Deconfliction

  • Updated

Organizations often have multiple investigators, analysts, departments, or teams working on related subjects, organizations, locations, cases, or records. Without a centralized deconfliction process, duplicate investigations may be created, and valuable intelligence may be overlooked. 

Deconfliction is an automated process in OWL that automatically compares searches and records against active investigations and configured record types to identify potential overlaps or conflicts between searches, investigations, cases, subjects, forms, reports, documents, and other supported records.

The feature helps organizations

• Detect duplicate claims, policy holders, vehicles, addresses, or organizations.
• Improve collaboration between claims, compliance, and fraud investigation teams.
• Identify overlapping investigations involving the same subjects, vehicles, organizations, or locations.
• Improve information sharing and coordination between departments and investigative units.

In addition to standard Deconfliction, OWL provides Auto Deconfliction, which continuously evaluates records in the background and automatically identifies overlapping or matching attributes across configured record types.

The Deconfliction Configuration module allows administrators to define the matching logic used by both Deconfliction and Auto Deconfliction.

Access Details:

Administrators and Team Administrators can configure and manage Deconfliction, Auto Deconfliction, and Deconfliction Configuration settings. Users and Read-Only Collaborators can receive deconfliction notifications and review deconfliction results based on their assigned permissions.

How It Interacts with Other Features/Functionality/Modules:

  1. Case Management - Deconfliction compares newly created or updated cases against existing cases and configured record types to identify potential overlaps. Auto Deconfliction continuously monitors case records and generates notifications when matching criteria are detected.
  2. Subject Management - Subjects are one of the primary record types used in deconfliction. OWL evaluates subject attributes such as names, aliases, identifiers, contact details, addresses, and other configured fields to identify related or duplicate subjects across investigations.
  3. Forms - Data entered through forms can participate in deconfliction when configured record fields are mapped for matching. Information captured through intake forms, intelligence forms, incident reports, or custom forms can automatically trigger deconfliction checks.
  4. Tips and Leads - Incoming tips and leads are evaluated against existing cases, subjects, organizations, locations, and other configured records. This helps investigators identify whether new information is connected to ongoing investigations or previously submitted intelligence.
  5. OWLDocs - Metadata and indexed information associated with documents can be used during deconfliction. Documents linked to cases, subjects, organizations, or investigations may contribute to identifying related records and investigative overlaps.
  6. OWLVault - Evidence, files, media, and stored records within OWLVault can be linked to cases and subjects that participate in deconfliction processes. This helps investigators discover connections between evidence and existing investigations.
  7. Template Builder - Administrators use Template Builder to define record structures and fields that can be included in deconfliction matching criteria. Custom fields created through templates can be configured as deconfliction attributes.
  8. Search - Search operations can trigger deconfliction checks against configured record types. Investigators can identify existing investigations, subjects, or records related to their search criteria before creating new records.
  9. Reports - Deconfliction results can be included in reports to provide visibility into matching records, investigative overlaps, collaboration opportunities, and potential conflicts across cases and subjects.
  10. Notifications - When deconfliction or auto deconfliction identifies a match, notifications can be generated and delivered to authorized users, helping investigators respond quickly to potential overlaps.

Deconfliction can be configured at four different levels within OWL:

  1. Organization Level
  2. Department Level
  3. Role Level
  4. User Level

Setup Deconfliction at the Organization Level

When Deconfliction is enabled at the Organization Level, all users within the organization will receive notifications for matching deconfliction results associated with active investigations.

Steps:

  1. Navigate to Administration.
  2. Click on Information Sharing – Collaboration.
  3. The Deconfliction page will be displayed.
  4. Click the Edit button under Set Deconfliction.
  5. Select Organization as the deconfliction level.
  6. Click the Update button to save the configuration.

Setup Deconfliction at the Department Level

When Deconfliction is enabled at the Department Level, only the users within the Department will receive notifications for matching deconfliction results associated with active investigations. Whereas the other users from different department won’t receive any notification.

