and dataprotection@yourorganisation.gov.uk.

Messagestore then files them against the recipients and senders and the information request unique identifiers. The unique identifiers are coded into the subject lines in the email templates and the numbers and short descriptions are mail merged in.

This is described in greater detail together with “use cases”, blogs and articles on the messagestore.co.uk specialist website.

Merging IR references into the email subject line

The subject line of emails can have mailmerged data in them in the same way as you mail merge data into the body of a document.

The mailmerge templates are created and maintained in Document Template Admin.

Messagestore and Email2IR

Messagestore provides the platform for AXLR8’s Email2IR functionality. Email2IR checks Messagestore for any incoming email and creates a new IR ready for human management decisions:

1. request type (or you can clik the “Spam” button) and
2. the applicant (add new or allocate to a previous “frequent flier”).

If there is an exisiting IR reference in the subject line of the incoming email, then that incoming email does not create a new IR. The process checks for whether the email is about an exisiting IRs. It accomplishes this by reading the subject line. If there is and IR code in it, then it will add it to the “job bag” for that IR.

Please call if you need any training on this area or have any concerns about controlling visibility of emails for different groups of users.

Short answer, anything you want during any timescale you can afford.

However, this is a standard AXLR8 demo of 48 minutes plus questions.

Items such as migration from legacy systems and security and other areas of compliance required in the public sector will be dealt with in depth if required at a later stage.

Other tools

If of interest, we can always look at other IG tools later Data Breach, DPIA, Information Asset Register, Data Sharing Policy Register, etc.  Also, Complaints Processing and other workflows.

Short answer, anything you want during any timescale you can afford.

However, this is a standard AXLR8 demo of 48 minutes plus questions.

Items such as migration from legacy systems and security and other areas of compliance required in the public sector will be dealt with in depth if required at a later stage.

Other tools

If of interest, we can always look at other IG tools later Data Breach, DPIA, Information Asset Register, Data Sharing Policy Register, etc.  Also, Complaints Processing and other workflows.

Short answer, anything you want during any timescale you can afford.

However, this is a standard AXLR8 demo of 48 minutes plus questions.

Items such as migration from legacy systems and security and other areas of compliance required in the public sector will be dealt with in depth if required at a later stage.

Other tools

If of interest, we can always look at other IG tools later Data Breach, DPIA, Information Asset Register, Data Sharing Policy Register, etc.  Also, Complaints Processing and other workflows.

Messagestore takes a copy of all relevant email messages that enter and leave your business. For example, you might be set up to take any email to or from foi@yourorganisation.gov.uk and dataprotection@yourorganisation.gov.uk.

Messagestore then files them against the recipients and senders and the information request unique identifiers. The unique identifiers are coded into the subject lines in the email templates and the numbers and short descriptions are mail merged in.

This is described in greater detail together with “use cases”, blogs and articles on the messagestore.co.uk specialist website.

Merging IR references into the email subject line

The subject line of emails can have mailmerged data in them in the same way as you mail merge data into the body of a document.

The mailmerge templates are created and maintained in Document Template Admin.

Messagestore and Email2IR

Messagestore provides the platform for AXLR8’s Email2IR functionality. Email2IR checks Messagestore for any incoming email and creates a new IR ready for human management decisions:

1. request type (or you can clik the “Spam” button) and
2. the applicant (add new or allocate to a previous “frequent flier”).

If there is an exisiting IR reference in the subject line of the incoming email, then that incoming email does not create a new IR. The process checks for whether the email is about an exisiting IRs. It accomplishes this by reading the subject line. If there is and IR code in it, then it will add it to the “job bag” for that IR.

Please call if you need any training on this area or have any concerns about controlling visibility of emails for different groups of users.