Create and Manage Subjects

Complete subject details can be found within the View Subject Dossier action item within the View- Edit Subject page.  All associated Templates, OWLdocs, Subject Notes, Global/Custom Attributes, Subject Forms, Information Sharing, Tips & Leads, Reports, Audit Logs, and Monitoring will be displayed.

Steps to View Subject Dossier:

1. Hover over Case Management.
2. Hover over Subjects.
3. Click View-Edit.
4. Click the Subject name, or select the Action menu icon in the Action column for the relevant subject, then choose View Subject Dossier. The Subject Details will open within a new tab.

Subject Dossier Section Descriptions

Subject Overview

The Subject Overview provides a high-level summary of the Subject and serves as the primary landing page within the Subject Dossier. It presents essential information about the Subject, including the Subject Name, Subject Type, Subject Category, Status, Owner, Department, Access Rights, Created Date, and Last Activity Date. The Overview also displays summary counts for Records (Forms, Tips and Leads, Reports, etc.), Tasks, Documents, and Searches associated with the Subject, allowing users to quickly assess the Subject's overall activity and related information. These fields are configurable and can be customized to meet the specific requirements of an organization.

Compliance indicators are displayed prominently within the Subject Overview to provide immediate visibility into the compliance controls applied to the Subject. Depending on the organization's configuration, these indicators may include Retention Policies, 28 CFR Part 23 compliance, Legal Hold, Data Access Rights, Juvenile Record restrictions, Restricted Access, and other organization-specific governance or regulatory settings.

Users with the appropriate permissions can edit Subject information directly from the Subject Overview by selecting the Edit icon. However, only the Subject Label, Subject Type, and Status can be modified from this page. All other Subject properties are read-only within the Overview.

Link To Case

The Link to Case feature allows investigators to associate the current Subject with an existing Case. Linking a Subject to a Case centralizes related information, making it easier to manage investigations and access all relevant records from a single location.

To link a Subject, click the Link to Case button in the Subject Dossier. This opens the Attach to Record dialog, where users can select a Case from either the My Cases tab, which lists the Cases they own or have created, or the Collaborated Cases tab, which displays the Cases they have access to through collaboration. A search box is also provided to quickly locate a specific Case by searching the available list.

After selecting the appropriate Case, click Save to establish the association. Once linked, the Subject becomes accessible from the selected Case, enabling investigators to efficiently navigate between related records and maintain a complete view of the investigation.

Once a Subject is successfully linked to a Case, the associated Case Number and Case Name is displayed in the Subject Overview. Investigators can click the Case Number to open the linked Case Dossier, providing quick access to the Case and enabling seamless navigation between the Subject and its associated investigation.

Recent Activity - Audit Logs

The Recent Activity – Audit Logs section provides a chronological record of all significant activities performed on the Subject. It enables investigators and administrators to review changes made to the Subject, monitor user actions, and maintain a complete audit trail throughout the Subject's lifecycle.

The audit log captures events such as Subject creation, updates to Subject information, changes to compliance settings, users opening or viewing the Subject, linking the Subject to a Case, and other system-generated activities. Each entry includes the date and time of the action, the user who performed it, and a description of the activity, providing complete visibility into the Subject's history.

Subject Details

If an added template is available, it will appear here or can be attached as needed. 

Add a Subject Template:

1. Click Add Subject Template from Library, available Inside Subject Records(s) container. A pop-up window will display all available subject templates.
   
   
2. After adding the template, fill in the required fields and click Save Template to Subject to finalize. 

Once saved, the template details can be edited but cannot be deleted.

Subject-Level Records

Notes

This is the section where the Subject notes can be added and can be viewed or edited later. Multiple Notes may be added to a Subject.

Add Notes:

1. Click on the Add To Subject button in the header or directly click Add Notes from the Notes section.
   
2. Select Note. A pop-up will open to add a Add Note
   
3. Enter the required fields such as:

• Note Title
• Note Type – Select the appropriate Note Type from the available list. 
• Sensitivity – Select a sensitivity classification created by the Administrator or Super Administrator. 
• Note Sub Type – Select a Sub Note Type if configured for the selected Note Type.

