Monitoring and managing the fulfillment of data requests

At any time during fulfillment, you can view the progress that was made for the data request, the work package, and the custodian. You can view the latest results and the errors that occurred during fulfillment if any. In addition, you can change the custodian priority, add or remove data sources, and get an overview of all attachments associated with the data request.

To monitor or manage a data request, complete these steps:

1. Click Matters and then click the matter that contains the data request.
2. Go to the Data Requests page.
   You can see some statistics about the data requests in this matter: the number custodians involved, how many data requests per type exist in the matter, the number of fulfillment items, and the amount of data that is covered by the fulfillment items. When release fulfillment items are completed, these numbers are adjusted.
3. Click the appropriate data request to view its status, the results, and the errors that might have occurred during fulfillment.
   • To view this information for each custodian, go to the Custodians page and change to the List view.
   
   
   • To view the information for each work package, go to the Work Packages page. The layout of the work packages list and the available filter options depend on the user preferences that you configured. With the default settings, this page initially shows the work packages of all data source categories. For a submitted data request, it's the list of open work packages. For a completed or canceled data request, it's the list of completed work packages. You can change the list by filtering on the work package status and on data source category.

     To view the task comments and activities of a work package, expand the entry by clicking the work package ID. Clicking Show Details opens the work package details showing the task comments and activities. The information is read-only. You cannot add or delete comments or attachments here but only in the task view.

   • To view task comments, attachments, and activities of the data request, go to the Task Information page. The Comments page lists all task comments and attachments. The information is read-only. You cannot add or delete comments or attachments here but only in the task view.

     To display the task activities pertaining to the specific data request, go to the Activity page. To view comments and activities at work package level, go to the Work Packages page.

   • To view a list of all attachments associated with the data request, go to the Attachments page. At a glance, you can see whether a file is attached to the data request directly or whether it is attached to a work package or a fulfillment item. The information also includes the ID of the respective data request, work package, fulfillment item, or task, the name of the field where the attachment was added, and the attachment name. Clicking the ID of any work package or fulfillment item takes you to the respective work package.

     The attachment field Task Details is system-generated for attachments stemming from workflows; any other attribute field name is derived from the custom attributes you defined. You can download any attachment by clicking its name.

     You cannot delete attachments from this view or upload attachments or other files. If an attachment is deleted in the task view, it is also removed from this list.

4. To change the custodian priority or add or remove data sources, go to the Custodians page.
   You can change the priority of one custodian at a time but add data sources to, and remove data sources from, several custodians. Be aware of the following consequences and limitations:

   • If you change the custodian priority, new work packages are created with the fulfillment items that are not yet completed. The new work packages can be completed independent of the due date for the original work packages.
   • You can add data sources that you added earlier and where fulfillment started already. In this case, new fulfillment items are created.
   • Data sources can be removed only if the associated work packages are not submitted yet.