Cases

Key Case functions:

• Add Case – Initiate a new case with relevant details
• View/Edit Case – Access and modify existing case information
• Launch Case – Activate and begin case processing
• Download Case Details – Export case data for offline use or reporting
• View Case Dossier – Review the complete case file in a structured format
• Edit Case Status – Update the progress or resolution stage of a case
• Add Subjects to Case – Link individuals or entities to the case
• Add Data Queries to Case – Attach relevant data queries for deeper analysis 

Add Case

1. Hover over Case Management. 

2. Hover over Cases. 

3. Click Add.

4. A new form will open, prompting you to enter the details of the case. 

5. Fill in all the required fields, such as Case Number, Case Name, Department, Case Status, Case Type, and Case Owner.

6. Add information like compliance details, collaborators, necessary attachments, global/custom attributes, and Template before creating the case if required. This information can also be added after creating a case.

Field Descriptions: Add Case Page 

This section outlines the key fields available when creating a new case. Each field plays a specific role in capturing and managing case-related information. 

Case Details

• Case Number

A required field that uniquely identifies each case within the organization. It can be auto-generated based on administrative settings. 

• Case Name 

The display name of the case. Depending on the admin configuration, this field may be mandatory or optional. 

• Date Case Started

 Indicates the official start date of the case.  This defaults to the time the case creation process began.

• Case Owner 

Automatically populated with the name of the user creating the case. Can be modified via dropdown selection.

 • Department

 Displays department options based on the selected case owner. The primary department is selected by default. 

• Case Status 

A mandatory dropdown field that defines the current state of the case (e.g., active, closed). Includes both system-defined and custom statuses. The selected status determines whether case data is editable or view-only. 

• Case Type 

If enabled by the organization, this field appears on the Add Case page and must be selected from a dropdown menu. 

• Notes 

A free-text field for entering any relevant case information or observations.  Multiple Notes may be added to a case.

Collaborator Information 

• User/Collaborator 

Auto-populated with all users based on admin configuration. If user-defined setup is enabled, selections can be made manually. 

• Collaborator Role 

Auto-populated with role titles unless user-defined setup is enabled, allowing manual selection. Attachments & Attributes 

• Browse Files 

Allows uploading of attachments (all file types except .exe) to the case. 

• Add Global/Custom Attributes 

Enables investigators to enrich the case with additional data by selecting predefined global fields or creating custom attributes and values. 

Retention Policy Fields (if enabled) 

• Record Type 

A system-generated field that appears if the Retention Policy is active. Defaults to "Case". 

• Classification 

A dropdown field created in the Administration module. It may be mandatory depending on the configuration. 

• Archive Date 

Automatically generated based on Record Type and Classification. 

• Delete Date 

Automatically generated based on Record Type and Classification. 

Security & Compliance

• Access Rights Level 

Defines the security clearance required to access the case. Clearance levels are hierarchical and configured per agency. Only users with equal or higher clearance can view the case. 

• 28 CFR Part 23 

If activated, this compliance field appears on the Add Case page and may be mandatory. 

• Legal Hold 

A toggle switch that places the case under legal hold. Once enabled, it cannot be disabled. 

• Legal Hold Date 

Automatically populated with the current date when Legal Hold is activated. 

Templates 

• Select Templates from Library 

Located at the top-right corner of the Add Case page. Opens a pop-up window displaying all active templates. Only one template can be selected, and its fields will be added to the case form.

View-Edit Case

OWL's case management functionality offers comprehensive oversight of each case. Cases are housed within the View- Edit case page within the Case Management module. Here you can review case details as well as perform other actions such as View Case Dossier, Launch Data Visualization, and Edit Status.

Steps to Navigate View-Edit Case Page:

1. Hover over Case Management. 

2. Hover over Cases. 

3. Click View- Edit. 

4. This will open the case View-Edit page.

5. By default, you will see all your cases along with your collaborated cases from other users. 

6. There is a filter option in the right corner of the case table, which will allow you to search for a specific case.

7.  When enabled, the Collaborated Records filter displays both your cases and any records shared with you through collaboration. If manually disabled, only your individual cases will be shown.