If the selected Note Type is associated with a Note Template, the template structure and fields will automatically be displayed, allowing users to enter information in a predefined format

If the selected Note Type is not associated with a template, users can manually enter the note details and description in the provided text area.

4. After entering all required details, click the Save button to create the Note successfully.
   

   When a note is created using a template, the template content is displayed in the expanded view of the note. If the content exceeds the available display area, it is presented within a scrollable section to ensure all template data can be viewed.
   

   From the Subject Dossier page, users can manage existing notes. 

   • Click the Action button next to the desired note and choose Edit to modify the note details or Delete to remove the note.

     

Subject Tasks

Tasks are the work assignments provided to individuals by the Subject Owner or by supervisors or administrators. The Tasks that are attached to the Subject will be shown under the specific Subject Tasks section. The number of Tasks attached to the Subject is displayed in the section header.

Add Task: 

1. Click on the Add To Subject button from the header then click Task, or directly click on the Add Task button from Tasks section. This will open a Add Task window. 
2. Provide all the Task mandatory details like Task Name, Owner, Department, Assign To, Task Status, Due Date. 
3. Once all the Task details are filled provide the Task notes and Steps. 
4. Provide any Task reminder for the notification to assign to users. 
5. Click on Add Task button to create Task. 

The Task will be created and attached to the Subject, and it will appear in the Tasks section.

The Task can be accessed from the Subject Dossier and viewed by selecting the View Task option from the Action menu.

It can also be detached from the Subject using the Detach Record option.

Attach Task: 

1. Click on the Attach Task button. This will show the popup with all the unlinked Tasks belongs to you. 
2. You can choose any Task and click on the Attach button to attach the task successfully to the Subject.

Subject OWLdocs

All Subject documents and files can be uploaded to the system and associated with the Subject from this section. The section header indicates the number of documents attached.

Steps to upload new documents to Subject: 

Document can be uploaded in 2 ways; from the header, or from the OWLdocs section.

From the Header:

1. Click on the Add To Subject button.
2. Click on the Upload Doc button. This will open Upload File(s) window.

3. Click the Browse Files button. A file selection popup will appear. 
4. Choose one or multiple files (up to 10) from your system, then click Open. The selected files will appear in the OWLdocs container, awaiting additional information before uploading. 
5. Enter all required details as prompted by the system, then click Save. If no existing file has the same name, the selected files will be successfully uploaded to the system and attached to the subject.

From OWLdocs section:

1. Click the Upload Doc button. A file selection popup will appear. 
2. Choose one or multiple files (up to 10) from your system, then click Open. The selected files will appear in the OWLdocs container, awaiting additional information before uploading. 
3. Enter all required details as prompted by the system, then click Save. If no existing file has the same name, the selected files will be successfully uploaded to the system and attached to the subject.

Subject Forms

This container displays all forms associated with the Subject. It provides functionality to attach or detach existing forms, as well as create new ones. Full details of each form can be viewed and updated directly within this container.

The count of the number of forms attached to the Subject is displayed in the container header.

Attach Form:

1. Click the Attach Form button located on the right side of the container header. A pop-up will appear displaying all forms that are unlinked from other cases or subjects and belong to the same department as the subject.
2. Select the desired Form.
3. If you wish to preserve the form's compliance settings instead of applying the Subject's compliance settings, select the Retain the form compliance and status flag option before attaching.
4. Click the Attach button. 

Once the form is successfully attached, a confirmation message will appear on the screen.

Add New Form:

1. Click the Add To Subject button located on the header or directly Add Form from Forms section.
2. Click on Form. A pop-up window will appear for adding a new form.
   
3. Select the Form template from the available template list by clicking on the Select Template from Library.
4. Complete all required and optional fields as needed.
5. Click the Create Form button to proceed. The new form will be created and automatically linked to the subject.

Once the form is successfully attached, a confirmation message will appear on the screen

Subject Reports

The investigation reports or any subject related reports can be attached to the case from this container. 

Add New Report to Subject:

1.  Click on the Add Report button. This will open a Add report window.

2. Provide Report Name, Report Owner, Department and Status. 
3. Add compliances, if required. 
4. Add Report notes, if desired.
5. Click on the Create Report button. Now the report will be created and will be shown inside the report container. 

