In many organizations, especially those handling complex casework or investigations, valuable insights and actions happen in different departments or teams. The Cross Departments/Teams Collaboration feature in the OWL Intelligence Platform makes it simple and secure to work together across those boundaries. It is designed to ensure that the right people can contribute to cases without losing control of sensitive information or creating data silos.
At its core, this feature enables seamless sharing of case-related information between individuals in different departments or teams inside your organization. Rather than keeping files or updates isolated within one unit, authorized users can gain access to the specific case details they need to support work happening elsewhere. That means teams can contribute insights, help solve problems, and align actions without delay or confusion.
This capability is especially helpful when multiple units need to coordinate around a common subject or event. By granting access to case details through a controlled, auditable process, you avoid repetitive manual requests for information and reduce the risk of communication gaps. It strengthens cooperation, ensures continuity across roles, and improves investigative outcomes.
Security and governance stay at the forefront: Access is only granted to authorized collaborators, with options to define how long the access lasts and what level of interaction each user has with the shared case. Every collaboration request is tracked, including approvals, role permissions, and expiration dates, so organizations retain visibility and compliance oversight.
Add Cross-Department/ Team Collaborator
Steps to add a cross-department collaborator:
1. Navigate to the Collaboration menu on the OWL headers.
2. Mouse over the cross-department/team collaborators menu.
3. Click on the Add option.
4. You will be redirected to the Add Cross Dept / Teams Collaborators page.
5. When accessing the Add Cross Collaboration page, the system automatically pre-selects:
Record Owner: You, the logged-in user.
Department: Your designated primary department, pre-filled in the dropdown.
Based on these default selections, the “Select Case” dropdown dynamically loads all cases associated with you and your department. This ensures a streamlined experience by presenting only relevant cases for cross-department collaboration.
Also, it will load all the cross-department users with respect to the department selected.
6. Select Record Owner: The Record Owner dropdown displays available users based on your role and license type:
User Full License: Only your name will appear.
Supervisor or Administrator License: You can select other users from your team or organization to initiate collaboration on their behalf. Once selected, the corresponding department and cases will be available for further selection.
7. After selecting the Record Owner and Department, use the Select Case dropdown to choose one or more cases to share. To collaborate on all cases under the selected department, enable the checkbox labelled “Collaborate My Cases Within Selected Department.”
8. Use the Expiration Date field to define when access for cross-department collaborators should expire. This date applies to all selected collaborators. To allow indefinite access, check the “No Expiration” box.
9. From the User Table, select one or more users using the checkboxes. Once you select the check box of a user, it will show two radio buttons to select the user access right or permission (READ/WRITE). Select the permission as required before collaborating.
10. You can review basic information such as: Department Name, User Role, License Type
11. Once all selections are complete, click the “Collaborate Case” button. This action sends an approval request to supervisors or administrators for review.
View Cross-Department/ Team Collaborator Requests
All the cross-collaboration requests that are approved or waiting for approval can be viewed and edited from this page.
Steps to view the requests to add cross-department/ team collaborators:
1. Navigate to the Collaboration section located in the OWL header.
2. Hover over the Cross-Department/Team Collaborators option.
3. Click on the View option.
4. The View Cross Dept / Teams Collaborators page displays a comprehensive table listing all collaboration requests—both current and historical.
5. By default, the table includes requests with statuses: Approved, Rejected, and Pending.
6. Each row in the table provides key details, including:
• Collaborator Name
• Department
• Role
• License Type
• Associated Case
• Access Rights
• Expiration Date
• Collaboration Status
• Approval Status
7. An Action column allows users to:
• Edit requests
• Delete requests (only if status is Pending)
8. Editable Fields
For Pending and Approved requests, you can modify:
• Access Rights
• Expiration Date
9. If you modify an already approved request—such as updating the access rights or expiration date—the system will automatically resubmit the request for approval.
10. To perform a bulk update, begin by selecting multiple requests from the list. Once selected, click the Bulk Update button.
11. A pop-up window will appear, allowing you to choose new values for access rights and expiration date. After making the necessary selections, click the Save button.
12. All selected requests will then be updated with the newly specified access rights and expiration date
13. To look for some specific requests from a huge list of requests, you can use the filters available on the right-hand corner of the table.
Filters:
• Collaborator Email: Search the request based on the collaborator email address.
• Case Number: Search the request based on the case number.
• Department/Team: Search the request based on the collaborator department.
• Role: Search the requests based on the collaborator roles.
• Approval Status: Search the requests based on the request status.
• Created On/To: Search requests between two different dates.
• Expired Date: Search requests based on the request expiration date.