8. Other filters, such as Case Number, Case Name, Department, and Record Owner, can also be used to quickly locate and access the specific case you are investigating. 

9. Case Name / Case Number 

Enter the case name or number to retrieve all matching records. 

10. Subject Name

 Input the subject’s name to find cases associated with that individual or entity. 

11. Record Owner 

Select a record owner to view all cases assigned to that person. 

12. Case Status 

Choose a status from the dropdown to display cases with the selected status. 

13. Case Type 

Filter cases by selecting a specific case type from the available options. 

14. Department 

Select a department to view cases created under that department. 

15. Created On / Created To 

Define a date range to find cases created within that timeframe. 

16. Last Updated Date 

Use this filter to sort and view cases based on their most recent update date. 

17. Retention Policy 

Displays cases that match the selected retention policy criteria. 

18. Auto-Increment Field 

Filters cases based on a specific auto-generated identifier. 

19. Legal Hold 

Select the legal hold flag to view cases currently under legal hold. 

20. Collaborated Case 

Shows all cases shared with collaborators linked to the selected record owner. 

21. Multi-Field Search 

Users can combine multiple filters to refine and narrow down search results

The User can perform different actions on each case from the view-edit page. 

• View Case Dossier 

• Launch Data Visualization 

• Edit Status 

• Download Report (PDF/Excel/CSV)

Launch Case

You can Launch cases directly from the case dossier. You can choose how you’d like the information to be displayed. Available options include Geospatial View, Data Visualization View (showing the link analysis table), Timeline View, Details View, or Show All Views. Launching cases provides a clear, visual representation of case-related and connected data.

If No Searches are associated with the Case, then the launch Data Visualization Case option will be disabled.

Steps to Launch Case:

1. Hover over Case Management. 

2. Hover over Cases. 

3. Click View- Edit. 

4. Click the action menu under the Action column for the relevant case. 

5. Click View Case Dossier. This will open the View Case page.

6. From the dropdown, you can select/ deselect the appropriate data options for which you would like to launch and view. 

7. Click Launch Case 

8. This will open the Data Visualization page, which will display the data selected from the Open in Case dropdown. The results will reflect data from all searches performed for that case.

Download Case Details

Download detailed case reports in PDF, XLS, or CSV format. This report will consist of all data within the case dossier. This tool is helpful when agencies need a physical copy of case records.

Steps to Download Case Details:

1. Hover over Case Management. 
2. Hover over Cases. 
3. Click View-Edit. 
4. Click the action menu under the Action column for the relevant case. 
5. Click View Case Dossier, which will open the View Case page. 
6. In the top right corner, click the Download icon. 
7. This will open a menu with three options to download the case details. 
8. Select from PDF, Excel, and CSV.

9. The same export/download case report option is available from the view-edit case action menu. This helps to quickly download the case report without launching the case.

10. Export options are available next to individual records, allowing you to download specific information along with the case details. For example, to download a form attached to a case, navigate to the Form section and select the Export checkbox next to it.

11. If you also want to download selected details from data query searches, select the Export checkbox next to those records as shown below.

12. After selecting all the desired items, go to the Report Download option in the View Case Dossier and click Download Report.

13. Choose the preferred report format and click Export. 

14. A popup window will appear displaying all selected items for review before downloading. This window also provides an option to password-protect the document. 

15. Follow the on-screen instructions to set a password or click Export without Password to continue.

16. The Case Report, along with all selected items, will then be downloaded to your system.

View Case Dossier

Complete case details can be found within the View Case Dossier action item within the View- Edit Case page. All associated Templates, OWLdocs, Case Notes, Global/ Custom Attributes, Case Forms, Information Sharing, Tips & Leads, Reports, Tasks, Subject Dossier, Audit Logs, Data query searches, and Monitoring will be displayed.

Steps to View Case Dossier:

• Hover over Case Management.
• Hover over Cases.
• Click View-Edit.
• Click the action menu under the Action column for the relevant case.
• Click View Case Dossier.
• The case details will open within a new tab.

You can also view the case from the Recent Case panel present on the homepage.

Case Dossier Section Descriptions: 

• Case Details: This includes essential information such as the case name, number, status, type, collaborators, associated department, and relevant compliances. The case name, status, and type fields can be edited from the view case dossier.

