Record Management

Within Record Management, administrators and supervisors will have access to all users or dept/team members’ Cases, Subjects, Forms, Information Sharing records, TIPS & Leads, and Data Query Logs.  This is beneficial for the administrators and supervisors that do not have user rights within the OWL platform.  Records for their teams and users can be managed within the Administration module.

Steps to Access Record Management Categories:

1. Click Administration.

2. Click Data Administration within the OWL Admin menu.

3. Click Record Management.

4. This will open the Record Management page.

5. Record Management contains all record information and is organized by record type.

   

• Record types are categorized as Cases, Subjects, Forms, Information Sharing, Tips, and Data Query Logs.  There is a separate page for each type and all are accessible within the header of the Record Management table as shown above.

Record Management Actions

Administrators can perform different actions under each record type.  These actions include:

• View Dossier- Complete record details can be found within the View Dossier action item. All associated Templates, OWLdocs, Case Notes, Global/ Custom Attributes, Case Forms, Information Sharing, Tips & Leads, Subject Dossier, Audit Logs, and Monitoring will be displayed for the record you are viewing.

• Launch Data Visualization- Launching the Data Visualization will provide a robust view of the record details.  This is a great tool to utilize to view all related and linked data on one screen and in different views.  This feature also eliminates the process of piecing together disparate information, making viewing and analyzing  data a seamless action.

• Edit Status- If a record’s status needs to be edited, this action can be used for doing so.

• Transfer Record Owner- This action allows administrators to transfer ownership of records across the organization.

• Attach to Record- Based on the organization’s administration configurations, users will have the ability to create records without immediately linking them to other records.  For example, a user can create a subject without linking it to a case.  Administrators will have the ability to attach orphan records utilizing this action.

• Detach from Record- Similar to the process of attaching, administrators can also detach records.

Steps to Accessing Record Actions:

1. Click Administration.

2. Click Data Administration within the OWL Admin menu.

3. Click Record Management.

4. This will open the Record Management page.

5. Click the record type you would like to view.

6. Click the action menu under the Action column to access the available actions for the record you would like to review.  Actions will vary per record type.