OWL supports multiple methods for information sharing and collaboration. Administrators have the flexibility to tailor external sharing settings and can also manage internal sharing permissions across departments and teams, ensuring controlled access and distribution of information.

OWL offers multiple channels for sharing information both internally and externally. Users can seamlessly collaborate with colleagues, partners, and stakeholders using a range of communication tools and features. Administrators have the flexibility to customize external sharing settings to meet the specific needs and security requirements of their organization. They can define access levels, expiration dates, and authentication methods for shared content. OWL also supports secure file sharing, allowing users to upload and distribute documents, images, videos, and other multimedia files with authorized parties. Encryption protocols and access controls ensure that sensitive information remains protected during transit and at rest. In addition to file sharing, OWL facilitates real-time collaboration through features such as messaging, commenting, and task assignment. Users can communicate and collaborate on case-related activities within the platform, streamlining workflow processes and enhancing productivity.

Some users may have an Information Sharing license, which allows them to send and receive files and information to and from users in the organization without having full access to the platform themselves. 

Key Information Sharing functions:

Add Information Sharing - Creating an Information Sharing record, using pre-built field Templates

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

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

Add Information Sharing

Steps to Add Information Sharing: 

1. Hover over Case Management.

2. Hover over Information Sharing. 

3. Click on Add. 

4. This will open the Add Information Sharing page. 

5. Enter Information sharing Name, Record Status, and Record Owner and Department. 

6. A template can be applied to the form by clicking Select Templates Information sharing Library. 

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

8. Template data now can be filled as required. 

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

10. Once everything selected click on “Create Information Sharing” button. 

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

View-Edit Information Sharing

Once information is shared within OWL, users can easily view and edit shared content based on their assigned permissions. OWL provides granular access controls, allowing administrators to define who can view, edit, and delete shared information. Role-based permissions ensure that users have appropriate levels of access based on their job responsibilities and organizational hierarchy. Administrators can track and audit user activity related to shared information, including views, edits, and downloads. Audit logs provide visibility into how shared content is being accessed and used, helping to maintain accountability and compliance with data protection regulations. OWL supports version control for shared documents, enabling users to track changes and revert to previous versions if necessary. This feature ensures data integrity and facilitates collaboration on evolving documents or projects. 

Steps to Navigate to View/Edit Information Sharing: 

1. Hover over Case Management.

2. Hover over Information Sharing. 

3. Click View-Edit Information Sharing. 

4. This will open the View-Edit Information Sharing page. 

• View-Edit Information Sharing page shows all the Information Sharing created by you and all the other forms that are collaborated with you by default. 

• Each form basic details like Information Sharing Name, Record Owner, Department, Attached Case/Subject, Information Sharing Status will be displayed on the screen. 

• If you wanted to look for a specific Information Sharing from the list of available Information Sharing, then the easy way to find it by using the filter. 

Filters: 

• Information Sharing Name: Search for an Information Sharing by its name. • Case Number: Search for an Information Sharing using the associated case number. 

• Case Name: Search for an Information Sharing using the related case name. 

• Subject Name: Search for an Information Sharing linked to a specific subject. 

• Record Owner: Search for an Information Sharing created or owned by a particular user. 

• Department/Team: Filter Information Sharing based on their associated department or team. 

• Form Status / Type: Filter Information Sharing by their current status or by Information Sharing type. 

• Created From / To: Search for Information Sharing created within a specific date range. 

• Last Updated Date: Search for Information Sharing based on the date they were last updated. 

• Retention Policy: Find Information Sharing linked to a particular retention policy. 

• Legal Hold: Search for Information Sharing based on their legal hold update date. 

• Collaborated Records: When enabled, this option displays both your created Information Sharing and collaborated Information Sharing. When disabled, only your created Information Sharing will be shown. 

- Each form record includes an Action Menu on the View/Edit page. 

- Use this menu to view the Information Sharing dossier details in a new tab. 

- You can edit the Information Sharing status directly from the menu. 

- he menu also allows you to attach or detach an Information Sharing as needed. 

- You can download the Information Sharing report from the same action menu.

View Information Sharing Dossier

The complete Information Sharing details are available through the View Information Sharing Dossier option on the View/Edit Information Sharing 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 Information Sharing. 

3. Click View-Edit Information Sharing.

4. This will open the View-Edit Information Sharing page. 

5. Go to a specific Information Sharing from the list of forms and click on the action menu. 

6. Select the “view Information Sharing dossier” option.

7. This will open the Information Sharing in a new tab

8. All Information Sharing information and attached documents and templates can be viewed and edited from here. 

9. To Edit any Information Sharing basic detail, click on the edit icon on the top right corner of the Information Sharing Form. 

10. The Information Sharing details will show in an editable mode. 

11. Change the Information Sharing name, status and compliances. 

12. Click on save to update the changes. 

Information Sharing Template: 

- Every Information Sharing will have one template attached to it by default.

 - All the template information can be viewed and edit from here. 

- Provide Information Sharing template information and update the form. 

Information Sharing OWL docs: 

- All the documents that are attached to the Information Sharing can be viewed on the form OWL docs container. 

- To upload new documents to Information Sharing, open the Information Sharing container. 

- Click on the “Browse Files” option. 

- Select files from local system. 

- Once all files are selected, it will show on the selected Files container.

 - Provide other details like Data source name and keywords for each file if required.

- Click on upload button to upload all the files to form successfully. 

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

• Download Information Sharing Report: Information Sharing 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 Information Sharing action menu has the Download report option, which further has submenu to download a specific Information Sharing report as shown in the screenshot below. 

- From View Information Sharing Dossier: From View-edit action menu click on the view Information Sharing dossier page. From View Information Sharing Dossier page click on the download icon on the top right corner next to edit button. This will show the different formats to download the Information Sharing report. 

Attach/Detach Information Sharing: 

- An Information Sharing can be attached to Case/Subject from the View-Edit action menu. 

- Click on the attach option to open a attach popup. The popup will show the Case and Subject dropdown. 

- Select only Case will attach the Information Sharing to Case only. 

- Select both Case and Subject will attach the Information Sharing to Subject linked to the Case. 

- Selecting only Subject will attach the Information Sharing to a subject not linked to any case. 

- Selecting retain flag will override the Information Sharing compliance over the parent case/subject attached. 

- Detaching the attached Information Sharing from case/subject will be possible from the action menu itself.