Case Compliance: Compliance options are accessible on the right side of the case, adjacent to the Case Details section. A case may include various compliance types such as Retention Policy, 28 CFR Part 23, Data Access Rights, and Legal Hold. The case owner can select and modify any defined and enabled compliance settings for the case records directly from the dossier view.

Case Records:

•  All the records that are attached to the case record will be displayed under the “Case Records” container.

  Case Template: 

  • If a linked template is available, it will appear here or can be attached as needed. 

  • To do so, click 'Add Case Template from Library.' Available Inside Case Records(s) container. 

  • A pop-up window will display all available case templates.

• After adding the template, fill in the required fields and click 'Save Template to Case' to finalize. 

• Once saved, the template details can be edited but cannot be deleted.

Case Forms:

• This container displays all forms associated with the case. It provides functionality to attach or detach existing forms, as well as create new ones. Full details of each form can be viewed and updated directly within this container.

• The count of the number of forms attached to the case can be seen on the container header.
• Attach Form
• Expand the Case Form container by clicking the plus icon in its header.
• Click the "Attach Form" button located on the right side of the container header.
• A pop-up will appear displaying all forms that are unlinked from other cases or subjects and belong to the same department as the case.
• Select the desired form and click the “Attach” button. If you wish to preserve the form’s compliance settings instead of applying the case’s compliance, check the “Retain the form compliance and status flag” option before attaching.

• Once the form is successfully attached, a confirmation message will appear on the screen.

   

• Add Form:
• Expand the Case Form container by clicking the plus icon in its header.
• Click the "Add Form" button located on the right side of the container header.
• A pop-up window will appear for adding a new form.
• Select the Form template from the available template list by clicking on the “Select Template from Library”.
• Complete all required and optional fields as needed.
• Click the “Create Form” button to proceed.
• The new form will be created and automatically linked to the case.

• Once the form is successfully attached, a confirmation message will appear on the screen.

  Case Information Sharing: This container displays all Information Sharing associated with the case. It provides functionality to attach or detach existing Information Sharing, as well as create new ones. Full details of each Information Sharing can be viewed and updated directly within this container.

• The count of the number of Information Sharing Forms attached to the case can be seen on the container header.

• Attach Information Sharing:

  ▪ Expand the Case Information Sharing container by clicking the plus icon in its header. 
  ▪ Click the "Attach Information Sharing " button located on the right side of the container header. 
   ▪ A pop-up will appear displaying all Information Sharing that is unlinked to other cases or 
  subjects and belongs to the same department as the case. 
   ▪ Select the desired Information Sharing and click the “Attach” button. If you wish to preserve the 
  Information Sharing’s compliance settings instead of applying the case’s compliance, check the 
  “Retain the Information Sharing compliance and status flag” option before attaching. 
   ▪ Once the Information Sharing is successfully attached, a confirmation message will appear on 
  the screen. 
  

• Add Information Sharing:

  ▪ Expand the Case Information Sharing container by clicking the plus icon in its header. 
  ▪ Click the "Add Information Sharing " button located on the right side of the container header. 
  ▪ A pop-up window will appear for adding a new Information Sharing. 
  ▪ Select the Form template from the available template list by clicking on the “Select Template 
  Information Sharing Library”. 
  ▪ Complete all required and optional fields as needed. 
  ▪ Click the “Create Information Sharing” button to proceed. 
  ▪ The new Information Sharing will be created and automatically linked to the case. 

• Case Tips: This container displays all Tips associated with the case. It provides functionality to attach or detach existing Tips, as well as create new ones. Full details of each Tips can be viewed and updated directly within this container.

• The count of the number of Tips attached to the case can be seen on the container header.

  Attach Tips:

  ▪ Expand the Case Tips container by clicking the plus icon in its header. 
  ▪ Click the "Attach Tips" button located on the right side of the container header. 
  ▪ A pop-up will appear displaying all Tips that are unlinked to other cases or subjects and belong 
  to the same department as the case. 
  ▪ Select the desired Tips and click the “Attach” button. If you wish to preserve the Tips’ 
  compliance settings instead of applying the case’s compliance, check the “Retain the Tips 
  compliance and status flag” option before attaching. 
  ▪ Once the Tips is successfully attached, a confirmation message will appear on the screen. 

