Update and Manage 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 

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. This will open the case View-Edit page.

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

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

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.

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. 

When filters are applied to any fields, the selected filter values remain persistent even after the user logs out, logs back in, or refreshes the page.

For example, if a user selects the "Open" status filter, it remains applied when the page is refreshed and continues to be applied when the user logs back into the application.

4. The Case Number is displayed as a hyperlink. Clicking on the Case Number redirects the user to the corresponding Case Dossier page, where detailed case information can be viewed and managed.

Additionally, Column Sorting allows users to sort based on the column in the View-Edit Case page.

• Case Name / Case Number: Enter the case name or number to retrieve all matching records. 
• Subject Name: Input the subject’s name to find cases associated with that individual or entity. 
• Record Owner: Select a record owner to view all cases assigned to that person. 
• Case Status: Choose a status from the dropdown to display cases with the selected status. 
• Case Type: Filter cases by selecting a specific case type from the available options. 
• Department: Select a department to view cases created under that department. 
• Created On / Created To: Define a date range to find cases created within that timeframe. 
• Last Updated Date: Use this filter to sort and view cases based on their most recent update date. 
• Retention Policy: Displays cases that match the selected retention policy criteria. 
• Auto-Increment Field: Filters cases based on a specific auto-generated identifier. 
• Legal Hold: Select the legal hold flag to view cases currently under legal hold. 
• Collaborated Case: Shows all cases shared with collaborators linked to the selected record owner. 
• 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 
• Add Notes
• Upload Document

• Add Task
• Add Form
• Export (PDF/Excel)
• Transfer Record Owner

Data Visualization

You can Launch Data Visualization view directly from the case dossier. You can choose how you’d like the information to be displayed. Available options include Geospatial View, Link Analysis, Timeline View, and Tabular View. 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 Data Visualization:

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 Launch Data Visualization dropdown, you can select the appropriate data options for which you would like to launch and view. 
7. This will open the Data Visualization page, which will display the data selected from the Launch Data Visualization. The results will reflect data from all searches performed for that case.
8. You can Launch Data visualization from the view-edit case action menu. This helps to quickly open the  Data visualization view without opening Case. 

Download Case Details

Users can export detailed Case reports in PDF and XLS format. This report will consist of all data within the Case Dossier. This tool is helpful when agencies need a physical or shareable 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. This will open a menu with three options to download the case details. 
7. Select from PDF and Excel.

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.

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.

8. If you want to include records from Case-Level Connector Searches (Data Queries) in the export, select the Export checkbox next to the required data source.

• Checked (Export enabled): Records from the selected data source will be included in the export.
• Unchecked (Export disabled): Records from the selected data source will be excluded from the export.

This allows you to control which data sources are included in the exported file.

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

10. Choose the preferred report format and click Export. 

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

11. Optionally follow the on-screen instructions to set a password, or click Export without selecting to set a password to continue. 

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

Search/Add Data (Unified Search) Within an Existing Case

The Search / Add Data feature enables users to perform additional searches directly from an existing case in the OWL Intelligence Platform, eliminating the need to return to the Data Query screen. This allows investigators to expand ongoing investigations and consolidate related search results within the same case.

Search results are processed in the background, allowing users to continue working across the application. Once processing is complete, users can refresh the case dossier page to view the updated results. The results are also available under Case Level Searches in tabular format and can be explored using the available data visualization views.

Steps to Use Search / Add Data

1. Click Search / Add Data at the top of the case details page. The Unified Search pop-up appears.
2. Choose a Search Method: Select one of the following options based on your requirements:
   • Manual Entry: Enter search criteria, such as a name, phone number, username, email address, or physical address.
   • Search Variables (+): Add individual search attributes and their corresponding values. Manual Entry and Search Variables cannot be used simultaneously.
   • Geospatial Search (Location Icon): Access location-based search functionality.
   • Data Source Search (Database Icon): Select a specific product to perform a product-specific search. Users can select multiple products, including OWL products, to perform searches across multiple data sources.

