OWLvault records of Databases by Datasource

  • Updated

The Databases by Data Source feature in OWLdocs allows users to view and manage records grouped under a specific data source. Each data source functions as a centralized database that stores records imported through OWLimport.

When one or more users upload documents to the same data source, all imported records are consolidated and stored under that data source, regardless of the original file names.

Data Source names are punctuation- and case-sensitive. (For example, entries created as "Witness Statements," "Witness-Statements," and "witness statements" would all display as separate groups.)

Access to the Databases by Data Source module is controlled based on the user’s license type and assigned department or team:

  • Admin and Super Admin license type users can access and export records from all departments across the organization.
  • Admin Team and Admin Team User license type users can access and export documents related only to their assigned team or department.
  • User Full license type users can access and export documents belonging only to their own department.

Steps to View Records from a Data Source

  1. Navigate to OWLdocs -> OWL Vault

  2. Open Databases by Data Source

  3. Select a Data Source from a list of available data sources

    The system will display the OWLvault Records from Data Source page containing all records associated with the selected data source.

    Users can view records in a tabular format with details such as:

  • File Name
  • Record Owner
  • Department
  • Processed Date
  • Record Status
  • Case
  • Subject

Attach Records to a Case or Subject

  1. Select one or more records from the list.
  2. Click Attach Record to Case/Subject.

  3. A popup window will appear allowing the user to select the desired Case or Subject.

  4. Click Save. The selected Case or Subject will then be associated with the selected records


  5. Click Finish to Save the changes.


    Launch Data Visualization from Data Source

    The Launch Data Visualization from Data Source feature allows users to analyze and explore records stored within a specific data source using visual and interactive views.

    After records are imported through OWLimport, users can select records directly from the data source and launch the visualization module.

    Users can select:

  • A single record
  • Multiple records from the same file
  • Multiple records from different files within the same data source

Steps for performing data visualization from data source:

  1. Navigate to to OWLdocs -> OWL Vault. 
  2. Open Databases by Data Source and select Data Source from the list.
  3. Select the desire records.

  4. Optionally, users can select the checkbox “Select All the Records present in the Data Source” to include all records from the selected data source.

    5. Selecting this checkbox will select records based on the configured pagination setting (for example: 5, 10, or 100 rows per page). If the pagination is changed after all records are selected, only the original selection will still be selected. Uncheck all and recheck all to select the newly added records as well.

    5. Click Launch Data Visualization.

    6. Select the required visualization view from the dropdown:

  • Tabular View
  • Link Analysis View
  • Geospatial View
  • Timeline View (Under Development)

7. The selected records will be displayed based on the chosen visualization view.