Evidence files can be restricted by adding a restricted category to the evidence or by manually restricting the evidence.
Restricting an evidence file only allows users that are on the access list or that are assigned to a role with Access Restricted Evidence permission to view the evidence. When searching for evidence files, users can see restricted evidence files in the search results, but cannot view the evidence file.
There are two ways to manually restrict evidence:
- For one piece of evidence from the Evidence Detail Page
- For multiple pieces of evidence from the evidence search results
After evidence is restricted, you can still add users to the evidence access list and remove restriction from the evidence.
Restricting Evidence Access within Your Agency Video
Restricting Evidence 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 and restrict the evidence. If you want to add users to the access list and restrict evidence for more than one evidence file at a time, use the process for restricting evidence from the evidence search page.
- On the Evidence Detail page, under Manage Evidence Access, click Inside My Agency.
The Manage Access page appears.
Steps 2 and 3 can be done in any order. By doing step 2 first, the user will only get an email saying they were added to the access list for the evidence. If you do step 3 first, the user will get an email saying they were added to the access list and then get a second email when the evidence is restricted saying the evidence was restricted.
- Click the Restrict
The system asks you to confirm that you want to restrict the evidence.
Click Restrict to continue.
If you are not already on the access list, you are automatically added to the list. An email is sent to users that were already on the access list for this evidence informing them that the evidence was restricted, but that they still have access.
- 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.
You can add multiple users if they will have the same access duration and access level.
- 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.
- 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.
- 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.
- Repeat steps 3 through 6 to add other users.
- After all users are added, click the
(back) button to return to the Evidence Detail page.
Restricting Evidence from the Evidence Search Page
From the evidence search page, you can add users to the access list and restrict evidence for more than one evidence file at a time. You can also replace the current access list with a different one and restrict the files.
- Search for the evidence files you want to work with.
- 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 and restrict.
- Above the search results, click Manage Access and select Restrict.
The Restrict Add Users dialog box displays.
If you are not already on the access list, you are automatically added to the list.
- 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.
- 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.
- 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.
- 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
(remove) icon and then clicking Remove. - Repeat step 7 to add other users.
- Click Restrict or, if Replace Access List with User Below was selected, Replace and Restrict.
- 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.
Note: An email is sent to users that were already on the access list for this evidence informing them that the evidence was restricted, but that they still have access.