Subjects

Complete subject details can be found within the View Subject Dossier action item within the View- Edit Subject page.  All associated Templates, OWL docs, Subject Notes, Global/ Custom Attributes, Subject Forms, Information Sharing, Tips & Leads, Reports, Audit Logs, and Monitoring will be displayed.

Steps to View Subject Dossier:

1. Hover over Case Management.
2. Hover over Subjects.
3. Click View-Edit.
4. Click the action menu under the Action column for the relevant Subject.
5. Click View Subject Dossier.
6. The Subject details will open within a new tab.
   • Subject Details:  This is the very first section for the subject dossier where the basic subject details like subject name, category, status and type of the subjects are mentioned. The right-side section is for the subject compliance details. The subject owner and department can also be shown on the basic detail section. 

• The top right corner there is option edit these subject details. Click on the edit icon will show the editable fields on the dossier view. You can edit those details and save the subject. 
• Record owner and department cannot be edited once assigned from edit subject page.

• Subject dossierdossiers contain two more main containers along with Subject details. All the records that are attached to subject can be accessed from the “Subject Records” container. The tasks that are attached to case can be accessed from the “Subject Tasks” container.
• Subject Records:  Click on the Expand button to see all the sub containers under the subject. For each record type there is a separate container present.

• Subject Template:  From this container any new template if not added during the subject creation can be added and updated the template data.

Steps to add Template:

1. Expand the Subject Template container.
2. Click on the “Add Subject Template from Library”.

1. A template popup will be displayed with all the available templates for subject.

1. Select the template from the list.
2. Click on the select button, the template fields will now be going to display on the subject template container. 
3. Enter all the data into the template and click on “Update”.

• Subject Forms:   This container contains all the forms that are attached to the subject.

Steps to Add Form:

1. Expand the Subject Form container.
2. Click on the “Add Form” button.

1. Add Form window will open.
2. Enter all the mandatory and option fields available.

1. Click on the “Create Form” button.
2. A new Form will be created and will be shown under the Subject Form container.

1. The Form details can be viewed by expanding each formsform present inside the Form container.

Steps to Attach Form:

1. Click on the “Attach Form” button on the form container.
2. This will show a popup with list of available forms not linked to any case or subject.
3. Select the subject and click on Attach.
4. Now, the form will be added to the Subject and will show inside the Subject Forms.

• Subject Information Sharing: This container displays all the Information Sharing records linked to the selected subject.
  • Steps to Add Information Sharing:
• Expand the Subject Information Sharing container.
• Click the Add Information Sharing button.

1. The Add Information Sharing window will appear.
2. Fill in all the required and optional fields.
3. Click Create Information Sharing to save.

4. A new Information Sharing record will be created and displayed under the Subject Information Sharing container.
5. You can view the details of each Information Sharing record by expanding it within the container.

Steps to Attach Form:

• Click the Attach Information Sharing button in the Form container.
• A popup will display a list of available forms not yet linked to any case or subject.
• Select the subject and click Attach.

1. The selected Information Sharing record will now be linked to the subject and displayed under the Subject Information Sharing container.
2. Subject Tips & Leads:   Any tips that are attached to the subject will be shown under this container.

Steps to Attach Tips:

1. Click the Attach Tips button in the Form container.
2. A pop-up will display a list of available Tips not yet linked to any case or subject.
3. Select the subject and click Attach.

4. The selected Tips record will now be linked to the subject and displayed under Subject Tips container.

• Global and Custom attributes can be added from the respective global and custom attributes containers inside subject dossier.

• Subject OWL docs: Any new documents that need to be uploaded and directly attached to the subject can be possible easily from the subject dossier “Subject OWL docs” container.

Steps to Add Documents:

1. Click on the browser button inside the container.
2. Select files from local system.
3. Add remaining details like data source name, compliances etc. from the selected documents page.
4. Click on upload to upload all the selected documents.

The documents will be uploaded and attached to subject.

• Subject OWL imports Records:  This section shows all the OWL vault imported records that are linked to the subject. The files that are having imported records will be shown on the container and clicking on the file name or click on the “view import records” option from the file action menu will show all these imported data in a tabular structure.

Edit and Download option in the action menu will allow to edit and download the file.

• Subject Notes:  The subject notes can be added from the subject notesnote's sections.

Steps to Add Notes:  

1. Click on the “Add Notes” button.
2. A note text box will appear.
3. Enter all the note information and click on the “Save” button.
4. Note will be saved and will show under the notes section.

• Subject Reports: This container displays all the Reports records linked to the selected subject.

