RecordTrac’s administrative controls allows the users to:
- Edit or remove request text
- Remove a record
- Edit or remove the text of a note
- Edit or remove a question or answer
- Update your RecordTrac website text and more
The administrative controls allows the user to permanently delete records, requests, and notes from the database. Because of this, administrative access should be restricted to a small number of users.
Content should only be removed or edited if sensitive or confidential information is revealed. If this happens, you should:
- Edit the message to indicate why it needs to be removed.
- Notify the requester why their post or answer was removed.
- Provide guidance to the requester on how they can get the record they need.
If a staff member enters information incorrectly, simply add a note explaining the mistake.
If a member of the public enters incorrect information, the requester (or a staff member) can add a note correcting the mistake.
Sometimes it’s necessary to create a new request. If a new request must be created, we suggest you do the following:
- Create a new request with the proper information.
- In the old request, include a note explaining what is wrong with it and a link to the new request.
- Close out the old request.
- In the new request, reference and/or provide a link to the old request.
Although RecordTrac has a spam filter, every once in a while it may receive spam. When confronted with spam, close the request with a note indicating why it is not a public records request. If there is a large amount of spam requests, it is appropriate to simply remove the spam.
If a record needs to be removed. It not only has to be deleted on RecordTrac, it has to be removed from Scribd as well.
To remove or edit a request, visit [records.youragency.gov]/admin/requestview.
A description of the fields in the table displayed can be found below:
- Id: Unique ID assigned to each request.
- Text: Entire text of public records request.
- Date Created: The date the request was entered in RecordTrac.
- Status: Status of the records request, namely whether it’s open, closed, due soon, or overdue.
Clicking on the trashcan icon permanently deletes an entire request.
Clicking on the pencil icon will allow you to edit a request.
To remove a record, visit [records.youragency.gov]/admin/recordreview.
You can only remove a record, not "edit" any of the fields. Records include web links, uploaded electronic documents, and instructions on how to view or pick up copies of a record.
A description of the fields in the table displayed can be found below:
- ID: Unique ID assigned to each request.
- Filename: Name of electronic record uploaded to RecordTrac.
- URL: Web address provided to requester.
- Download URL: Web address where you can automatically download the record.
- Access: Instructions on how to view or pick up copies of a record
Click on the trashcan icon to permanently delete the record from RecordTrac. You must also delete the record from the hosted location. For example, if you are using Scribd, it must be deleted from the Scribd account.
To edit or remove a note, visit [records.youragency.gov]/admin/noteview.
A description of the fields in the table displayed can be found below:
- ID: Unique ID assigned to each request.
- Text: Entire text of the note.
- Date Created: The date the note was created.
Click on the trashcan icon to permanently delete the note from RecordTrac.
Clicking on the pencil icon will allow you to edit the text of a note.
To remove posted questions and/or answers, navigate to the "Q A" tab.
A description of the fields in the table displayed can be found below:
- ID: Unique ID assigned to each request.
- Question: Entire text of the question asked by agency staff.
- Answer: Entire response of question provided by member of the public.
- Date Created: The date the exchange was created
Clicking on the trashcan icon permanently deletes the entire question and answer exchange.
Clicking on the pencil icon will allow you to edit the text of the question and answer exchange.
The web copy is not managed through the admin interface. To update the copy on the website, the .json files or HTML templates must be modified. See the redeploy documentation for more detailed instructions.
Passwords are not managed through the admin section. Agency employees are required to manage their own passwords directly through the Mozilla Persona sign-in.
There is a quick way for adminstrators to check on the status of the application. Visit [records.youragency.gov]/.well-known/status to get a quick confirmation of whether the app is working.
If the status is 'ok,' it means the app is working properly and users should not encounter any problems.
The number next to SendGrid is the percentage of its email quota the application has used this month. If it is close to 100, then the agency is close to hitting its email quotas for the month and may be charged for each additional email.
The dependencies section lists additional web applications used by RecordTrac. Askismet is the spam filter. Scribd is where all uploaded documents are hosted. SendGrid sends out the email notifications and Postgres is where all of the data is stored.