3. For Unified Search, submit the search criteria, review the recommended and available products, select the compatible products, and click Search.

   

4. Once the search is complete, refresh the case dossier page using the Refresh option in the top header to view the updated results.
5. Navigate to Case Level Connector Searches to review the results in tabular format or use the available data visualization options to explore them in different views.

Note: Search / Add Data allows investigators to expand an existing case, search across multiple data sources, and review additional results without leaving the current investigation to return to the Data Query screen.

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, Case Forms, Tips & Leads, Reports, Tasks, Imports, Deconfliction, Subject Dossier, Audit Logs, Case Level Connector Searches, Collaboration, and Monitoring will be displayed.

Steps to View Case Dossier:

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. The case details will open within a new tab.

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

Access Case Dossier from Search Results

Users can access the Case Dossier directly from the search results screen in Link Analysis, Tabular, and Geospatial views. By clicking View Dossier, users can navigate back to the case dossier associated with the search.

This provides quick and seamless navigation between search results and the corresponding case dossier, allowing investigators to review case details without manually navigating back through the application.
Link Analysis View

Tabular View

Geospatial View

Case Dossier Section Descriptions 

Case Overview

The Overview section provides a high-level summary of the case and its current status. It displays key Case information, including the Case Name, Case Number, Status, Owner, Department, Access Rights, Case Start Date, Created Date, Last Activity Date, and Collaborator Count. It also includes summary metrics for associated Subjects, Records, Tasks, Flags, Documents, and Searches.

Compliance indicators are displayed at the top of the Case Dossier, providing a quick view of the compliance controls currently applied to the Case. Depending on the organization's configuration, these may include Retention Policies, 28 CFR Part 23, Legal Hold, Data Access Rights, Juvenile Records, Restricted Access, and other compliance-related settings.

Users can edit Case information directly from the Case Overview by clicking the Edit icon.
Only Case Name, Case Status, Case Type, Priority can be updated from Case Overview.
It also Displays the custom fields that is displayed from the template builder

Custom Display Fields

The Custom Display Fields section displays important information from Case templates that has been configured in the Template Builder using the Consider for Custom Display Fields option by an administrator.

When a template containing these configured fields is attached to a case and the fields are populated, their values are automatically displayed in the Case Overview. This provides investigators with immediate visibility into key information.

Only fields that have been explicitly marked as Consider for Custom Display Fields in the Template Builder by an administrator are displayed in this section.

This feature helps users:

• View important case information at a glance.
• Quickly identify key investigative details without scrolling to view case details.
• Improve efficiency by keeping frequently referenced information readily accessible.

Note: The values displayed in the Custom Display Fields section are pulled directly from the attached Case templates. If a field is updated in the template, the corresponding value is automatically reflected in the Case Overview. Only fields configured as Consider for Custom Display Fields by Admin are shown.

Refresh Case Dossier

Users can click the Refresh button on the Case Dossier Overview page to reload the complete page and display the latest case information without manually refreshing the browser.

Search/Add Data (Unified Search) Within an Existing Case

The Search / Add Data feature enables users to perform additional searches directly from an existing case in the OWL Intelligence Platform, eliminating the need to return to the Data Query screen. This allows investigators to expand ongoing investigations and consolidate related search results within the same case.

Search results are processed in the background, allowing users to continue working across the application. Once processing is complete, users can refresh the case dossier page to view the updated results. The results are also available under Case Level Searches in tabular format and can be explored using the available data visualization views.

Steps to Use Search / Add Data

1. Click Search / Add Data at the top of the case details page. The Unified Search pop-up appears.
2. Choose a Search Method: Select one of the following options based on your requirements:
   • Manual Entry: Enter search criteria, such as a name, phone number, username, email address, or physical address.
   • Search Variables (+): Add individual search attributes and their corresponding values. Manual Entry and Search Variables cannot be used simultaneously.
   • Geospatial Search (Location Icon): Access location-based search functionality.
   • Data Source Search (Database Icon): Select a specific product to perform a product-specific search. Users can select multiple products, including OWL products, to perform searches across multiple data sources.

