Cases Access Control Lists

Access Lists are the workflow used to control access to cases in Evidence.com. An access list allows you to grant access to specific users and groups, as well as restrict access to only the users and groups on the access list. Each case has its own access list, so you can individually manage access and restrict cases as needed. When a user or group is added to the case access list, they are granted access to that specific case and evidence.

Default Access to Cases

The default access to a case is based on the permissions associated with the user's assigned role. To view a case, the agency administrator must grant the user the Case Management – View permission. For restricted cases, only users assigned to roles with the Access Restricted Cases permission and those on the access list are granted access to the case and evidence.

Access List Information

The Summary tab on the Case Details page shows how many users and groups have been granted access to that particular case.

Adding a User or Group to an Access List for a Case

1. On the Summary tab of the Case Details page, click the blue arrow on the Manage Access card.
2. In the Add to access list field, enter the name, email address, or badge ID of the user or groups you want to grant case access to. As you enter text, a list of matching users or groups is shown.
   Select the user or group you want to add to the list.
3. To add additional users or groups, repeat steps 1 and 2.
4. After selecting a user or group, select the Access Level.
   
   • If Role is selected, the actions a user or group can take depends on the permissions associated with their assigned role.
   • If View is selected, the user or group can only view the case.
5. From the Duration list, select the period of time the user can access the case.
   The default value is Until Removed, which means the user or group can access the case until they are removed from the access list.
6. Click Add.
   

   The Manage Access page will show the updated number of users and groups that have access to the case.

   

7. Repeat steps 2 and 3 to add another user or group.
8. After all users and groups have been added, click X to return to the Cases Detail page.

Modifying the Case Access List

You can edit the access level or duration permissions for a user or group.

1. On the Summary tab, click the blue arrow on the Manage Access card.
2. In the list of access list members, find the user or group you want to edit and click the  (edit) icon.
   
3. Make your changes to the Access Level or Duration settings, then click Save.
4. After all users and groups have been edited, click X to return to the Cases Detail page.

Restricting Access to a Case

When a case is restricted, only users assigned to roles with the Access Restricted Cases permission and those on the access list are granted access to the case and evidence.

To restrict a case:

1. On Summary tab of a Case Details page, click the Manage Access card.
2. Toggle the Restrict switch to On.

   

3. Click Restrict in the Restrict Case confirmation window.

   Note: Evidence in a case is restricted when the case is restricted. Any evidence added to a restricted case is automatically restricted. If evidence is subsequently removed from a restricted case, it will remain restricted until a user manually removes the restriction from the evidence.
   
   The user that restricted the case is automatically added to the access control list in order to prevent users from locking themselves out of a case. All restricted cases must have at least one user or group on the access list at all times.

Remove a User or Group from an Access List

You can remove a user or group from an access list for a case.

1. On the Summary tab of the Case Details page, click the blue arrow on the Manage Access card.
2. In the list of access list members, find the user or group you want to remove from the access list and click the  (remove) icon.
3. Click Remove.
4. After all users and groups have been removed, click X to return to the Cases Detail page.

Adding Users to Access Lists for Multiple Cases

You can add users or groups to the access lists for multiple cases at one time.

1. Using the Cases Search page, find and select the cases you want to grant access to.
2. Click Grant Access.
3. Enter the name, email address, or badge ID of the user or group you want to grant case access to. As you enter text, a list of matching users or groups is shown.
4. Click Share.

   Note: You cannot set the Role or Duration settings for multiple cases at one time. Those settings can only be set on individual cases.