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Cases (Redesign)

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Sharing Cases to Partner Agencies

You can give partner agencies access to a case two ways:

  • Sharing the case.
  • Sending a download link to a file with the case information. The link can be used by anyone who receives it, not just users in a partner agency.

The Case Details page shows how many partner agencies the case has been shared with.

ManageShares.png

Sharing a Case with a Partner Agency

  1. On the Case Details page, click the blue arrow on the Manage Shares card.
  2. On the Case Sharing page, click Share.

     AddOutsideAgencyShare.png

  3. In the User or Group field, enter the name, badge ID, or email address of the user or group you want to share the case with. As you enter text, a list of matching users or groups is shown.SelectRecipient.png

    Optional: Add a message. This message will be included in the email notification the user or group receives when you share the case to them.SelectRecipient2.png

  4. Click Next.
  5. On the Choose Options step of the Share Case workflow, select any additional information you want to share, then click Next.
    • Selecting Notes will share all of the notes on the case and evidence in the case with the partner agency.
    • Selecting Clips will share all of the clips derived from evidence in the case with the partner agency.
    • Selecting Markers will share all of the markers included on evidence in the case with the partner agency.
    • Selecting Audit Trails will share all of the audit events for the case and evidence in the case with the partner agency.
  6. Review that the information is correct, then click Share.

    Evidence.com will begin creating an exact copy of the case and evidence in the case in the partner agency’s instance of Evidence.com. The user or group the case was shared to will be notified via email once the share has completed successfully.

  7. After you have finished sharing, click X to return to the Cases Detail page.

Updating a Shared Case

If you add evidence to a case that has already been shared to a partner agency, you can choose to update the case share with that new evidence. The newly added evidence will be added to the partner agency’s copy of the case, and they will receive an email notifying them that new evidence has been added. You can update a shared case when you add new evidence, or at a later date.

Update a Shared Case when Adding Evidence

If you choose not to update the case shares when evidence is added to the case, you may still do so at a later time by accessing the manage shares card from the Case Details page.

  1. After adding evidence to a case, select the Update case share with listed partners check box in the Evidence Added to Case confirmation window.UpdateSharedCase.png
  2. Click Share and Finish.

Update a Shared Case at a Later Date

  1. On the Summary tab of the Case Details Page, click the Manage Shares tile.ManageCaseShare1.png
  2. Click Update for each partner agency case share you want to update.UpdateCaseShares2.png

All evidence that was added to the case since the share was last updated will be copied into the partner agency's copy of the case. Once this copy is completed, the case owner will be notified by email that new evidence has been added to their case.

Send a Download Link

  1. On the Case Details page, click the blue arrow on the Manage Shares card.
  2. On the Case Sharing page, click Send Download Link.

AddOutsideAgencyShare.png 

    1. On the Select Recipient page, enter the name, email address, or badge ID of the user you want to grant case access to. As you enter text, a list of matching users is shown. You may select a user from the suggested results or enter an email address to send the download link to.SelectRecipient.png
    2. Click Next.

On the Choose Options page, select any additional information to include, the file package type, set the number of days the download link will be active, and then click Next.DownloadOptions.png

Table of Contents: When selected, a Microsoft Excel spreadsheet will accompany the download, and contain the following fields: File Name, Evidence ID, Evidence Title, File Type, File Size, Evidence Duration, Date Recorded, Uploader-First Name, Uploader-Last Name, Uploader-Badge ID, Assignee-First Name, Assignee-Last Name, Assignee-Badge ID, and Agency Name.

  1. Review that the information is correct, then click Share.
  2. A link for downloading the file is sent to the user or email you added. The files will only be available until the duration you specified expires.

After you have finished sharing, click X to return to the Cases Detail page.