The Record Management feature within OWL's Administration module provides administrators and
supervisors with comprehensive access to their teams' and department members' data. This includes:
• Cases
• Subjects
• Forms
• Information Sharing
• TIPS & Leads
• Reports
• Data Query Logs
This centralized access is especially valuable for administrators and supervisors who do not hold individual
user rights within the OWL platform. Through the Administration module, they can efficiently view, manage,
and oversee records across their teams—ensuring operational continuity and data integrity without needing
direct user-level permissions.
View & User Access to Records in Record Management
Record types are categorized as Cases, Subjects, Forms, Information Sharing, Tips, Reports, and Data Query Logs. There is a separate page for each type, and all are accessible within the header of the Record Management table.
Access to records within each category is determined by the login user's license type:
Administrator – User:
- Can view all records created by their subordinates across any department.
- Cannot access records owned by users with the same or higher license level.
- Users with higher privileges retain full access to all records.
Supervisor / Admin-Team User:
- Can view records created by subordinates within their own department only.
- This ensures department-level oversight while maintaining data boundaries across teams.
- Cannot access records owned by users with the same or higher license level.
Record Management Actions
Within each record type in OWL, administrators have access to a range of powerful actions designed to streamline data oversight and enhance operational efficiency. These actions are the common actions available for each record type inside record management.
• View Dossier- Complete record details can be found within the View Dossier action item. All associated Templates, OWLdocs, Notes, Global/ Custom Attributes, associated Forms, Information Sharing, Tips & Leads, Subject Dossier, Audit Logs, and Monitoring, etc, will be displayed for the record you are viewing.
• Launch Data Visualization- Launching the Data Visualization will provide a robust view of the record details. This is a great tool to utilize to view all related and linked data on one screen and in different views. This feature also eliminates the process of piecing together disparate information, making viewing and analyzing data a seamless action.
• Edit Status- Allows modification of a record’s status to reflect updates or changes in its lifecycle.
• Transfer Record Owner- This action allows administrators to transfer ownership of records across the organization.
• Attach to Record- Enables administrators to link previously unassociated (orphan) records—such as a subject created without a case—based on organizational configuration settings. Attach Record is always possible from a child record to a parent record. For example, A Subject is a child record of a case. So, the subject record type will show the Attach to Record Option for the Orphan subjects. Whereas the other records are the child of both Case and Subject, so they can be attached to both or any one of them.
• Detach from Record- Offers the ability to unlink records, mirroring the functionality of the attach action, and providing flexibility in record management.
Record Management Filters
Each record type page in the record management has filters to find a specific record from the list of records from different users and departments.
Steps to Filter:
1. Navigate to the Record Management from the Administration page.
2. Select any record type inside the record management.
3. The table will load the selected record type records onto the screen.
4. Click on the Filter option on the right side of the table.
5. This will show all the filter options available for that record type.
6. Enter or select whatever filters are available and click on the Apply Filter button.
7. The data inside the table will get reloaded and will show the records based on the filters applied.
Record management Filters:
OWL's Record Management module offers a variety of filters to help administrators and supervisors efficiently locate and manage records across different categories.
Here's a breakdown of the available filter options:
• Record Name:
A universal filter across all record types (e.g., Case, Subject, etc.) that allows searching by the record's name.
• Case Number:
Use this filter to find records that are already linked to a specific case.
• Record Owner:
Enables searching for records owned by a particular user within the organization.
• Department/Team:
Filters records based on the department or team under which they were created.
• Record Status:
This filter varies by record type. For example, on the Subject page, it appears as Subject Status. It allows filtering based on the current status of the record.
• Created On / To:
A date range filter is available across all record types to locate records created within a specific timeframe.
• Last Updated Date:
Filters records based on when they were last modified.
• Retention Policy:
Allows searching for records that are governed by a retention policy.
• Auto Increment Field:
Filters records that are linked to templates containing auto-increment fields.
• Legal Hold:
Enables filtering of records based on the presence or absence of a legal hold date.
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