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

Not all public records requests come through your municipality’s online form. In the Public Records Request (OPRA/FOIA) module, custodians or authorized staff can manually enter requests received through other channels. This ensures every request—no matter how it arrives—is logged, tracked, and processed in the same consistent, compliant workflow. Follow these steps to create a new request:

Create a new blank record

Start by creating a new blank record.  You can create a new request:

1. From the Home page:
   
   

   • Click New Record in the top menu.

     
     
     
     

   • Select the Public Records Request module.
     
     
     
     

2. From the Data Viewer

   • Open the Public Records Request module in the Data Viewer.

   • Click + Create New above the list of saved views.
     
     
     
     

3. From another record

   • While viewing any record, click New in the bottom toolbar.
     
     
     

   • A blank request will look like this:
     
     

Fill out the Form

Enter all available details from the requester.

High-Level Information

• Status (top left): Leave as “Select”, or "New" until you're ready to mark the request as received (which sets the deadline date).

• Commercial Request: Select “Will” or “Will Not” based on requester’s intended use. (Required before marking “Request Received”). 

• Upgrade?: Only applicable for Commercial Requests if the requester chooses to reduce the deadline by paying the higher fee.

Requestor Information

• Enter the contact details for the requester in the Requestor Information section. Include the email address if available so they can get updates on the request.

Details Tab

• Request: Type the requester’s description of records sought.

• Interest: If applicable under Common Law, enter requester’s interest in the records.

• Related Property Address, Block, Lot, Qualifier: Fill if the request is property-specific.

• Daniel’s Law Review: Select "Yes" or "No". (Required before marking “Request Received”).

• Conviction Certification: Select “Have” or “Have Not” been convicted.

• Legal Proceeding: Select if records are sought for a legal proceeding; enter details in Identification of Proceeding if “I Am” is selected.

• Preferred Delivery: Choose how the requester wants the records delivered.

Save the record

1. Click Save or Save & Close at the bottom left to create the request.

2. This generates the unique Reference # and triggers all applicable notification emails.

✅ Pro Tip: Even if the requester provides limited details, enter the request immediately to start the audit trail, then follow up for missing information.

Next steps after saving

Once the request is saved, you can continue processing it in the module. This may include:

• Marking the request as Received to start the official response timeline.

• Assigning departments to gather records.

• Calculating Fees & Adding Transactions in the Transactions tab.

• Tracking responses and uploading attachments.

• Fulfilling or denying the request based on your findings.

Additional Resources in GovPilot Academy

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

Related terms: create new OPRA record, staff-entered request, add public records request, enter FOIA manually, phone request logging, OPRA manual submission