Set your agency up.
Seven short steps, and your portal can take a request the whole way round on day one. Nothing is created until you have confirmed the code we send to your .gov inbox. The portal runs as a demonstration site until we approve a letter of authorization from your agency.
Your work email
It has to be a .gov address. That is how we know the agency is really yours, and it becomes the sign-in for your first administrator account.
Enter your code
We sent a six-digit code to . It is good for 15 minutes.
Your administrator account
You are creating the agency, so this account administers it. An agency administrator adds and removes staff, sets up departments, and edits everything the public sees. You can hand the role to a colleague later.
Signing in as — verified.
Not your email address. Lowercase letters, numbers, dot, dash or underscore. Choose something you will remember.
At least 10 characters.
Your agency
This is what the public sees on your portal: who you are and how to reach you. Two things are needed here, your name and your web address. Everything else is optional, and can be filled in from your admin page whenever you like.
Short name, phone, address, public email, website and records officer. None of them are needed to open your portal.
Used in tight spaces, like the header.
How your portal looks
Pick a color scheme and, if you have one to hand, add your logo. Each picture is your portal's reviewer queue in that scheme. Amber, red and green stay the same on every scheme, so an overdue request always looks overdue.
Shown in the header of every page on your portal, in place of the generic mark. PNG, JPEG, WebP or GIF, up to 512KB. You can add or change it later.
Your departments
Every request is addressed to one department, and the public picks it when they file. Each department needs a reviewer to receive its requests and a custodian to search its records; you will name those two people next. You can add, rename or remove departments later.
Your first reviewer and custodian
A request passes between three people. The reviewer receives it and sends the agency's response, the custodian searches for the records, and you administer the site. The Free plan includes one seat for each, so a request can go the whole way round as soon as the portal exists. While you try it out, every address can be your own.
Receives each new request, assigns the custodian, reviews what comes back, and writes and sends the response. Usually the records officer or a clerk.
At least 10 characters. They should change it on first sign-in.
Searches a department's own files for what a request asks for and uploads what they find. Nothing they upload reaches the public until the reviewer releases it.
At least 10 characters.
The two roles are kept apart on purpose: whoever searches for records is never the one who decides what is released, so the reviewer and the custodian cannot be the same account, and neither can be you.
Your meeting groups and your clerk
A meeting group is a body that meets in public: the city council, a planning commission, a board and its committees. Each has its own meetings, agendas and minutes. Name the ones you want to start with. More can be added later, with their members and meeting days.
One name on each line, up to ten. The first is usually the governing body itself.
Schedules meetings, builds each agenda, posts it and takes the minutes. You administer the site and may do all of that yourself; a clerk's account is for whoever does it day to day.
At least 10 characters. They should change it on first sign-in.
Your two offices
Government claims is worked by two offices: the clerk's office, which logs each claim as it is presented and serves the notices, and counsel's office, which reviews each claim and writes the recommendation. You administer the site and may do all of it yourself; these accounts are for whoever does it day to day. Either may be left for later, on the Staff tab of your admin page.
Checks each claim for sufficiency and timeliness, drafts the notices and writes the recommendation. The attorney's office staff can be added later.
At least 10 characters. They should change it on first sign-in.
Logs each claim as it is presented, serves the notices counsel drafts, keeps the calendar and records what the governing body decides. A deputy clerk can be added later.
At least 10 characters. They should change it on first sign-in.
Your portal is live.
Next: verify your agency
Until we approve a letter from your agency, the site shows an "Unverified agency" banner on every page, sends no email except sign-in links and passcode resets, and holds files to a smaller size. To verify, open your admin page and choose Settings, then Verification, and upload a letter on your agency's letterhead, signed by someone with the authority to do so, naming Enclerk.com as your agency's Public Records Act portal. We review it and email you the result.
You are already signed in to your portal. The next page shows how it works from your side as the administrator, and how to walk a test request all the way through with the accounts you just created.