Steps:

  1. Navigate to Administration.
  2. Click on Information Sharing – Collaboration.

  3. The Deconfliction page will be displayed.

  4.  Click the Edit button under Set Deconfliction.
  5.  Select Department as the deconfliction level.

  6.  A department dropdown list will be displayed. Select the required department to configure deconfliction.

  7. Click the Update button to save the configuration.

Setup Deconfliction at the Role Level

Role Level Deconfliction allows notifications to be restricted to users belonging to specific roles within a selected department. To configure Role Level Deconfliction, a department must first be selected, followed by one or more roles within that department.

Only users assigned to the selected roles within the selected department will receive notifications for matching deconfliction results associated with active investigations. Users belonging to the same department but assigned to different or unselected roles will not receive any notifications.

Steps:

  1. Navigate to Administration.
  2. Click on Information Sharing – Collaboration.
  3. The Deconfliction page will be displayed.
  4. Click the Edit button under Set Deconfliction.
  5. Select Department as the deconfliction level.
  6. A department dropdown list will be displayed. Select the required department to configure deconfliction.
  7. Select Roles as the deconfliction level.

  8. A roles dropdown list will be displayed. Select the required roles to configure deconfliction.

  9.  Click the Update button to save the configuration.

Setup Deconfliction at the User Level

User Level Deconfliction allows notifications to be restricted to selected users belonging to specific roles within a selected department. To configure User Level Deconfliction, a department must first be selected, followed by one or more roles within that department, and then one or more users.

Only the selected users assigned to the selected roles within the selected department will receive notifications for matching deconfliction results associated with active investigations. Users belonging to the same department but assigned to different or unselected roles, as well as unselected users, will not receive any notifications.

Steps:

  1. Navigate to Administration.
  2. Click on Information Sharing – Collaboration.
  3. The Deconfliction page will be displayed.
  4. Click the Edit button under Set Deconfliction.
  5. Select Department as the deconfliction level.
  6.  A department dropdown list will be displayed. Select the required department to configure deconfliction.
  7.  Select Roles as the deconfliction level.
  8.  A roles dropdown list will be displayed. Select the required roles to configure deconfliction.
  9. Select Users as the deconfliction level.

  10.  A users dropdown list will be displayed. Select the required roles to configure deconfliction.

  11.  Click the Update button to save the configuration.

About Auto Deconfliction

Auto-Deconfliction is an automated detection engine that continuously evaluates configured attributes across records, including Cases, Subjects, Forms, and other record types. The process runs automatically in the background to identify overlapping or matching attributes across records and investigations.

Key Features:

  • Runs continuously in the background
  • Detects overlapping or matching attributes
  • Logs potential matches for review
  • Operates independently of user notification settings

Auto-Deconfliction is designed solely for detection and awareness. It does not automatically expose record details, trigger information disclosures, merge records, or modify existing records. Any review or action related to detected matches must be performed manually by authorized users based on configured permissions and workflows.

Setup Auto Deconfliction

Auto Deconfliction can be configured at four different levels within OWL:

  1. Organization Level
  2. Department Level
  3. Role Level
  4. User Level

Setup Auto Deconfliction at the Organization Level

When Auto Deconfliction is enabled at the Organization Level, the system automatically evaluates records, including Cases, Subjects, Forms, and other record types, whenever they are created or updated. All users within the organization receive notifications for matching record results associated with active investigations.

Steps:

  1. Navigate to Administration.
  2. Click on Information Sharing – Collaboration.
  3. The Deconfliction page will be displayed, Select Auto Deconfliction Page.
  4. Click the Edit button under Set Auto Deconfliction.
  5. Select Organization as the Auto Deconfliction level.
  6. Click the Update button to save the configuration.

Setup Auto Deconfliction at the Department Level

When Auto Deconfliction is enabled at the Department Level, the system automatically evaluates records, including Cases, Subjects, Forms, and other record types, whenever they are created or updated. The users within the selected Department receive notifications for matching record results associated with active investigations. Whereas the other users from different department won’t receive any notification.