Steps to Add Report:

• Expand the Subject Report container.
• Click the Add Report button.

1. The Add Report window will appear.
2. Fill in all the required and optional fields.
3. Click Create Report to save.

4. A new Report record will be created and displayed under the Subject Report container.

5. You can view the details of each Report record by expanding it within the container.

• Subject Deconfliction: Any deconfliction results that are found during the data query searches performed under the subject will be displayed under this container.

• Subject Monitoring:  This container inside subject records shows all the monitoring or rerun tasks created for any data query searches under the subject.

This monitoring tasks can be paused or removed from the action menu as shown in the screenshot below.

• Subject Tasks:  This is the container for OWL Tasks that are attached to the subject. 

Steps to Add Task: 

1. Expand the Task container header.
2. Click on the “Add Task” button.

3. This will open an Add Task window.

4. Provide all the Task mandatory details like “Task Name”, “Owner”, “Department”, “Assign To”, “Task Status”, and “Due Date”.

5. Once all the Task details are filled, provide the Task notes and Steps.

6. Provide any Task reminders for the notification to assign to users.

7. Click on the Add Task button to create a Task.

8. 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.
2. This will show the pop-up with all the unlinked Tasks that belong to the case's department.
3. You can choose any Task and click on the attach button to attach the task successfully to the Case.

Subject Dataset Queries:  All the searches that are performed under the subject will be shown under the Dataset queries container inside the subject dossier.

The complete information about the searches and the vendor response can be viewed from this section.

Launch Subject Data Visualization

Launching the Subject Data Visualization will provide a robust view of your subject details.  This is a great tool to utilize to view subject-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 subject data a seamless action.

Steps to Launch Subject Data Visualization:

1. Hover over Case Management.
2. Hover over or click Subjects.
3. Click View-Edit.
4. Click the action menu under the Action column for the relevant subject.
5. Click Launch Data Visualization.
6. A new tab will open.
7. All the query searches performed under the subject will be shown on this screen with different views such as Link Analysis, Tabular View, Geospatial View, and Timeline View.

Edit Subject Status

The Subject Status field represents the current state of a subject within the OWL platform. It is a mandatory field that must be selected during both the creation and update of a subject record. This ensures consistent tracking and classification of subjects throughout their lifecycle.

There are two ways a subject status can be edited.

• From the view subject dossier page.
• From the view-edit subject page.

Steps to update the status from the view subject dossier page:

1. Go to Case Management > Subject > View-Edit subject.
2. All the subjects will be shown on the screen.
3. Click on the Action menu of any of the subjects.
4. Click on the View Subject Dossier option.

5. The subject will be open in a new tab where all subject details and information can be viewed.
6. Now click on the edit button right corner of the subject details.

7. The subject detail will be open in edit mode.
8. Go to the subject status drop-down and change the status.
9. Click on the Save button to save the subject.

Steps to update status from the view-edit subject page:

1. Go to Case Management > Subject > View-Edit subject.

2. All the subjects will be shown on the screen.

3. Click on the Action menu of any of the subjects.

4. Click on the Edit Status option.

5. Now the subject status will be shown as a dropdown on the same table.

6. Select a new subject status from the dropdown.

7. Click on the save button on the action menu.

8. The status will be updated. 

9. This is an easier way to update the subject status than updating the status from the view subject dossier.

Attach/Detach Subject

A Subject can act as a child record of a Case. It can be linked (attached) to a Case or unlinked (detached) if already associated. Note that a single Subject cannot be attached to more than one Case at the same time.

Steps to Attach or Detach a Subject:

1. Navigate to Case Management > Subject > View/Edit Subject.
2. The list of all available Subjects will be displayed.
3. Click the Action menu for the desired Subject.
4. If the Subject is not already linked to a Case, you will see the Attach to Record option.
5. Select Attach to Record.

6. The Attach to Record pop-up window will appear with a Case dropdown list.

• The dropdown will display all Cases within the same department.
• After selecting the case, the “Retain the Subject compliance and status” flag will be enabled. This flag is to set the priority of the subject compliance over the parent case compliance. If the flag is not selected, the compliance, like retention policy and 28CFR, whatever is defined for the case will be applied to the subject as well.

7. Choose the desired Case and click the Save button.

8. The Subject will now be linked to the selected Case, and the associated Case Name will appear in the corresponding column.

Similarly, for detaching the subject from the case, click on the “Detach Record” option available inside the action menu for the subjects linked to the case already.

Upon clicking on the detach record, the confirmation warning message will be displayed on the screen. Clicking on “Yes” will detach the subject from the Case.