3. For Unified Search, submit the search criteria, review the recommended and available products, select the compatible products, and click Search.

   

4. Once the search is complete, refresh the case dossier page using the Refresh option in the top header to view the updated results.
5. Navigate to Case Level Searches to review the results in tabular format or use the available data visualization options to explore them in different views.

Note: Search / Add Data allows investigators to expand an existing case, search across multiple data sources, and review additional results without leaving the current investigation to return to the Data Query screen.

Recent Activity - 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 Data Queries 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 Details

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

Add a Case Template:

1. Click Add Case Template from Library. Available Inside Case Records(s) container. A pop-up window will display all available case templates.
   
   
2. 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-Level Records

Associated Cases

The Associated Cases feature allows users to link related cases in OWL. This helps users identify and navigate between cases that are related to the same investigation, subjects, organizations, events, or other relevant information.

A case can be associated with multiple cases, and associations are bidirectional. When two cases are associated, each case displays the other in its Associated Cases section.

Users can search for cases using the Case Number or Case Name, select multiple cases, and remove existing associations when they are no longer relevant.

The Associated Cases section in the Case Dossier displays the cases directly associated with the current case along with basic information such as Case Number and Case Name. Access to the associated case's details is based on the user's permissions.

Access to Associated Cases

The cases available for association depend on the user's access permissions:

• Full Users: Can access cases they are authorized to view, including cases shared or collaborated with them.
• Team/Supervisor: Can access cases within their team or department that they are authorized to view, as well as cases shared or collaborated with them.
• Admin/Super Admin: Can access all cases within the organization.

To associate cases:

1. In the Case Dossier, click Associated Cases.
2. In the Associate Cases pop-up, search for a case by Case Number or Case Name.
3. Select one or more cases to associate with the current case.
4. Click Associate Selected.
5. The selected cases are displayed in the Associated Cases section.

Association Behavior

Case associations are bidirectional. For example, if Case001 is associated with Case002 and Case003, the relationships are recorded as:

• Case001 → Case002, Case003
• Case002 → Case001
• Case003 → Case001

However, associations are not transitive. An association between Case001 and Case002 does not automatically associate Case002 with Case003.

Important

Only directly associated cases are displayed in the Associated Cases section. Cases that are indirectly related through another case are not automatically displayed.

Notes

Multiple Notes may be added to a case and edited as needed.

Add Notes:

1. Click on the Add To Case button at the Header or directly click on Add Notes from the Notes section. 
   
2. Select Note. A pop-up will open to add a Add Note
   
3. Enter the required fields such as:

• Note Title
• Note Type – Select the appropriate Note Type from the available list. 
• Sensitivity – Select a sensitivity classification created by the Administrator or Super Administrator. 
• Note Sub Type – Select a Sub Note Type if configured for the selected Note Type.

If the selected Note Type is associated with a Note Template, the template structure and fields will automatically be displayed, allowing users to enter information in a predefined format

If the selected Note Type is not associated with a template, users can manually enter the note details and description in the provided text area.

• After entering all required details, click the Save button to create the Note successfully.
  

  When a note is created using a template, the template content is displayed in the expanded view of the note. If the content exceeds the available display area, it is presented within a scrollable section to ensure all template data can be viewed.
  

  From the Case Dossier page, users can manage existing notes. 

  • Click the Action button next to the desired note and choose Edit to modify the note details or Delete to remove the note.

    

Case Tasks

Tasks are the work assignments provided to individuals by the Case Owner or by 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: 

1. Click on the Add To Case button from the header or directly click on the Add Task button from Tasks section. 
2. Click on the Task button. This will open a Add Task window. 
3. Provide all the Task mandatory details like Task Name, Owner, Department, Assign To, Task Status, Due Date. 
4. Once all the Task details are filled provide the Task notes and Steps. 
5. Provide any Task reminder for the notification to assign to users. 
6. 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: 

1. Click on the Attach Task button. This will show the popup with all the unlinked Tasks belongs to you. 
2. You can choose any Task and click on the Attach button to attach the task successfully to the Case.

