Closure Response Templates

  • Updated on Oct 2, 2025
  • Published on Jul 27, 2025
  • 2 minute(s) read
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Only Admin users can create and update templates. If you are setting up your portal and need to input a large number of templates reach out to NextRequest Support and we can upload them for you.

You can create templates for responses that your users will send on a regular basis. Templates are a digital version of a form letter and can help save you time when responding to requests. There are two categories of templates that you can create:

  • Message Response Templates: These are templates for sending a message either to the requester or internally while the request is being worked on.

  • Closure Responses: These are templates for telling the requester why and how their request is being closed. The closure response template includes both the reason the response was closed and the text explaining this to the requester. You can include the closure reason in reports to track what percentage of requests are being closed for each reason.

    • For more information about using a closure response template when closing a request, please review the Close a Request instructions.

  • Invoice Templates: These templates are for requesting payment from a requester.

This article covers creating, updating, and deactivating closure templates.

Create a Closure Response

  1. Sign in to the portal

  2. Click Closure Templates on the Settings drop-down menu Gear icon in the top right corner with Closure Templates selected in the drop-down.

  3. Click the Create Closure Response button The rectangular, blue Create Closure Response button is highlighted to the right-hand side of filter options.

  4. Create a Name for the closure response On the Create Closure Response pop-up window, a text entry field is highlighted below the field's label of 'Name'. Below the Name field is a note that reads: 'Name for Staff Use Only. To display a summary title publicly, add it to the text below'.

  5. Enter the Text for the closure response On the Create closure response pop-up window, a text editor is highlighted below the field's label of Text'. Above the text entry field, are several formatting options: 'Bold', 'Italic', 'Underline', 'Bulleted List', and 'Link'. The text entry field reads 'Create a closure response' in light grey, italicized text.

    • Use the text editor's tools to format the text. Above the text entry field, are several formatting options: 'Bold', 'Italic', 'Underline', 'Bulleted List', and 'Link'.

      Note:

      The text of a closure response that is added to a request (after any edits) will be visible to everyone who has access to the request. This means that if the request is public the closure response text will also be visible to the public. The name of the closure response will not appear on the request page, only in the internal list of closure responses. If you would like to display a summary title, it should be added at the beginning of the closure response text.

  6. (Optional) Select a category from the Assign Category drop-down menu On the Create Closure Response pop-up window, the optional Assign Category drop-down menu is highlighted above the Save button. There is no category assigned.

  7. Click the Save button The rectangular, blue Save button is highlighted below the Assign Category drop-down menu.

Edit a Closure Response

  1. Sign in to the portal

  2. Click Closure Templates on the Settings drop-down menu. Gear icon in the top right corner with Closure Templates selected in the drop-down.

  3. Click the Edit button (pencil) next to the closure response you want to edit The Edit button, a pencil icon, is highlighted in the Actions column.

  4. Update the Closure Response Name The Closure Response Name is highlighted in the table's name column. The name is currently set to 'Denied. Investigative Records'.

  5. Edit the Closure Response Text The Closure Response Text editor is highlighted in the table's text column.

    Note:

    This is a required field, indicated by the asterisk ("*") next to the field's name.

  6. Select a new category option from the Category drop-down menu The Category drop-down menu is highlighted in the table's Category Assigned column.

  7. Click the Save button (green circle with a checkmark) in the table's Actions column The Save button, a green circular icon with a check mark is highlighted next to the closure response.

Deactivate a Closure Response

  1. Sign in to the portal

  2. Click Closure Templates on the Settings drop-down menu Gear icon in the top right corner with Closure Templates selected in the drop-down.

  3. Click the Archive button (file cabinet) next to the closure response The Archive button, a file cabinet icon, is highlighted in the table's action menu next to the closure response.

  4. Click the OK button on the pop-up message that reads, Are you sure you want to archive this closure response? The 'OK' button is selected on the pop-up message that reads 'Are you sure you want to archive this closure message?'

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