Steps:

  1. Navigate to Administration.
  2. Click on Information Sharing – Collaboration.
  3. The Deconfliction page will be displayed, Select Auto Deconfliction Page.
  4. Click the Edit button under Set Auto Deconfliction.
  5. Select Department as the deconfliction level.
  6. A department dropdown list will be displayed. Select the required department to configure deconfliction.
  7. Click the Update button to save the configuration.

Setup Auto Deconfliction at the Role Level

When Auto Deconfliction is enabled at the Role Level, the system automatically evaluates records, including Cases, Subjects, Forms, and other record types, whenever they are created or updated. Role Level Auto Deconfliction allows notifications to be restricted to users assigned to specific roles within a selected department. To configure Role Level Deconfliction, a department must first be selected, followed by one or more roles within that department.

Only users assigned to the selected roles within the chosen department receive notifications for matching deconfliction results associated with active investigations. Users belonging to the same department but assigned to different or unselected roles will not receive any deconfliction notifications.

Steps:

  1. Navigate to Administration.
  2. Click on Information Sharing – Collaboration.
  3. The Deconfliction page will be displayed, Select Auto Deconfliction Page.
  4. Click the Edit button under Set Auto Deconfliction.
  5. Select Department as the deconfliction level.
  6. A department dropdown list will be displayed. Select the required department to configure deconfliction.
  7. Select Roles as the deconfliction level.
  8. A roles dropdown list will be displayed. Select the required roles to configure deconfliction.
  9. Click the Update button to save the configuration.

Setup Auto Deconfliction at the User Level

When Auto Deconfliction is enabled at the User Level, the system automatically evaluates records, including Cases, Subjects, Forms, and other record types, whenever they are created or updated. User Level Auto Deconfliction allows notifications to be restricted to selected users assigned to specific roles within a selected department. To configure User Level Deconfliction, a department must first be selected, followed by one or more roles within that department, and then one or more users.

Only the selected users assigned to the chosen roles within the selected department receive notifications for matching deconfliction results associated with active investigations. Users belonging to the same department but assigned to different or unselected roles, as well as unselected users, will not receive any deconfliction notifications.

Steps:

  • Navigate to Administration.
  • Click on Information Sharing – Collaboration.
  • The Deconfliction page will be displayed , Select Auto Deconfliction Page.
  • Click the Edit button under Set Deconfliction.
  • Select Department as the deconfliction level.
  • A department dropdown list will be displayed. Select the required department to configure deconfliction.
  • Select Roles as the deconfliction level.
  • A roles dropdown list will be displayed. Select the required roles to configure deconfliction.
  • Select Users as the deconfliction level.
  • A users dropdown list will be displayed. Select the required roles to configure deconfliction.
  • Click the Update button to save the configuration.

Deconfliction Configuration

The Deconfliction Configuration module allows administrators to configure where and how deconfliction is applied within the system. Deconfliction templates can be created at four levels: Organization, Department, Role, and User Level.

Using these configurations, administrators can define deconfliction rules across multiple record types and assign confidence scores to attributes to determine potential matches during the deconfliction process.

Deconfliction can be configured for modules such as Cases, Subjects, Forms, Tips & Leads, OWLDocs, and other supported record types.

Deconfliction settings can also be applied to templates created through the Template Builder, enabling standardized matching rules across custom templates and record structures.

Steps to Access Deconfliction Configuration:

  1. Navigate to Administration.
  2. Click on Information Sharing – Collaboration.

  3. The Deconfliction page will be displayed, Select Deconfliction Configuration

 

Configuration Level Selection

This section allows users to load deconfliction configurations saved at different levels. Based on the selected Configuration Level, the corresponding saved template is loaded into the Global Deconfliction Settings, Deconfliction Configuration, and Template-Based Deconfliction Configuration sections.

By default, the Organization Level configuration is displayed.

Steps for Configuration Level Selection:

  • Navigate to Administration.
  • Click on Information Sharing – Collaboration.
  • The Deconfliction page will be displayed, Select Deconfliction Configuration.

  • Select the required Configuration Level:

    -> Organization Level – The saved organization-level template is loaded.

    -> Department Level – Select the required department from the dropdown menu.

    --> Role Level – Select the required role from the dropdown menu.