• Case global custom attributes:  These are the user-defined fields or metadata that can be applied 
  across all cases in your case management system or platform. They are called global because they 
  are available system-wide, not limited to a specific department, user, or project. 
  The count of the number of attributes attached to the case can be shown on the container header. 

• Add/Update Global Custom attributes: 

  ▪ Expand the Case Global Attribute container. 
  ▪ Click on the “Global Attributes”. 
  ▪ There is a search field that will be shown along with all the global attributes.

• Search for a specific field by searching in the search box, which will narrow down the search and provide more matches related to the text.

• ▪ Enter the attribute value, Data source, and Product Name. Click on Save 
  ▪ The attribute will be added to the Case. 
  ▪ Any further changes to the attribute can be done by “Edit” the attribute from the action menu. 
  ▪ Also, the attribute can be deleted or removed from the case by clicking on the delete option in 
    the respective attribute action menu.

• Case Organization Custom Attributes:  These are the attributes that are defined by the admins or 
  users inside the organization. These are not the default attributes provided by the system. 
•  Add/Update Organization custom attributes: 
  ▪ Expand the “Case Organization Custom Attributes” container. 
  ▪ Click on the “Custom Attributes +” button. 
  ▪ A dropdown field will appear with the custom attributes that are already created. 
  ▪ Select any custom attributes that are already created and available for use or else create a new 
  attribute by clicking on the “Add Custom Fields” link present under the dropdown.

• ▪ Clicking on the “Add Custom Field” will show four text fields. 
  ▪ Provide custom field name and field value and click on the Save button. 
  ▪ Make sure the Custom field name should be unique and should not be matches any existing global 
  attributes or custom attributes. 
  ▪ After Save the Custom field will be added to the organization and can be used inside the case. 

• ▪ The custom attribute value can be edited or deleted from the action menu.

• Case OWLdocs:  All case documents and files can be uploaded to the system and associated with 
  the case from this section. The container header indicates the number of documents attached.

  Steps to upload new documents to Case: 
    ▪ Expand the OWLdocs container. 
    ▪ Click the Browse Files button. 
    ▪ A file selection popup will appear. Choose one or multiple files (up to 10) from your system, then 
      click Open. 
    ▪ The selected files will appear in the OWLdocs container, awaiting additional information before 
      uploading. 
    ▪ Enter all required details as prompted by the system, then click Save. 
    ▪ If no existing file has the same name, the selected files will be successfully uploaded to the system 
      and attached to the case.

• Case OWL Imports Records:  This section shows all the OWL vault processed files that are linked to the case. 
  To see all the imported records from the file simply click on the file name which will open the file information in tabular view just below to the file name. Or else the file can be open in a separate tab from the action menu “view OWL import records” option. 
  

• Case Notes: This is the section where the case notes can be created and can be viewed or edit later. The number of notes added to case notes will be displayed on the container header.

• Add Notes: 
    ▪ Expand the Notes container. 
    ▪ Click on the “Add Notes” button. 
    ▪ A text box will appear on the screen with multiple options to customize the text and add images to the 
      notes.

• ▪ Enter your notes in the note box. 
  ▪ From the note section, you can upload images, create hyperlinks, and add video links. 
  ▪ You can also customize and format the entered text within the note section. 

• ▪ Once all the details are added click on the Save button to save the note. 
  ▪ You can create as many notes as you want. 
  ▪ The notes data can also be editable and can be deleted from the case. - 
   

  Case Reports: The investigation reports or any case related reports can be attached to the case 
  from this container. 
   

  Add Report to Case: 
    ▪ Expand the Case Reports section. 
    ▪ Click on the “Add Report” button. 

•  ▪ This will open a Add report window.

• ▪ Provide Report Name, Report Owner, Department and Status. 
  ▪ Add compliances if required. 
  ▪ Add Report notes and click on the “Create Report” button. 
  ▪ Now the report will be created and will be shown inside the report container. 

• ▪ The report can be viewed in a separate Tab by clicking on the “View Report Dossier” option in the 
  action menu. 
  ▪ The report status can be edited directly by using the “Edit Status” option. 
  ▪ The report can be detached from the case if not required using the “Detach record” option. 
  ▪ The complete report can be downloaded using the “Download Report” option.

