This feature enables administrators and organizations to establish their own “Tips & Information Program” by providing a tool that facilitates the integration of a user-facing webform via embedding/iframe into any website. This allows agencies to receive submissions from their community members, constituents, field operatives, etc. Agency administrators can configure the form to accept submissions anonymously or require the submission of a name and contact information. 
 
OWL provides administrators with tools to create a user-facing webform that can be embedded or integrated via frame into any website or online platform. The webform allows community members to submit tips, reports, or information relevant to ongoing investigations or organizational initiatives. Administrators can configure the form to collect various types of information, including text, images, videos, and documents, depending on the nature of the submissions. OWL supports customizable fields and validation rules, ensuring that submitted information is structured and accurate. 

Key Tips & Leads functions:

Add Tips & Leads - Create a Tip record, using pre-built field Templates

View-Edit Tips - Access Tip records owned by or shared with a user that have been Approved

Review Tips - See and review submitted Tips that have not yet been Approved or Rejected

View Tip Record - View and Edit the details and attached files of a particular Tip record

Add Tips & Leads

Steps to Add Tips and Leads: 

1. Hover over Case Management. 

2. Hover over Tips and Leads. 

3. Click Add. 

4. The Add Tips page will open. 

5. Enter Tips Name, Record Status and Record Owner, Department. 

6. Attach files by clicking Browse File. 

7. Click Select Templates from Library to attach a template. This is required. 

8. Select a template from the library list and click Select to complete this action.

9. Fill the template data and all the required fields on the form. 

10. Click on the “Create Tips & Leads” button to create the Tips. 

11. The Tips will be created and will be in the pending approval process to be verified and approved.

View-Edit Tips

Once a tip is submitted through the webform, it becomes accessible within the OWL platform for review and processing. Administrators can view and manage submitted tips through a centralized dashboard or interface. They can assign priorities, categorize tips, and track the status of each submission. OWL supports collaboration among team members by allowing them to view, edit, and comment on tips. This ensures that relevant stakeholders are involved in the review process and that action can be taken promptly. 

Steps to View-Edit Tips and Leads: 

1. Hover over Case Management. 

2. Hover over Tips and Leads. 

3. Click View-Edit. 

4. This will open the View-Edit Tips and Leads page. 

- The Tips & Leads that are created by you and the Tips that are collaborated with you will be displayed on this page by default. 

- Each row in the table contains the basic details of the Tips like Tips Name, IP Address, Record Owner, Department, Created/Updated by, Linked Case/Subject, Tip Status, Tip Type. 

- The IP address gives more information regarding Tips reported person if it is anonymous user. 

- If the Tip is attached to any case or subject, then the Case Number and Subject Name will be shown on the respective columns. 

- All the Tips that are OPEN/PENDING or any Custom status will be displayed on the view-edit page by default. 

- To see the other status Tips need to filter the Tips by Tip status from the filter present in view-edit page. 

Filters: 

• Tips & Lead Name: Search for a Tips by its name. 

• Case Number: Search for a Tips using the associated case number. 

• Subject Name: Search for a Tips linked to a specific subject. 

• Record Owner: Search for a Tips created or owned by a particular user. 

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

• Tips Status / Type: Filter Tips by their status or by Tips type. 

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

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

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

• Auto Incremental Field: Filter Tips by auto incremental field present inside the Tip template. 

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

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

View-Edit Action Menu: 

- Each record under Tips View-Edit has one action menu at the last column. Click on the menu will show few options that can be used to perform certain actions on the Tips record. 

• View Tip Dossier: Click on this option will open the tip in a new tab where all the information related to the same tip can be viewed and further modified. 

• Launch Data Visualization: This option will open the Tip on the Result screen Canvas view. (Under development) 

• Edit Status: By clicking on this option, the Tip status will change to editable mode and can be edited and saved to a different status. 

• Attach Record: By clicking this option an “Attach to Record” popup will show on the screen with a case and a subject dropdown. Select case and subject and click on Save to link the Tip to it parent case and subjects. 

• Download Report: This option allows to download the Tips details in PDF, Excel or CSV format.