The report can be viewed in a separate Tab by clicking on the View Report Dossier option in the action menu. 

The report can be detached from the Subject using the Detach record option. 

The report status can be clicking on the Edit Status option.

Attach Report:

To attach an existing Report to a Subject, follow these steps: 

1.  Click on the Attach Report button. This action will initiate the process for linking an existing report to the selected case. A popup window will appear on the screen. This window will display all orphan reports from the same department, allowing you to browse through the available options.
2. From the list shown, select the Report you wish to attach to the Subject. Ensure that you choose the most 
       relevant Report for the ongoing Subject work. 
3. Click on the Attach button to confirm your selection. Once attached, the chosen report will be successfully linked to the Subject and will be displayed within the Report container for easy access and reference. 

Subject OWL Imports Records  

This section shows all the OWL vault processed files that are linked to the subject. 

To see all the imported records from the file, simply click on the file name. This will open the file information in tabular view.

The file can be opened in a separate tab from the action menu “View OWL Import Records” option. 

Subject Tips

This container displays all Tips associated with the subject. It provides functionality to attach or detach existing Tips. Full details of each Tips can be viewed and updated directly within this container.

The count of the number of Tips attached to the subject can be seen on the container header.

Attach Tip:

1. Click the Attach Tips button located on the right side of the container header. A pop-up will appear displaying all Tips that are unlinked to other cases or subjects and belong to the same department as the case. 
   
2. Select the desired Tips and click the Attach button. If you wish to preserve the Tip's compliance settings instead of applying the Case’s compliance, check the Retain the Tips Compliance and Status option before attaching. 

Once the Tips is successfully attached, a confirmation message will appear on the screen. 

Subject Deconfliction

The Deconfliction section helps users identify overlapping investigations, related records, and potential conflicts across departments, improving collaboration and reducing duplicate investigative efforts. It displays all potential conflicts or matches identified through the automated deconfliction process. These matches are generated by comparing case records and associated data against existing records, searches, and activities across the organization. 

The container header displays the total number of deconfliction matches found for the subject.

Viewing Deconfliction Results:

• Expand the Deconfliction section. If matches are found, they will be displayed in a table containing details about each deconfliction result.

Deconfliction Fields:

• Record – The source record that generated the deconfliction match. This may be a case, OWLDoc, report, form, tip, or other supported record type associated with the case.
• Ownership Role – Indicates the user's relationship to the matched record:
  • Owner – The record belongs to the current user.
  • Collaborator – The record belongs to another user with whom the current user has collaboration access.
• Conflict Direction – Indicates how the deconfliction match was identified:
  • Found By You – The current user's record matched an existing record.
  • Found Against You – Another user's record matched against the current user's record.
• Other Party – Displays the entity responsible for identifying the match. For Auto Deconfliction results, this value is displayed as System Auto Match.
• Other Department – Displays the department associated with the matched record. If records from multiple departments are involved, the value is displayed as Multiple Departments; otherwise, the specific department name is shown.
• Timestamp – The date and time when the deconfliction match was identified.

Subject Level Connector Searches

The Subject Level Connector section within the Subject Dossier is a dedicated container that compiles detailed 
information about all searches performed under the Subject. It displays retrieved data from various sources in a structured, tabular format, allowing users to easily review and analyze the information for investigation 
purposes. 

For example, the above screenshots show all the OWL products selected for the search. When an OWL product is selected to query (such as OWL Cases, OWL Tips, OWL Forms, OWL docs, and OWL vault), they are listed under the Datasource/Vendor of "OWL."

The count next to the label name of each data source defines the number of records or identities found matched to the search criteria (in the above example, "5123334444"). 

Each data sources can further expanded to show all the Identities. For example, expanding the OWL Cases 
data source shows the records found under it.

Subject Monitoring

This shows all the recurring re-run query tasks for the defined searches, according to the specific date and time schedule(s) defined by the users working the Subject.

