Requestors and Contacts

The Requestors area is AccessPoint's address book for the people and organizations who file access and privacy requests. You keep one reusable contact record per person and one institution record per organization, and every request links to a contact — so a requestor's full history, their intake limits, and any frivolous-or-vexatious determination travel with them from request to request. The area opens as a slide-out panel from the app toolbar; editing needs the RequestorManage permission, while read access is broader.

(screenshot placeholder — capture: the Requestors slide-out panel showing the Requestors / Institutions / Intake queue / Consultations tabs with the search box and facet controls)

The Tabs

The workspace is organised into tabs, each search-first and server-paged so it stays fast with thousands of records:

• Requestors — the people who file requests (the contact directory). See Requestor contact.
• Institutions — organizations that contacts can be affiliated with. See Requestor institution.
• Intake queue — requests currently held by an active-request limit, waiting to be activated.
• Consultations — the directory of external parties you consult during requests (shown only if you can manage consultations).

Type in the search box to query names and emails, click a column header to sort, and use the pager beneath the list to move through pages.

Finding and Filtering Contacts

Facet controls above the Requestors list narrow it without a full-text search:

• Scope — defaults to Active or held (people with a live request); switch to All or No requests.
• Category — filter by requestor/contact category (a configurable taxonomy from Settings).
• Last activity — Any, Last 30 days, 90 days, 12 months, or Older.
• Frivolous/vexatious only and Has holds toggles.
• Show purged (managers only) reveals anonymized records that were purged for retention.

The Institutions list has parallel facets plus a Show archived toggle, since retired institutions are archived rather than deleted.

Saved Views

Once you have a useful combination of facets, sort, and search, save it as a view from the view bar above the list. Views are private to you by default; users with ConfigurationManage can share a view tenant-wide and use Manage shared views to rename, reorder, or remove them. Changing a facet after applying a view does not overwrite it — you must save explicitly. See Dashboard views for how saved views work across the app.

Active-Request Limits (Flow Control)

AccessPoint can cap how many requests a single requestor may have active at once, automatically holding the rest so your office isn't swamped. Both a contact and its institution can carry a limit, and a request must clear both caps before it activates. You set the limits on the individual records — see Requestor contact for the full flow-control options.

The Intake Queue

The Intake queue tab lists every request on an intake hold, grouped by requestor, with each group showing capacity used vs. limit. For each request you see its position, an Auto/Manual badge (whether it will self-activate), a stale badge with days-held if it has waited too long, and the received date. From here you can:

1. Reorder a requestor's queue with the up/top/down arrows — the ranking decides who activates first.
2. Activate a single request with the Play button.
3. Activate to limit to fill all of a requestor's free slots at once.

Releases are audited, and the request moves from On Hold to Active.

(screenshot placeholder — capture: the Intake queue grouped by requestor, showing capacity used vs. limit, Auto/Manual badges, and the reorder and activate controls)

Merging Duplicate Contacts

Because contacts are reused, duplicates dilute a requestor's history. AccessPoint helps you consolidate them two ways:

• Find duplicates on the Requestors tab scans for contacts that share an email or name and lists each cluster; click Keep this on the record you want to survive.
• When you open a contact whose email or name matches another, a possible duplicate banner appears at the top of the card as a shortcut into merge.

Merging moves all requests and history onto the survivor and leaves a tombstone so old links still resolve. Confirm the source and target in the dialog before proceeding.

The Frivolous and Vexatious Flag

A frivolous-or-vexatious (F&V) determination is about the requestor, so it is set on the contact and surfaces on the contact card, where it can be filtered in the list. The flag does not by itself block requests — it makes the history visible to coordinators. Set it on the contact record.

Privacy and Retention

Requestor identity lives only in this area and on request PII surfaces; custodians and contributors never see requestor names, emails, or other PII in their sanitized assignments and tasks. When a requestor's data must be removed for retention, managers can purge a contact, which anonymizes the record in place while keeping its statistics. The system refuses (409) if any request is still linked, and purged records display a Purged badge and become read-only.