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Evidence Access Control

Adding Users to the Inside My Agency Access List

The level of control a user has for managing the access list for evidence depends on the permission settings for their assigned role. For example, the Evidence.com pre-configured User role only allows users to view and manage the access inside your agency for their own evidence, while the pre-configured Admin role allows the user to view and manage access for any evidence.  

Users can be added to an evidence access list: 

In both cases, you can add one or more users. The same steps are used to add users to evidence that has been restricted. 

Access Control within Your Agency Video

Adding Users to the Access List from the Evidence Detail Page

On the Evidence Detail page, the Manage Evidence Access section shows the number of users that have been added to the access list for the evidence and if the evidence is restricted. 

From the Manage Evidence Access section you can add users to the access list for an evidence file. If you want to add users to the access list for more than one evidence file at a time, use the process for adding access from the evidence search page.   

Note: This procedure can also be used to add users to the access list for evidence that has been restricted.

  1. On the Evidence Detail page, under Manage Evidence Access, click Inside My Agency.

    Add-Step1.png

    The Manage Access page appears.

  2. In the Add to Access List field, start typing the name, badge ID, or email address of the user. Evidence.com shows a list of matching users as you enter the information. Select the user you want to add to the access list.

    Add-Step2.png

    You can add multiple users if they will have the same access duration and access level.

  3. From the Duration list, select the period of time the user can access the evidence.

    The default value is Until Removed, which means the user can access the evidence until they are removed from the access list.

    ManageAccess-InsideMyAgency_duration-highlight_.png

  4. From the Access Level list, select the access level for the user.
    • If Role is selected, the actions a user can take with the evidence depends on the permissions associated with their assigned role.
    • If View is selected, the user can only view the evidence.

    ManageAccess-InsideMyAgency_access-level-highlight_.png

  5. Click Add.

    The user information is added to the list and an email is sent to the user informing them that they have been added to the access list for the evidence.

  6. Repeat steps 2 through 5 to add other users.
  7. After all users are added, click the BackIcon.png (back) button to return to the Evidence Detail page.

Adding Users to the Access List from the Evidence Search Page

From the evidence search page, you can add users to the access list for multiple evidence files at the same time.  You can also replace the current access list with a different one. 

Note: This procedure can also be used to add users to the access list for evidence that has been restricted.

  1. Search for the evidence files you want to work with.
  2. In the search results, select the check box to the left of the evidence ID for each evidence file that you want to grant access to.
  3. Above the search results, click Manage Access and select Inside My Agency.

    BulkAdd-Step3.png The Add Users inside my agency dialog box displays. 

  4. From the Duration list, select the period of time the user can access the evidence.

    Bulk_Access_inside_my_agency.png

    The default value is Until Removed, which means the user can access the evidence until they are removed from the access list.

  5. From the Access Level list, select the access level for the user.
    • If Role is selected, the actions a user can take with the evidence depends on the permissions associated with their assigned role.
    • If View is selected, the user can only view the evidence.
  6. Select how the access lists for the selected evidence files are affected:
    • Select Add Users Below to Access List to add users to the current access list.
    • Select Replace Access List with User Below to replace the users currently on the access list with the list of users added below.

      If this option is selected, only users added below will be on the access list for the selected evidence files. All other users will be removed from the access list.

  7. In the User field, start typing the name, badge ID, or email address of the user. Evidence.com shows a list of matching users as you enter the information. Select the user you want to add to the access list.

    The user information is added to the list.

    Note: If you incorrectly add a user to the list, you can remove the user by clicking the RemoveIcon.png (remove) icon and then clicking Remove.

  8. Repeat step 7 to add other users.
  9. Click Add or, if Replace Access List with User Below was selected, Replace.
  10. A dialog box showing access was granted is displayed. Click Close to continue.

    An email is sent to each user informing them that they have been added to the access list for the selected evidence files.