Managing External Collaboration Records

  • Updated

When a requester adds an External Collaborator to a Case, the request must be approved by the appropriate department supervisors and admins.

Only after approval will the external collaborator receive access to the Case, with Read or Write permissions (based on the assigned access rights).

 

Reviewing Pending External Collaboration Record Requests

Whenever a request is created to add an external collaborator:

  • Its status becomes “Pending.”
  • Department supervisors and admins automatically receive an email notification.
  • They can review these requests from the Administrator section in OWL.

Steps to Review:

  1. Navigate to the Administration page.
  2. From the left menu, go to
    Information Sharing → Collaboration.
  3. Click External Collaboration Records to view all pending requests.
  4. On the pending requests page, you will see the list of requests you’re allowed to review based on your role and license:
    • Department Supervisors/Team Admins: See requests for their department(s)
    • Organization Admins: See all department requests
  5. Use the available filters to narrow down requests:
    • Collaborator Name
    • Collaborator Email
    • Agency Name
    • Case Name/Number
    • Department/Team
    • Access Rights
    • Collaboration Expiry Date
    • Request Created Date Range
  6. Each request displays:
    Collaborator details, agency, department, case number, expiration date, access rights, and case status.
  7. Review the details carefully.
    If needed, you can edit the access rights or expiration date using the Edit option under the Action menu.
  8. Also, you can select multiple requests at a time to do a bulk update/approve/reject.

  9. When editing:
    • You may change the expiration date and access rights.
    • Note: Write access cannot be granted if the collaborator's license is Read-only.
    • The case collaboration expiration date cannot exceed the external collaborator’s license expiration date.

Approving a Request

  1. Once everything looks correct, select Approve from the Action menu.
  2. In the Approve Collaboration pop-up, add any review comments and click Approve to finish.
  3. After approval, both the requester and the external collaborator receive a confirmation email.
  4. The collaborator can then log in to OWL and access the case under Case Management → Search.

 

Rejecting a Request

If you decide to reject a collaboration request:

  1. Click Reject from the Action menu of the request.
  2. A pop-up will appear where you can enter the reason for rejection.
  3. Click Reject to complete the process.
  4. Both the requester and the external collaborator will receive an email stating that the request was rejected.

 

Reviewing Previously-Reviewed Record Requests

Once a pending external collaboration request is Approved or Rejected, it automatically moves to the appropriate tab under External Collaboration Records.

Admins and supervisors can use this page to review approval/rejection history and details, check active collaborations, and monitor upcoming expirations for approved requests.

Steps to Review:

  1. From the Administration menu, navigate to: Information Sharing → Collaboration
  2. Click External Collaboration Records to open the pending request list.
  3. Select the Approved or Rejected tabs to view only those collaboration requests.

The page displays reviewer information, including:

  • Reviewer name
  • Approved/Rejected timestamp
  • Reviewer comments added during approval/rejection

If any approved collaboration is nearing its expiration date, it can be easily identified from this page.

Use the filters to quickly narrow down approved requests by:

  • Collaborator Name
  • Collaborator Email
  • Agency Name
  • Case Name / Case Number
  • Department / Team
  • Access Rights
  • Collaboration Expiry Date
  • Request Created Date Range