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How do I see which department each Open Records Request is assigned to?

Department assignments on an Open Records Request are tracked in the request's Departments tab, and one request can be assigned to more than one department. Because of that, there is no Department column on the main Open Records Request view, and the main view cannot be filtered by department. Instead, you build a view from the Departments records themselves. Any user with access to the Open Records Request module can do this.

Open the Departments records

  1. Open the Open Records Request module in the Data Viewer.
  2. Click the Related Records dropdown at the top of the screen, next to the module name.
  3. Select Open Records Request Departments.

[Screenshot needed: Open Records Request module with the Related Records dropdown open and Open Records Request Departments highlighted]

The Data Viewer now shows one row for each department assignment, including the request's reference number, the Department, Date Assigned, Status, Date Fulfilled, and the department's response. A request assigned to two departments appears twice, once per department.

Filter to a single department

  1. Click the filter icon under the Department column header.
  2. Choose the department you want to see. The list updates to show only that department's assignments.
  3. To see only that department's open assignments, filter the Department Date Fulfilled column as well: click the funnel icon next to its filter box and choose Empty. Assignments drop off the list as the department marks them fulfilled.
  4. Add or remove columns as needed using the column options.

[Screenshot needed: Department Date Fulfilled funnel menu with Empty selected]

Save it as a view

  1. Click Save As in the toolbar.
  2. Enter a name, such as "Police Department Requests" or "Police - Open," and save.

The new view appears in the Views panel on the left. You can share it with coworkers or add it to a dashboard tile, the same as any other view. Clicking a row opens the parent request.

Why there is no Department dropdown on the main view

A single Department field on the request would only hold one value, which would not be accurate for requests routed to several departments. The Departments view shows every assignment, so nothing is missed.

Need a quick snapshot instead?

The module also includes a standard Departments Assigned report. Open the Reports dropdown in the Data Viewer, choose it, and set a date range. It is a good option for a one-time summary or an export. For an ongoing list you can filter and open records from, use the Departments view above.

Learn more

The GovPilot Academy course Public Records Request (OPRA/FOIA) Module covers assigning departments, setting a Departments Deadline, and tracking department responses, and awards a certification when you finish. Department staff who only respond to assignments can take Public Records Request (OPRA/FOIA) Module - Department User. Both are at academy.govpilot.com, which uses a separate login from GovPilot.

✅ Pro Tip: The Related Records dropdown works the same way for the other tabs on a request, such as Denials, Notes to Requestor, and Transactions, and for sub-tables in other modules. If you want to see all of a certain type of entry across many records, start there.

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