• Attach Report:  To attach a report to a case, follow these steps: 
   

    ▪ Click on the Attach Report button. This action will initiate the process for linking an existing report to 
      the selected case. 
    ▪ A popup window will appear on the screen. This window will display all orphan reports from the same 
      department, allowing you to browse through the available options.

    ▪ From the list shown, select the report you wish to attach to the case. Ensure that you choose the most 
      relevant report for the ongoing case work. 
    ▪ After selecting the desired report, click on the Attach button to confirm your selection. 
    ▪ Once attached, the chosen report will be successfully linked to the case and will be displayed within 
      the report container for easy access and reference. 

•  Case Deconfliction:  The Case Deconfliction container lists all deconfliction matches found by 
  comparing the query data with existing record metadata or attributes present or created by other 
  users within the organization. The container header will show the count of the number of 
  deconfliction matches found. 

  Steps:

         ▪ Expand the Deconfliction container. 
         ▪ If results are found, they will be displayed in the table as shown below. 

• Source and Target Record Details

   
  Source Record: The source record refers to the specific search conducted within the case. This represents the 
  original dataset or query that forms the basis for identifying potential matches during the deconfliction 
  process. 
  Target Record: The target record is the entry that has been identified as a match to the source record through the search. It is the record within the system that corresponds to, or shares attributes, the source record, thereby indicating a possible connection or overlap. 

  
  Details such as the owner of the target record, their department, email address, and contact number are 
  provided. Having access to this information enables direct communication with the responsible person. This 
  facilitates obtaining further details about the case they are managing, thereby supporting deeper investigation and expediting the overall process.

  - Case Data Query Logs: This container shows all the data query searches that are performed under this case.

•           - Case Audit Logs:  The Case Audit Logs container provides a comprehensive record of all user 
               actions performed within the case. These actions include the creation, updating, and deletion of 
               case records, as well as launching or viewing case details. Additionally, the logs capture activities 
               such as performing new searches and uploading or attaching new records to the case. 
   

  By maintaining a detailed log of each activity, the system enables effective tracking of contributions and 
  changes made by individuals working on the case. This ensures transparency and accountability 
  throughout the case management process.

•                   - Case Monitoring: This shows all the rerun Tasks for the defined searches scheduled to be ran                            under specific date and time defined by the users under the Case.

•      ▪ The Criteria show the search that is set for the monitoring. 
       ▪ Repeat and Time defines the number of times and when it should be executed. 
       ▪ Start and End date define the scheduler life cycle. On the end date the scheduler will be expired and 
         inactive. 
       ▪ The Status flag shows green when the Task is active. Yellow means paused by the user manually which 
         can be done from the action menu. Red flag means the Task is expired or deleted. 
       ▪ Every time the monitoring task executed the latest search details will get updated only when there are 
         any differences found between the new and the old search data. These differences can be accessible 
         from the monitoring Task as well. 
   

  Case Dataset Queries: 
  The Dataset Queries section within the Case Dossier is a dedicated container that compiles detailed 
  information about all searches performed under the case. It displays retrieved data from various sources in a structured, tabular format, allowing users to easily review and analyze the information for investigation 
  purposes. 
  

  For example, the above screenshots show all the OWL products selected for the search and all data are part of the Vendor OWL. 
   

  OWL Cases, OWL Information Sharing, OWL Tips, OWL Forms, OWL docs, OWL vault are the data sources 
  selected during the search. Each data source showing the count next to the label name which defines the 
  number of records or identities found matched to the search criteria – 5123334444. 
   

  Each data sources can further expanded to show all the Identities. For example, expanding the OWL cases 
  data source shows the records found under it.

• Expanding further the OWL cases identities will show the details of the case data that was matched during the search.

• Similarly for other data sources it will show the number of identities found and the matched record details. Each data source shows the records based on their record type.

                  - Case Tasks: Tasks are the work assignments provided to individuals working under the case-by                          case owner or supervisors or administrators. The tasks that are attached to the Case will be shown                    under that specific Case Tasks container. The count of number of Tasks attached to the Case can                      be shown on the container header.