         -->User Level – Select the required user from the dropdown menu.

  • Click on Load.

Global Deconfliction Settings

Global Deconfliction Settings allow administrators to create deconfliction templates and configure matching rules across different record types. These settings help identify duplicate or related records by comparing selected attributes and calculating matching confidence scores.

These settings help:

  • Standardize deconfliction across the platform.
  • Improve duplicate and related record detection.
  • Increase the accuracy of match results.
  • Reduce duplicate data entries.
  • Support automated deconfliction processing.

Fields in Global Deconfliction Settings

Template Type Level – Configuration Level

  • Defines the level at which the deconfliction template is created, such as Organization, Department, or User level. This helps apply different deconfliction settings for different levels.

Template Name – Template Name to be assigned for Deconfliction

  • Specifies the name of the deconfliction template. This helps identify and manage the template easily.

Toggle for Consider Auto Increment Fields For Deconfliction

  • Allows Auto Increment fields from Template Builder to be included in deconfliction. This helps compare records using system-generated incremental values.

Toggle for Consider Boolean And Number For Deconfliction

  • Includes Number and Boolean fields in the deconfliction process. This improves matching accuracy using numeric and true/false values.

Max Distance For Geo Location (Miles)

  • Defines the distance range used for address-based deconfliction. For example, if the value is set to 1 mile, records within 1 mile of the source address are considered for deconfliction. This helps identify records located near the source address.

Boost Score

  • Boost Score increases the importance of selected attributes during confidence score calculation. Higher the Boost Score, more accurate the matching confidence score calculation will be. This helps improve matching accuracy by giving higher priority to important fields.

Deconfliction Configuration

The Deconfliction Configuration section allows administrators to define how records are compared and matched across different modules in the system. It helps identify possible duplicate, related, or overlapping records based on selected field values and configured confidence levels.

Configuration Options:

Confidence Score

  • The Confidence Score slider allows users to define the importance of each field in the deconfliction process.
    • Score range: 1 to 10
    • Lower score indicates lower matching priority
    • Higher score indicates stronger matching priority

Match Threshold

  • The Match Threshold defines the confidence level required for a field to qualify as a potential match.
    • Available threshold levels include:
      • Low Confidence
      • Medium Confidence
      • High Confidence

Consider All Fields for Deconfliction

  • When enabled:
    • All fields in the selected record type are automatically included in the deconfliction process
    • Individual field-level settings are overridden

Operator Type

  • The Operator Type controls how the selected fields are evaluated during deconfliction.
    • Available options:
      • In – Includes selected fields in the deconfliction process
      • Not In – Excludes selected fields from the deconfliction process

Configuration Summary

  • The Configuration Summary section displays the total number of fields currently selected for deconfliction.

Common Steps to Configure Deconfliction

  1. Navigate to the Deconfliction Configuration page.
  2. Select the required module tab.
  3. Enable the required fields using the checkbox beside each field.
  4. Adjust the Confidence Score slider for each field.
  5. Review the displayed Match Threshold level.
  6. Use Select All to enable all fields if required.

Case Configuration

The Case Configuration section allows users to configure which case-related fields should be considered during the deconfliction process.

Case Configuration Components

  • Notes - The Notes field is used to compare note content between records.
  • Case Name - The Case Name field is used to compare case titles or names between records.
  • Case Number- The Case Number field helps identify records with matching or similar case numbers.

Subject Configuration

The Subject Configuration section allows users to configure which subject-related fields should be considered during the deconfliction process.

Subject Configuration Components

  • Subject Name - The Subject Name field is used to compare subject names between records.
  • Subject Number - The Subject Number field helps identify records with matching or similar subject numbers.

OWLReport Configuration

The OWLReport Configuration section allows users to configure which OWLReport-related fields should be considered during the deconfliction process.

OWLReport Configuration Components

  • Report Name - The Report Name field is used to compare report names between records.
  • Report Data - The Report Data field helps identify matching records based on report content.

Forms Configuration

The Forms Configuration section allows users to configure which form-related fields should be considered during the deconfliction process.