Case OWLdocs

The Case OWLDocs section provides a centralized location to upload, manage, and access all documents associated with a case.
Documents uploaded directly to the case are organized within the corresponding Case Folder for easy access and management.
When a Subject with associated documents is attached to the case, those documents appear in a Subject subfolder within the Case Folder.
Users can also create Custom Folders within the case to organize documents based on their requirements.
This folder-based structure helps users easily distinguish and locate case, subject, and other related documents.

Steps to upload new documents to Case: 

Document can be uploaded in 2 ways; from the header, or from the OWLdocs section.

From the Header:

1. Click on the Add To Case button.
2. Click on the Upload Doc button. This will open Upload File(s) window.

3. Click the Browse Files button. A file selection popup will appear. 
4. 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. 
5. 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.

From OWLdocs section:

1. Click the Upload Doc button. A file selection popup will appear. 
2. 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. 
3. 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.

Access Case Documents

Documents uploaded directly to a case are organized within the corresponding Case Folder. Case documents can be accessed from:

• OWLDocs > Case Folders under System Folders
• The OWLDocs section within the Case Dossier

This folder-based organization makes it easier to locate and manage documents associated with the case.

Search Files

The Search Files option allows files associated with a case to be searched from the Case Dossier. It includes documents uploaded directly to the Case Folder as well as documents associated with Subjects attached to the case.

This makes it easier to quickly locate and access relevant case and subject documents from a centralized search.

Subject Documents

Subject Detachment

When a Subject is detached from the case, the corresponding Subject Folder is also detached from the OWLDocs section of the Case Dossier. The folder will no longer be displayed as part of the case's OWLDocs structure, as the Subject is no longer associated with the case.

Custom Folders

Custom Folders can be created within the Case Dossier to organize and manage case-related documents based on specific requirements.

Documents uploaded to a Custom Folder are associated with the case and remain organized within the selected folder.

Create a Custom Folder

A Custom Folder can be created in two ways:

1. From the OWLDocs Section
   • In the OWLDocs section, click Create Folder.
   • Enter the folder details and create the folder.
     
2. From the Case Dossier Left-Side Panel
   • Under OWLDocs in the Case Dossier left-side panel, click the Create Folder icon.
   • Enter the folder details and create the folder.

Once created, the Custom Folder appears under OWLDocs in the Case Dossier left-side panel and can be used to organize case-related documents.

Edit and Delete Custom Folders

Custom Folders in the Case Dossier can be edited or deleted based on the documents associated with them.

Edit a Custom Folder

The name and details of an existing Custom Folder can be updated as required. Editing a folder does not affect the documents associated with the folder.

Delete a Custom Folder

A Custom Folder can be deleted only when no documents are associated with it.

When a document is deleted from a Custom Folder, it is moved to the Trash Bin. The Custom Folder is retained to preserve the document's original location and allow the document to be restored to the same folder if required.

The Custom Folder can be deleted only after:

• All documents associated with the folder have been removed.
• Any deleted documents associated with the folder have been permanently deleted from the Trash Bin.
• No other documents remain associated with the folder.

Action Menu

Within the case dossier's OWLDocs folder structure, users can access various document management actions directly from the Action menu. These actions allow users to edit records, process documents, manage files, and perform other operations without leaving the case dossier.

The following options are available in the Action menu:

• Edit Record: Edit the document record details, including Data Source, File Compliance, Record Status, and Keywords.
• Edit Status: Update the status of the document as required.
• OWLxtract: Extract information from an uploaded document within the case.
• OWLtranslate: Translate the uploaded document into a supported language.
• OWLidentify: Add the document to a collection or search for it within a collection.
• Preview: View a preview of the uploaded document without downloading it.
• Download: Download the uploaded file to your device.
• Legal Hold: Apply a legal hold to the uploaded file to preserve it in accordance with applicable legal requirements.
• Transfer File: Move the file from its current folder to another folder.
• Delete: Delete the document and move it to the Trash bin.

