Forms

  • Updated

OWL Forms allow for the submission of template-based Forms. This feature ensures data collection is standardized, accurate, and consistent. 

The OWL Template Builder offers agencies the flexibility to create and customize various Forms tailored to their specific requirements. Agencies can easily design Forms by selecting from a range of pre-defined fields, such as text fields, dropdown menus, checkboxes, and date pickers. Additionally, OWL supports the inclusion of custom fields, allowing agencies to capture unique data elements relevant to their workflows and procedures. 

By using standardized Form templates, OWL ensures consistency in data collection across different departments, jurisdictions, agencies, etc. within an organization. Each Form template can be designed to follow established industry standards and regulatory guidelines, helping agencies adhere to best practices and compliance requirements. OWL's intuitive interface guides users through the Form completion process, reducing the likelihood of errors and omissions.

 

The Case Management module is available on the following Editions:

  • Standard
  • Advanced
  • Enterprise
  • Smart City


Key Forms functions:

 

Add Form - Creating a Form record, using pre-built field Templates

View-Edit Form - Accessing Form records owned by or shared with a user

View Form Dossier - Viewing and Editing the details and attached files of a particular Form record

 

Add Form

 

Steps:

  1. Hover over Case Management.
  2. Hover over Forms.
  3. Click on Add.
  4. This will open the Add Form page.
  5. Enter Form Name, Record Status, and Record Owner and Department.

6. A template can be applied to the Form by clicking Select Templates from Library.

7. Select the appropriate template and click Select. The template will now apply to the Form.

8. Template data now can be filled, and the user can select all the necessary Form compliances from the compliance fields on the right side of the Form details.

9. If any attachments or documents need to be added to the Form click on “Browse Files” button and upload new documents.

10. Forms can be linked to any Case or Subject from the same Add Form Page by clicking on the Link this Form to an existing Case or Subject button.
11. This will show the Case dropdown and Subject dropdown. Select a Case or Subject from the dropdown.

12. Once everything selected click on “Create Form” button.

13. After a Form is successfully created, the system automatically opens the Edit Form page, allowing users to review and update the Form's details.

14. Click on “Add New Form” button to add new form without refreshing the page.

 

15. Now you can view the Form and verify all the details that are added to form.

 

View-Edit Form

Once a Form is submitted, OWL allows authorized users to view and edit the information as needed. Users can 
access completed Forms through a centralized repository, making it easy to review, analyze, and share data. 
The platform supports version control and audit trails, ensuring accountability and transparency in Form editing 
activities. 
 

Examples of Forms Used by Different Agencies:

  • Incident Report Form: Used to document details of various incidents, such as accidents, crimes, or emergencies.
  • Arrest Report Form: Captures information related to arrests, including suspect details, charges, and circumstances of the arrest.
  • Search Warrant Application: Facilitates the application process for obtaining search warrants, ensuring all necessary information is provided to support the request.
  • Affidavit: Allows individuals to make sworn statements or declarations, often used as evidence in legal proceedings.
  • Witness Statement Form: Provides a structured format for recording statements from witnesses, ensuring accuracy and reliability.
  • Complaint Form: Enables individuals to file complaints or grievances against law enforcement officers or agencies, initiating investigation procedures.
  • Use of Force Report: Documents instances where force is used by law enforcement officers, including details of the incident and justification for the use of force.
  • Freedom of Information Act (FOIA) Request Form: Allows individuals to request access to government records under the provisions of the FOIA
  • Citizen Survey Forms: Collects feedback from citizens on various aspects of law enforcement services, helping agencies evaluate performance and identify areas for improvement.
  • Missing Person Report Form: Gathers essential information about missing persons to aid in search and rescue efforts.
  • Firearms Transfer Record (ATF Form 4473): Documents the transfer of firearms between individuals or licensed dealers, ensuring compliance with federal regulations.

Steps to Navigate to View/Edit Forms:

  1. Hover over Case Management.
  2. Hover over Forms.
  3. Click View-Edit Forms.
  4. This will open the View-Edit Form page.

