Report records provide a simple way to create or upload notes, documents, and/or files. Reports can be attached to relevant Cases and/or Subjects or left as a stand-alone record, depending on what is more appropriate for each report. This flexibility allows users to add established reports (including using organization-specific formats) to their investigations without needing to edit the Case itself or quickly create rich text-based asset documentation over a wide variety of industries and disciplines that can be utilized separately from other record types.

Key Reports functions:

• Add Report – Initiate a new case with relevant details
• View/Edit Report – Access and modify existing Report information
• View Report Dossier – Review the complete Report file in a structured format
• Edit Report Status – Update the progress or resolution stage of a Report
• Attach/Detach Record – Link Subjects and/Case records to the Report

Add Report

Steps to add Report: 

1. Hover over Case Management. 

2. Hover over Reports. 

3. Click on Add. 

4. Add Report page will open. 

5. Enter the Report Name, select the Record Owner, Department, and Report Status. These are mandatory fields required to create an OWL Report. 

6. Optionally, you can provide additional details such as Compliance Information and Report Data, if applicable. 

7. The Report Data field is used to enter all relevant information and details for the report. 

8. You can also attach images and format the report content as needed. 

9. Click on the “Create Report” button to successfully generate the report. 

10. Once created, the report can be accessed from the Reports > View-Edit page.

View-Edit Report

View-Edit Report page shows all the reports that are created by you and also provides the basic information of the reports. It also provides the actions to edit or view the complete report details. 

Steps to Open View-Edit Report: 

1. Hover over Case Management

2. Hover over Reports. 

3. Click on the View-Edit Reports. 

4. The View-Edit page will open. 

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

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

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

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

- To see the other Reports having different status need to filter the Reports by Report status from the filter present in view-edit page. 

Filters: 

• Report Name: Search for a Report by its name. 

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

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

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

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

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

• Created From / To: Search for Report created within a specific date range. • Last Updated Date: Search for Report based on the date they were last updated. 

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

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

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

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

- The action column in the report table having the action menu that contains few options to interact with the report information. 

1. View Report Dossier 

2. Edit Status 

3. Attach To Record 

4. Download Reports

View Report Dossier

Steps to Open View Report Dossier: 

1. Hover over Case management 

2. Hover over Reports. 

3. Click on the View-Edit Reports. 

4. The View-Edit page will open. 

5. Click on the report action menu. 

6. Click on the View Report Dossier. 

- Report details can be updated by clicking on the edit option present on the right-side corner of the Report. 

- Report Name, Report Status, Report Data, Report compliances can be edited.

Edit Report Status

A report status defines the current state of the report. The status of the report can be edited from the View Report Dossier as well as from the view-edit report page. 

Steps to edit report status: 

1. Go to the view-edit report page from the Case Management > Reports menu. 

2. Once all the Reports are displayed on the screen, go to a specific Report's action menu. 

3. Click on the action menu. This will show the menu with an Edit Status option. 

4. Clicking on the Edit Status option will show the status column in an editable state. 

5. Any new status can be selected, available under the status dropdown, and can be saved. 

6. The other place where the status can be changed is from the view report dossier page. 

7. Click on the edit for the report from the view report dossier and update the report.

Attach/Detach Record

The report can be attached to a Case or Subject from the Report view-edit page action menu using the attached record & Detach record options.

Steps to Attach/Detach Report Record: 

1. Go to the View-edit Report. 

2. Go to the action menu.

3. Click on the Attach record. 

4. This will open the pop-up to attach record. 

5. A case and a subject dropdown will be shown on the pop-up.

6. Select the respective case or subject from the dropdown. Or select only case or subject to attach to the report. 

7. Click on “Save” to link the case and subjects accordingly. 

8. Once the Report is attached to a case/subject, it cannot be attached to any other case/subject unless it is detached first from them. 

9. To detach the case/subject from the report, click on the Detach Report option showing on the same action menu.