Forms Configuration Components

  • Form Template - The Form Template field helps identify records created using the same template.
  • Form Name - The Form Name field is used to compare form names between records.

OWLxtract Results Configuration

The OWLxtract Results Configuration section allows users to configure which OWLxtract result fields should be considered during the deconfliction process.

OWLxtract Results Configuration Components

  • Text Found - The extracted text data obtained from OWLxtract is considered during the deconfliction process.

OWLDocs Configuration

The OWLDocs Configuration section allows users to configure which uploaded document-related fields should be considered during the deconfliction process.

OWLDocs Configuration Components

  • Keywords - Documents tagged with keywords during file upload are considered during the deconfliction process.

Tips and Leads Configuration

The Tips and Leads Configuration section allows users to configure which Tips and Leads-related fields should be considered during the deconfliction process.

Tips and Leads Configuration Components

  • Tips Form Template - This field helps identify records created using the same Tips and Leads template.
  • Tips Form Name - This field is used to compare Tips and Leads form names between records.

OWLVault Configuration

OWLVault has a similar design and user interface as OWLDocs. The primary difference is that the OWLVault page displays files that have already been imported, extracted, translated, or identified in OWLDocs and are no longer in uploaded status.

The OWLVault Configuration section allows users to configure which OWLVault-related fields should be considered during the deconfliction process.

OWLVault Configuration Components

  • User Import Values - The extracted data obtained from OWLImport is considered during the deconfliction process.
  • User Import Values – Location - The extracted location data obtained from OWLImport is considered during the deconfliction process.

Templates Configuration

The Templates Configuration section allows users to configure which template-related fields should be considered during the deconfliction process.

Templates Configuration Components

  • Templates - This field helps identify records created using the same template.

Search Configuration

The Search Configuration section allows users to configure which search-related fields should be considered during the deconfliction process.

Search Configuration Components

  • Search Criteria - This field helps identify records with similar search criteria used by other users.

Global Custom Fields Configuration

The Global Custom Fields Configuration section allows users to configure which Global Custom Field-related fields should be considered during the deconfliction process.

Global Custom Fields Configuration Components

  • Global Custom Fields - This field helps identify records created using Global Custom Fields.

Organization Custom Fields Configuration

The Organization Custom Fields Configuration section allows users to configure which Organization Custom Field-related fields should be considered during the deconfliction process.

Organization Custom Fields Configuration Components

  • Organization Custom Fields - This field helps identify records created using Organization Custom Fields.

Template-Based Deconfliction Configuration

The Template-Based Deconfliction Configuration section allows users to include templates created in the Template Builder for the deconfliction process. Templates from all record types can be selected and configured for match analysis.

Template Selection - Users can select the required templates from the Template Builder system to include them in the deconfliction process.

Features available in this section include:

  • Displays templates from all record types
  • Shows templates with both Enabled and Draft status
  • Allows users to select the required templates for deconfliction
  • Supports filtering templates based on template type and status
  • Allows users to enable templates using the checkbox beside each template

Filter Options

Users can filter templates using the following options:

  • Select Template Type - Allows users to filter and view templates based on the selected template type.
  • Select Template Status - Allows users to filter templates based on their current status, such as Enabled or Draft.

Quick Actions

  • Select All Active - The Select All Active option automatically selects all active templates currently displayed in the grid based on the applied filters and visible rows.

Create a Deconfliction Template

Users can create deconfliction templates at different configuration levels such as Organization, Department, Role, or User.

Follow the steps below to create a deconfliction template:

  1. Select the required Configuration Level:
    • Organization – Loads the default organization-level deconfliction configuration.
    • Department – Select the required department from the dropdown.
    • Role – Select the required role from the dropdown.
    • User – Select the required user from the dropdown. Only one user can be selected at a time.
  2. Click Load to open the selected configuration.
  3. Update the template name in the Global Deconfliction Settings section.

  4. Configure the required deconfliction settings for different record types.

  5. Select the required templates from the Template-Based Deconfliction Configuration section.

  6. Click Save Configuration to save the deconfliction template.

Delete Template

After loading the required deconfliction template, click Delete Template to remove the template from the system.