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  • By default, the View-Edit Form page shows all the Forms created by the logged in user and all the other Forms that are collaborated with the logged in user.
  • Each Forms basic details like Form Name, Record Owner, Department, Attached Case/Subject, Form Status will be displayed on the screen.
  • Each Form record includes an Action Menu on the View/Edit page. 
    • Use this menu to view the Form dossier details in a new tab. 
    • Users can edit the Form status directly from the menu. 
    • The menu also allows users to attach or detach a Form as needed. 
    • Users can download Form reports from the same action menu. 
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  • To find a specific Form from the list, use the Filters button.

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Filters:

Column Sorting is available, where the users can sort based on the values within a column on the View-Edit Form page.

  • Form Name: Search for a Form by its name. 
  • Case Number: Search for a form using the associated case number. 
  • Case Name: Search for a Form using the related case name. 
  • Subject Name: Search for a Form linked to a specific subject. 
  • Record Owner: Search for Forms created or owned by a particular user. 
  • Department/Team: Filter Forms based on their associated department or team. 
  • Form Status / Type: Filter Forms by their current status or by Form type. • 
  • Created From / To: Search for Forms created within a specific date range. 
  • Last Updated Date: Search for Forms based on the date they were last updated. 
  • Retention Policy: Find Forms linked to a particular retention policy. 
  • Legal Hold: Search for Forms based on their legal hold update date. 
  • Collaborated Records: When enabled, this option displays both the user's created Forms and collaborated 
    Forms. When disabled, only the user's created Forms will be shown.

View Form Dossier

The complete Form details are available through the View Form Dossier option on the View/Edit Form page. All associated Templates and OWL docs can also be viewed and managed from this section.

Steps to Edit Form from Form Dossier page:

  1. Hover over Case Management. 
  2. Hover over Forms. 
  3. Click View-Edit Forms. 
  4. This will open the View-Edit Form page. 
  5. Go to a specific Form from the list of Forms and click on the action menu. 
  6. Select the “View Form Dossier” option. 
  7. This will open the Form in a new tab.
  8. All Form information and attached documents and templates can be viewed and edited from here. 
  9. To Edit any Form basic detail, click on the edit icon on the top right corner of the Form. 
  10. The Form details will show in an editable mode. 
  11. Change the Form name, status, and compliances, as desired.

  12. Click on Save to save the changes.page59_img1.png

    Every Form will have one Form Template attached to it by default. All the template information can be viewed and edited from here.page59_img2.png

Attaching Documents

All the documents that are attached to the Form can be viewed on the Form OWLdocs container. 

  1. Open the Form container. 
  2. Click on the “Browse Files” option.page59_img3.png
  3.  Select files from local system.
  4.  Once all files are selected, it will show on the selected Files container. 
  5. Provide other details like Data source name and keywords for each file if required.page59_img4.png
  6. Click on upload button to upload all the files to Form successfully.page60_img1.png

After uploading the files can be detached again from the action menu and can also be edited.

 

Download Form Report

Form complete details can be printed to pdf/excel or csv from the Form Dossier View page and from the view-edit page.

  • From View-Edit Report: Any Form action menu has the Download report option, which further has submenu to download a specific format report as shown in the screenshot below.page60_img2.png
  • From View Form Dossier: From the action menu, click on the View Form Dossier page. From View Form Dossier page click on the download icon on the top right corner next to edit button. This will show the available formats in which to download the Form report.page60_img3.png

Attach/Detach Form

A Form can be attached to Case/Subject from the View-Edit action menu.

  1. Click on the attach option to open a attach popup. The popup will show the Case and Subject dropdown. 
  • Selecting only a Case will attach the Form to Case only. 
  • Selecting both a Case and a Subject will attach the Form to Subject linked to the Case.
  • Selecting only Subject will attach the Form to a subject not linked to any Case.page61_img1.png

  • Selecting the Retain flag will override the Form compliance over the parent Case/Subject attached. 

    Detaching the attached Form from Case/Subject will be possible from the action menu in Forms.