How do I fulfill a request in the Public Records Request (OPRA/FOIA) module?

In the Public Records Request (OPRA/FOIA) module, fulfilling a request is the final step in the request lifecycle, sends the requester a secure download link for any responsive records, and documents compliance with transparency laws. 

Steps to Fulfill a Request

1. Review Department Responses - Go to the Departments tab and confirm all assigned departments have submitted their responses. Verify each response provided is complete and accurate.
   
   

2. Review Attachments - Go to the Attachments tab and make sure all files intended for the requester are uploaded. Confirm the files are final, public-ready versions.
   
   

3. Verify Transactions and Balance - Go to the Transactions tab and confirm all applicable fees have been paid. 
   
   

4. Enter the Fulfilled Reason - In the Fulfilled Reason field in the high-level section of the form, type a response or select from your pre-configured list. This text will appear in the fulfillment email sent to the requester.
   
   
   
   

5. Select the Method Fulfilled - In the Details tab, choose the delivery method used from the Method Fulfilled dropdown (e.g., Email, U.S. Mail, Pickup).
   
   
   
   

6. Update the Status - When everything is ready, change the Status to Fulfilled or Partially Fulfilled.
   
   
   
   

7. Save the record to lock in your changes and complete the process.

What Happens Next?

As soon as you change the status to Fulfilled or Partially Fulfilled:

• The Date Closed field is populated automatically.

• The Days to Complete field calculates based on the Date Received and Date Closed.

When you click Save, GovPilot sends the requester an automatic email that includes:

• The Fulfilled Reason

• A secure link to download any attachments

• The Method Fulfilled

The request is then closed and retained in the system for tracking, auditing, and reporting.

Additional Resources in GovPilot Academy

• Public Records Request (OPRA/FOIA) Module Certification
• How do I manually enter a request in the Public Records Request (OPRA/FOIA) module?
• How do I mark a request as received in the Public Records Request (OPRA/FOIA) module?
• How do I assign a request to departments in the Public Records Request (OPRA/FOIA) module?
• How do I deny a request in the Public Records Request (OPRA/FOIA) module?

Related terms: complete OPRA request, FOIA fulfillment, send records to requester, OPRA attachments, public records request close out