View Multiple Document Statuses

When a document is uploaded to a case in OWLDocs, multiple OWLActions, such as OWLxtract, OWLtranslate, OWLidentify, and OWLimport can be performed on the document. These actions may also be initiated by different users.

For example, an uploaded .png file can undergo both OWLxtract and OWLidentify processing. To help investigators track these activities, users can click on the Document Status to view the OWLActions performed on the document.

This provides visibility into the document's processing history, making it easier for investigators to monitor multiple actions, track their statuses, and understand which operations have been performed on a document, even when different users initiate them.

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

1. 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.
2. Select the desired Form.
3. 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.
4. Click the Attach button. 

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

Add Form

1. Click the Add To Case button located on the header or directly Add Form from Forms section.
2. Click on Form. A pop-up window will appear for adding a new form.
   
3. Select the Form template from the available template list by clicking on the Select Template from Library.
4. Complete all required and optional fields as needed.
5. 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

AI Narratives

The Case Narrative Management feature enables investigators to generate, manage, review, and download AI-assisted Case Narratives directly from the Case Dossier. The system uses configurable Prompt Templates and Narrative Templates to create structured summaries of case information, helping investigators quickly understand case status, activities, key individuals, and recommended actions.

Users are notified via email when narrative generation begins and when the process is completed.

View All

At any given time, users can only view the most recently generated AI narrative. To see all narratives created for a selected case, click the “View All” button in the AI Narratives section of the Case Dossier. This option allows users to access all narrative generation requests as well as completed narratives associated with that Case.

Generate Case Narrative

Steps

1. Open the case dossier page.
2. Navigate to AI Narratives.
3. Click Generate Case Narrative. A dialog box is displayed. 
4. Choose a Prompt Template that defines the instruction sent to the AI — essentially telling the LLM what to summarize and how to analyze the case data. It controls the analytical framing of the narrative. Available templates may include:

• Default
• Standard Executive Summary
• Investigation Progress Report
• Case Closure Summary
• Supervisor Briefing

5. Choose a Narrative Template its defines the writing style, tone, and structure of the AI output — it shapes how the narrative reads, not what it covers.. Available templates may include:

• Default
• Formal Analytical Report
• Investigator Handover
• Court-Ready Summary
• Plain Language Briefing

         6. Select which optional record types to include in the Narrative, if desired, such as:

• Subjects
• Tasks
• OWL Reports
• Tips
• Forms & Documents
• Recent Activity
• Collaboration
• Audit Trail

        7. Click Generate.

Export Narrative

The Export functionality allows users to download generated Case Narratives for reporting, auditing, documentation, and Case review purposes. Exported Narratives contain the generated narrative content along with key Case information, Status, and Narrative details.

Case Reports

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

Add Report to Case 

1.  Click on the Add Report button. This will open a Add report window.

2. Provide Report Name, Report Owner, Department and Status. 
3. Add compliances, if required. 
4. Add Report notes, if desired.
5. 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 can be detached from the Case using the Detach record option. 

The report status can be clicking on the Edit Status option.

Attach Report

To attach an existing Report to a Case, follow these steps: 

1.  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.
2. 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. 
3. 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 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. This will open the file information in tabular view just below to the file name. 

The file can be opened in a separate tab from the action menu “View OWL Import Records” option. 

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

1. 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. 

2. Select the desired Tips and click the Attach button. If you wish to preserve the Tip's compliance settings instead of applying the Case’s compliance, check the Retain the Tips Compliance and Status option before attaching. 

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

Case Deconfliction

The Deconfliction section helps users identify overlapping investigations, related records, and potential conflicts across departments, improving collaboration and reducing duplicate investigative efforts. It displays all potential conflicts or matches identified through the automated deconfliction process. These matches are generated by comparing case records and associated data against existing records, searches, and activities across the organization. 

The container header displays the total number of deconfliction matches found for the case.

Viewing Deconfliction Results

Expand the Deconfliction section.