Review Tips

OWL provides robust tools for reviewing and analyzing submitted tips to identify actionable insights or potential leads. Administrators can apply filters and search functionalities to quickly locate specific tips based on keywords, categories, or other criteria. OWL supports integration with analytics tools to track trends, patterns, and correlations across multiple tips and submissions over time. Administrators can generate reports and visualizations to communicate key findings and outcomes to relevant stakeholders, facilitating data-driven decision-making and strategic planning.

Steps To Review Tips: 

1. Hover over Case Management. 

2. Hover over Tips and Leads. 

3. Click Review. 

4. The user will be redirected to the IPA module Approvals Page. 

5. Who Can View Tips: The visibility of tips on this page depends on your Role and License Type. 

• User-Full License: You can view the tips that you have created, collaborated on, or those awaiting your approval. 

• Department Supervisor and Team Admin License: You can view all tips created by users within your department, including your own, that are pending approval. 

• Organization Admins: Have full access to view all tips across departments that are pending approval. 

6. Who Can Approve Tips: Users with Supervisor or Admin roles have the authority to approve tips created by others. 

• Supervisors can view their own tips as well as those created by users within their department. They can approve tips created by their department users but cannot approve their own tips. 

• Supervisor-created tips can be approved by other supervisors within the same department, by Admin Team members, or by Organization Admins. 

• Organization Admins have full privileges—they can review and approve their own tips as well as any tips created by users across all departments. 

7. Steps to Approve Tips: A Tip can be approved from the Pending approval page. 

• Go to Pending approval Page. 

• Click on the action menu of the Tip that needs to approve. 

• To review a Tip, click on the “View Tips Record” option. This will open the Tip details in a new tab. Review the information carefully and make any necessary modifications before proceeding with approval. 

• After completing the review, return to the Tips Pending Approval page. From the same Tip’s action menu, select “Approve Tip and Leads.” 

• A popup window will appear with a field labelled “Reason to Approve Tip.” Enter the appropriate reason in this field. 

• If Tip Compliance is mandatory within your organization, a checkbox will appear on the screen for additional compliance review. You can apply the required compliances as needed or skip this step by confirming before final approval. 

• Once approval is done successfully, the Tip will be approved, and the status of the Tip will be updated to OPEN status. 

• This Tip can be viewed under the approved tips tab now. 

8. Steps to Reject Tips: 

• Follow the same steps to review the Tip by selecting “View Tip Record” from the action menu. 

• After reviewing the Tip, if you decide to reject it, click on the “Reject Tip” option from the action menu. 

• A “Reject Tip” popup will appear, prompting you to enter the reason for rejecting the Tip. 

• Enter the rejection reason in the provided field and click the “Reject” button. 

• The popup will close, and the Tip will be successfully rejected. Its status will update to “Rejected” and can be viewed under the Rejected Tips tab.

View Tip Record

Complete tips and lead details can be found within the View Tips Record action item within the View- Edit Tips and Leads page. All associated Templates and OWL docs can be viewed and managed. 

Steps to View Tips Record: 

1. Hover over Case Management. 

2. Hover over Tips and Leads. 

3. Click View-Edit. 

4. Click the action menu under the Action column for the relevant tip record. 

5. Click View Tips Record. 

6. The Tips and Leads details will open within a new tab. 

7. Here you can view Tip details, associated Templates, and OWL docs. 

• Click on the Edit button on the top right corner of the Tip to edit the tip details. 

• Tip Name, Tip Status, Link Case/subject and compliance details can be updated from Edit Tip Detail page. 

• The Tip Template can be viewed from the Tip Template container. Expand the Template Container to see the template details. 

• Click on edit template to edit the template data. Click on Save to update the template data. 

• All the documents or reports attached to the Tip can be viewed from the “Tip OWL docs” container. 

• You can attach new files from Tips OWL docs container by clicking on the browse file option. 

• Select new files from local and provide the Data source name and keyword name if required for each file. 

• Click on “Upload” button to upload all the files. 

• Once the files are uploaded you can view them inside the OWL docs container.