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Evidence Access Control

Adding Users and Groups 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 and groups can be added to an evidence access list: 

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

Adding Users and Groups to the Access List from the Evidence Detail Page

On the Evidence Detail page, the Manage Evidence Access section shows the number of users and groups 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 and groups to the access list for an evidence file. If you want to add users and groups 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.

    EvidencePage-ManageAccess_highlight.png

    The Manage Access page appears.

  2. Select the Access Class, Unrestricted or Restricted.
    Manage_Access_-_Inside_My_Agency_-_Access_Class__highlighted_.png
  3. In the  User or Group field, start typing the name, badge ID, or email address of the user or the name of the group. Evidence.com shows a list of matching users and groups as you enter the information. Select the user or group you want to add to the access list.

    Manage_Access_-_Inside_My_Agency_-_User_or_Group__highlighted_.png

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

  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.

    Manage_Access_-_Inside_My_Agency_-_Access_Level__highlighted_.png

  5. 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.

    Manage_Access_-_Inside_My_Agency_-_Duration__highlighted_.png

  6. 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.

  7. Repeat steps 2 through 5 to add other users.
  8. After all users are added, click Done to return to the Evidence Detail page.

Adding Users and Groups 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.

    Evidence_Search-Manage_Access_-_Inside_My_Agencey__highlight_.png The Manage Access screen is shown on the right side of the page. 

  4. Under Bulk Options, select how the access lists for the selected evidence files are affected:
    BulkAccess-InsideMyAgency_empty_.png
    • Select Add to to add the selected users or groups to the current access list.
    • Select Replace to replace the users and groups currently on the access list with the list of users and groups added below.
      If this option is selected, only users and groups added below will be on the access list for the selected evidence files. All other users and groups will be removed from the access list.
  5. From the Access Level list, select the access level. 
    • 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. 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 or group can access the evidence until they are removed from the access list.
  7. In the User or Group field, start typing the name, badge ID, or email address of the user or the name of the group. Evidence.com shows a list of matching users or groups as you enter the information. Select the user or group you want to add to the access list.

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

  8. Repeat step 7 to add other users and groups.
  9. Click Save.
  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.