• Add Task: 
  ▪ Expand the Task container header. 
  ▪ Click on the “Add Task” button. 
  ▪ This will open a Add Task window. 
  ▪ Provide all the Task mandatory details like “Task Name”, “Owner”, “Department”, “Assign To”, 
  “Task Status”, “Due Date”. 
  ▪ Once all the Task details are filled provide the Task notes and Steps. 
  ▪ Provide any Task reminder for the notification to assign to users. 
  ▪ Click on  Add Task button to create Task. 
  ▪ Now, the Task will be created and attached to the Case. This will show under the Task container. 

• ▪ The task now can be accessed from the dossier view and can be viewed from the action menu “View 
  Task” option. 
  ▪ It can be detached from the case using the “Detach Record” option. 

• Attach Task: 
  ▪ Click on the “Attach Task” button. 
  ▪ This will show the popup with all the unlinked Tasks belongs to the case department. 
  ▪ You can choose any Task and click on the attach button to attach the task successfully to the Case.

•                    - Subjects Attached to Case:  The Subjects attached to a Case are displayed within the subject’s 
                        container. This section presents a comprehensive view of each subject's details, along with all 
                        records that are linked to that subject. The subject’s container is designed to function similarly                         to the Case container, providing an organized and intuitive interface. Each subject's related                               records are displayed in separate containers, which are categorized based on their respective                           record types, just as is done in the Case container. This structured approach enables users to                           easily access and review all associated records for each subject within a case.

  The number of subjects attached count will be shown on the container header as shown on the screenshot below.

• Add Subject: 

  
  ▪ Expand the Subject container header. 
  ▪ Click on the “Add Subject” button. 
  ▪ This will open the window to add subject. 
  ▪ Enter the Subject Name, Status and all other mandatory fields. 
  ▪ Provide the subject information that are needed as per the requirements. 
  ▪ Provide compliance details if required. 
  ▪ Select any template if required. 
  ▪ Once all the details are entered click on the “Create Subject” button. 
  ▪ Now, the subject will be created and automatically attached to the Case.

• ▪ Expand the subject container will show the subject details as shown in the screenshot below.

• ▪ Each subject container includes a dedicated records container, which displays all records associated 
  with that particular subject.  
  ▪ The structure of these subject records mirrors the format used for case records, ensuring consistency 
  and familiarity in navigation.  
  ▪ This design allows users to conveniently review each subject and their attached records, facilitating 
  detailed examination and streamlined access for investigative purposes.

Edit Case Status

If a case’s status needs to be edited, the View-Edit Case page makes this a simple action to perform.

Steps to Edit Case Status:

1. Hover over Case Management.
2. Hover over Cases.
3. Click View-Edit.
4. Click the action menu under the Action column for the relevant case.
5. Click Edit Status.
6. This will provide an edit option for the case status field only.
7. Select the new status from the list of those available
8. Click the green check mark to save your changes.

Add Subjects to Case

OWL streamlines the process of associating subjects with specific cases, enabling investigators to link individuals or groups to ongoing investigations seamlessly. Users can easily select one or more subjects from the database and assign them to a case, establishing clear connections between subjects and the corresponding investigative activities. The platform provides visual representations, such as link charts or relationship diagrams, to illustrate the connections between subjects, cases, and other entities involved in the investigation. All subjects linked to a case will be visible within the Case Dossier.

• This action is also available under Subjects and will redirect you to the Add Subject to Case page.

   Steps to Add Subjects to Case:

1. Hover over Case Management.
2. Hover over Cases.
3. Click Add Subject to Case.
4. This will open the Add Subject to Case page.
5. A list of subjects will be displayed. From the list, you have the option to perform a subject search or simply scroll through the list. To search for a subject record, enter the subject name within the Subject Name field and click Search. The list will then reflect matching results.
6. Select the subject/s you would like to add to the case by clicking the checkbox next to those appropriate. Multiple subjects can be added to a case. This can be done individually or in bulk. 
7. If multiple subjects have been selected, click Add to Case in the top right corner of this list. 8. If only adding one sub
8. If only adding one subject record to the case, click the action menu under the Action menu and click Add to Case.

Add Data Queries to Case