Add a new Denial Reason when you want it to appear as an option in the Denial Reason field while processing requests in the Public Records Request module. This keeps your terminology uniform and speeds up responses.
Steps to add a Denial Reason
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From the GovPilot Home page, click Modules in the top navigation bar.
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In the search bar, type Denial Reasons and select it from the results.
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In the module’s Data Viewer, click Create New to open a blank record.
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In the text field, type the exact wording you want to appear as the selectable Denial Reason.
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Click Save or Save and Close.
That’s it! Your new Denial Reason has been saved. It will appear in the Data Viewer list and as an option in the Denial Reason field when you process a request in the Public Records Request module.
Example Denial Reasons in the Public Records Request module
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Request is overly broad and lacks sufficient detail to identify records.
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Records do not exist or are not maintained by this agency.
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Request seeks information, not specific records.
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Records are exempt from disclosure under OPRA statute.
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Records contain attorney-client privileged material.
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Records contain ongoing investigation materials not subject to release.
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Request would require creation of a new record, which is not required.
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Records contain personal identifying information protected by law.
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Records are protected by executive privilege.
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Requested timeframe exceeds statutory retention period and no records are available.
✅ Pro Tip: Keep reasons concise and clear so they are easy for requesters to understand.
Related terms: denial reasons, canned responses, add denial reason, rejection reason, refusal reason, opra denial