Using Monitoring

  • Updated
In active investigations, timing matters. New records, updated information, or late-breaking data can materially change case direction, risk posture, or investigative priorities.
 
Scheduled Monitoring ensures that:
  • Critical updates are identified without delay
  • Investigators do not miss changes between manual checks
  • Long-running cases remain current even when activity is intermittent
  • Supervisors maintain awareness without constant oversight
Instead of repeatedly logging into multiple external systems, users can rely on OWL to continuously watch those sources and surface only what has changed.
 
This capability reduces operational friction, shortens response time, and allows investigative teams to focus on analysis and decision-making rather than data chasing.
 

How It Works

One of the most powerful benefits of the Monitoring module is the ability to run monitoring on a defined schedule that matches investigative or operational needs.
 
Monitoring schedules can be configured to run:
  • Daily
  • Twice per day
  • Weekly
  • Monthly
Once configured, OWL automatically checks all connected external data sources on that schedule. There is no need for investigators, analysts, or supervisors to manually revisit each system.
 
OWL performs the heavy lifting by:
  • Polling connected third-party systems and customer APIs
  • Reviewing incoming data for changes, updates, or new records
  • Normalizing monitored results for review inside OWL
 
When a change or new data is identified, OWL can immediately notify the user through:
  • In-application notifications
  • Email alerts
  • Text message notifications, if enabled
By combining scheduled monitoring with automated notifications, OWL transforms external data review from a manual task into a continuous, controlled process.
 
The result is:
  • Faster identification of relevant developments
  • Improved investigative continuity
  • Reduced risk of overlooked updates
  • Better coordination across teams
Monitoring turns disconnected external systems into a unified, proactive awareness layer inside OWL.
 

 

Create Monitoring

Steps to create a Monitoring Task: 

1. Hover over Case Management. 

2. Click Data Query Logs. 

3. Click the action menu under the Action column for the dataset you would like to access. 

4. Click Launch Data Visualization. 

5. This will open the Data Visualization page. Here, you will want to proceed with creating your monitoring task from the Link Analysis View or the Tabular Report View. 

6. Click the dataset spyglass icon. If doing so from the Link Analysis View, the dataset should be the main Search Criteria node within the graph. If doing so from the Tabular Report View, the dataset will be listed under the Dataset Queries section. 

7. Click Monitoring. 

• Adding Monitoring from Link Analysis View: 

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• Adding Monitoring from Tabular View: 

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8. This will open the Monitoring task window. Here you can set the desired start and end date, frequency, and time the system should rerun the search. An end date is not required. If left blank, the system will run the search indefinitely until the task has been edited to include an end date, paused, or removed. 

9. The Monitoring Task can be created based on the number of times the rerun search should happen in a Day, Week, or Month. 

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10. The Monitoring pop contains the Form Date, To Date, Repeat, and Run Time. 

11. Select all the fields and click on the Set Monitoring button to create the monitoring task. 

- Repeat Monitoring: This dropdown contains different types of monitoring. 

• Daily Monitoring: This option schedules the rerun of a search once per day. To set it up, choose “Daily” from the Repeat dropdown menu. A single time field will appear—specify the desired time for the rerun to occur. After configuring the settings, click “Set Monitoring” to activate the task. 

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• Twice Daily: This option schedules the rerun of a search twice per day. To set it up, choose “Twice Daily” from the Repeat dropdown menu. Two-time fields will appear – specify the desired times for the rerun to occur. After configuring the settings, click “Set Monitoring” to activate the task. 

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• Weekly: This option schedules the rerun of a search once on a specific day of the week. To set it up, choose “Weekly” from the Repeat dropdown menu. A time field and a Day dropdown field will appear – specify the desired time and select a Day for the rerun to occur. After configuring the settings, click “Set Monitoring” to activate the task. 

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• Monthly: This option schedules the rerun of a search once on a specific date of the month. To set it up, choose “Monthly” from the Repeat dropdown menu. A time field and a Date dropdown field will appear – specify the desired time and select a date number for the rerun to occur. After configuring the settings, click “Set Monitoring” to activate the task. 

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12. The Monitoring task will always be one task per search. Only after the task is closed, a new Task can be created. The task with respect to the search attribute can also be viewed from the result screen tabular view.

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Review Monitoring Task

1. Task Execution and Logging: Based on the repeater settings configured for each task, rerun searches will automatically execute for active tasks. The system will log both the execution details and the resulting output.

 2. Monitoring Dates Display: The “Monitoring Dates” column records all rerun timestamps. If more than three reruns are logged, the additional entries will be hidden. To view the complete list of rerun dates and corresponding changes, click the View All Re-Run Search link. 

3. Expanded Rerun Details: Selecting this link opens a table displaying all rerun timestamps along with the Diff Count, which indicates the number of changes detected between the original and rerun search results. 

4. Understanding Diff Count: The number shown in the Diff Count column reflects how many data changes occurred during each rerun. 

5. Viewing Data Differences: To examine the specific differences between the original and updated search results, click on the Diff Count value. 

6. Change Breakdown: This action reveals the individual records that were updated or modified during the rerun. The table will show both the old and new data side by side. If no changes were detected, the Diff Count will display zero 

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Editing Monitoring Tasks

1. The active monitoring tasks, paused or closed, can be viewed from the monitoring page. 

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2. Status showing green colour means the task is still active. If it is yellow, it means the task is paused, and if the status is red, then it means the Task is completed and closed. 

3. The active tasks can be edited from the action menu. Click on edit the same monitoring pop-up will be displayed, where the date and times can be changed. 

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4. From the action menu, clicking on Pause will pause the monitoring Task. It will not execute any scheduler until the task is activated manually. The Task can be activated again if it is paused. Closed Tasks cannot be activated again. 

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5. Clicking on Delete will update the status to Closed or Deleted.