Working with Case Search Results

On the case search pages — All Cases, My Cases, or Shared Cases — you can take the actions described in these sections. To use any of these actions, click the Secondary Actions menu button […] and select an action from the drop-down list.

Export Case Search Results

You can export the results of a case search in PDF, Microsoft Excel, text, or CSV format.

Note: When case search results are exported in Microsoft Excel or CSV format, the case owner’s First Name and Last Name are in separate columns and a Badge ID column is included.

If the search results contain more than 500 cases, Evidence.com exports the search results in 500-case segments and asks you to confirm the download of the next segment.

To export case search results:

1. Search for the cases that you want to export and click Export Results.
2. In the Select Type list, select the file format you want to use and click Export.
   

   The case search results download in the format that you specified.

   If the case search results contain more than 500 cases, only the first 500 cases are included in the downloaded file, and Evidence.com displays a dialog box for downloading the next 500 cases in the search results.

3. If you want to export case search results for additional cases, click OK each time the confirmation dialog box appears.

The case search results download in a separate file for each 500-case segment of the search results.

Case Search Results Bulk Actions

Reassign — You can change the owner of a case by reassigning it.

1. Search for the cases that you want to reassign.
2. For each case that you want to reassign, select the check box to the left of the case.
3. Above the search results, click Reassign.
   A dialog box appears.
4. In the Reassign cases field, start typing the name of the user you want to reassign the case to, wait for Evidence.com to show the list of matching users, then click the name of the user you are looking for.
5. Select the user you want, then click Reassign.
6. In the confirmation dialog box, click OK.

The search results will update to show that the user you selected is now the case owner.

Grant Access — When you need to share a case with users or groups who are in your agency, you can grant access to the case from the results of a case search.

1. Search for the cases that you want to share.
2. For each case that you want to share, select the check box to the left of the case.
3. Above the search results, click Grant Access.
   A dialog box appears.
4. In the User or Group field, start typing the name of the user or group you want to share the case with and wait for Evidence.com to show the list of matching users or groups.
5. Select the user or group you are looking for, then click Share.
   

   Note: The user or group selected will be granted role based access by default until they are manually removed from the Case Access Control List. To grant the user or group View Only access to the case and related evidence, click the drop-down menu under Access level and select the desired setting. To adjust how long the user or group will have access to the case and related evidence, click the drop-down menu under Duration and select the desired duration.

6. In the confirmation dialog box, click OK.

Update Retention – If you have If you have Edit Case Retention permission, you can set the Retention for the case.

1. Search for the cases whose status you want to update.
2. For each case you want to change the retention of, select the check box to the left of the case.
3. Above the search results, click … (more actions) and select Update Retention.
   Select the retention option for the cases. The four supported retention policies are: 
   • Until Manually Deleted: This option retains all evidence in cases until manually deleted.
   • Longest Retention Period: The scheduled deletion date for the case is calculated by finding the longest duration category applied to evidence in the case and adding it to the most recent Recorded On date for any evidence in the case.
   • Specified Date: Specify a date that sets how long the evidence in the case is retained.
   • Individual Evidence Retention: The case does not impact retention and each piece of evidence in the case is retained based on its own assigned categories and Recorded On date.

     Note: Evidence in multiple cases will use the longest retention policy for the cases.

4. Click Update.

Update Status — You can change the status assigned to one or more cases in search results.

1. Search for the cases whose status you want to update.
2. For each case you want to change the status of, select the check box to the left of the case. Above the search results, click Update Status.
   A dialog box appears.
3. Select the status you want from the drop-down list, then click Update.

The search results show the new status you assigned to the cases.

Delete — You can delete cases that are listed in case search results. Cases with a Deleted status can still be viewed.

Note: When you delete a case, Evidence.com removes all evidence from the case and begins enforcing the retention policy determined by the categories assigned to the evidence. This may result in evidence being immediately queued for deletion.

1. Search for the cases that you want to delete.
2. For each case that you want to delete, select the check box to the left of the case.
3. Above the search results, click Delete.
   A confirmation dialog box appears.
4. Click DELETE A notification message box appears.
5. On the notification message box, click CLOSE.

If you want to confirm that the case status is Deleted, click Search, locate the case in the search results, and view the case status.