If matches are found, they will be displayed in a table containing details about each deconfliction result.

Deconfliction Fields

• Record – The source record that generated the deconfliction match. This may be a case, OWLDoc, report, form, tip, or other supported record type associated with the case.
• Ownership Role – Indicates the user's relationship to the matched record:
  • Owner – The record belongs to the current user.
  • Collaborator – The record belongs to another user with whom the current user has collaboration access.
• Conflict Direction – Indicates how the deconfliction match was identified:
  • Found By You – The current user's record matched an existing record.
  • Found Against You – Another user's record matched against the current user's record.
• Other Party – Displays the entity responsible for identifying the match. For Auto Deconfliction results, this value is displayed as System Auto Match.
• Other Department – Displays the department associated with the matched record. If records from multiple departments are involved, the value is displayed as Multiple Departments; otherwise, the specific department name is shown.
• Timestamp – The date and time when the deconfliction match was identified.

Case Level Connector Searches

The Case Level Connector 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. When an OWL product is selected to query (such as OWL Cases, OWL Tips, OWL Forms, OWL docs, and OWL vault), they are listed under the Datasource/Vendor of "OWL."

The count next to the label name of each data source defines the number of records or identities found matched to the search criteria (in the above example, "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.

Case Monitoring

This shows all the recurring re-run query tasks for the defined searches, according to the specific date and time schedule(s) defined by the users working the Case.

• The Repeat column defines the frequency of the re-run schedule. 
• Start and End Dates 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 is executed, the latest search details will get updated only if there are any differences found between the new and the previous search data. 

Case Collaboration

The Collaboration section displays all users, roles, departments, and external entities that have been granted access to collaborate on the case. It provides a centralized view of case-sharing and collaboration permissions.

The section includes:

• Collaborated Department Users – Users from the same department who have access to the case.
• Collaborated Department Roles – Department-level roles with access to the case.
• Collaborated Cross Departments – Other departments that have been granted access.
• Collaborated Cross Department Roles – Roles from other departments with case access.
• Collaborated Cross-Department Users – Individual users from other departments who have been added as collaborators.
• External Collaborated Users – External users or organizations authorized to collaborate on the case.

If no collaborators have been assigned in a category, the section displays "No Collaborators." This section provides a quick reference to all collaboration permissions associated with the case.

Case Query Logs

This container shows all the data query searches that are performed under this case.

Case Compliance

Case compliance settings are displayed at the top of the Case Dossier and indicate which compliance controls are currently applied to the case. Depending on the organization's configuration, these may include Retention Policies, 28 CFR Part 23, Legal Hold, Data Access Rights, Juvenile Records, Restricted Access, and other compliance-related settings.

Subjects Attached to Case

The Subjects attached to a Case are displayed within the Subjects container. This section presents a comprehensive view of each Subject's details, along with all records that are linked to that Subject. The Subjects container is designed to function similarly to the Case container, providing an organized and intuitive interface.

Each attached 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 will be shown on the container header, as shown on the screenshot below.

Add Subject 

1. Click on the Add Subject button. This will open the window to add subject.
   
2. Enter the Subject Name, Status, and all other mandatory fields. 
3. Provide compliance details, if required. 
4. Add a Subject Template from Library, if desired.
5. Click on the Create Subject button. Now, the subject will be created and automatically attached to the Case.

Expanding the Subject container in the navigation pane 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, mirroring the format used for Case records.

Attach Subject

1. Click on the Attach To Subject button. A pop-up will appear displaying all Subjects that are unlinked to other cases and belong to the same department as the case.

2. Select the desired Subjects and click the “Attach” button. If you wish to preserve the Subject 
   compliance settings instead of applying the case’s compliance, check the “Retain the Subjects
   compliance and status option before attaching. 

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

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. This will provide an edit option for the case status field only.
6. Select the new status from the list of those available
7. 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. This will open the Add Subject to Case page.
4. 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.
5. 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. 
6. If multiple subjects have been selected, click Add to Case in the top right corner of this list. 
7. 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