• The Repeat column defines the frequency of the re-run schedule. 
• Start and End Dates define the scheduler life cycle. On the End Date, the scheduler will be expired and inactive. 
• The Status flag shows green when the Task is active. 
  Yellow flag means paused by the user manually, which can be done from the action menu. 
  Red flag means the Task is expired or deleted. 
• Every time the monitoring task is executed, the latest search details will get updated only if there are any differences found between the new and the previous search data. 

Subject Query Logs

This container shows all the data query searches that are performed under this Subject.

Subject Compliance

Subject compliance settings are displayed at the top of the Subject Dossier and indicate which compliance controls are currently applied to the subject. Depending on the organization's configuration, these may include Retention Policies, 28 CFR Part 23, Legal Hold, Data Access Rights, Juvenile Records, Restricted Access, and other compliance-related settings.

Launch Subject Data Visualization

Launching the Subject Data Visualization will provide a robust view of your subject details.  This is a great tool to utilize to view subject-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 subject data a seamless action.

Steps to Launch Subject Data Visualization:

1. Hover over Case Management.
2. Hover over or click Subjects.
3. Click View-Edit.
4. Click the action menu under the Action column for the relevant subject.
5. Click Launch Data Visualization. A new tab will open.

All the query searches performed under the Subject will be shown on this screen with different views such as Link Analysis, Tabular View, Geospatial View, and Timeline View.

The Data Visualization option available in the Subject Dossier header allows investigators to visualize all records and information associated with the current Subject in multiple interactive views. This enables users to analyze relationships, review search results, and identify patterns without leaving the Subject Dossier.

Edit Subject Status

The Subject Status field represents the current state of a Subject within the OWL platform. It is a mandatory field that must be selected during both the creation and update of a Subject record. This ensures consistent tracking and classification of Subjects throughout their lifecycle.

There are two ways a subject status can be edited:

• From the view subject dossier page.
• From the view-edit subject page.

Steps to update the status from the View Subject Dossier page:

1. Go to Case Management > Subject > View-Edit subject. All the Subjects will be shown on the screen.
2. Click on the Action menu of any of the Subjects.
3. Click on the View Subject Dossier option. The Subject will be open in a new tab where all Subject details and information can be viewed.

4. Now click on the Edit button right corner of the Subject details. The Subject detail will be open in edit mode.

5. Go to the Subject status drop-down and change the status.
6. Click on the Save button to save the subject.

Steps to update status from the View-Edit Subject page:

1. Go to Case Management > Subject > View-Edit subject. All the Subjects will be shown on the screen.
2. Click on the Action menu of any of the Subjects.
3. Click on the Edit Status option. Now the Subject Status will be shown as a dropdown on the same table.

4. Select a new Subject Status from the dropdown.
5. Click on the Save button on the action menu. The Subject Status will be updated. 

Attach/Detach Subject

A Subject can act as a child record of a Case. It can be linked (attached) to a Case or unlinked (detached) if already associated. Note that a single Subject cannot be attached to more than one Case at the same time.

Steps to Attach or Detach a Subject:

1. Navigate to Case Management > Subject > View/Edit Subject. The list of all available Subjects will be displayed.
2. Click the Action menu for the desired Subject. If the Subject is not already linked to a Case, you will see the Attach to Record option.
3. Select Attach to Record. The Attach to Record pop-up window will appear with a Case dropdown list.

The dropdown will display all Cases within the same department as the Subject.

After selecting the case, the “Retain the Subject compliance and status” flag will be enabled. 
This flag is to set the priority of the subject compliance over the parent Case compliance. 
If the flag is not selected, the compliance settings defined for the Case will be applied to the Subject as well.

4. Choose the desired Case and click the Save button.
5. The Subject will now be linked to the selected Case, and the associated Case Name will appear in the corresponding column.

Similarly, for detaching the Subject from the Case, click on the “Detach Record” option available inside the action menu for the Subjects linked to the Case already.

Upon clicking on Detach Record, the confirmation warning message will be displayed on the screen. Clicking on “Yes” will detach the subject from the Case.

If a Subject is no longer associated with a Case, investigators with the appropriate permissions can remove the association directly from the Subject Dossier Overview.

When a Subject is linked to a Case, the Detach Record button is displayed in the upper-right corner of the Subject Overview. Clicking this button removes the association between the Subject and the linked Case.

Once the Subject is successfully detached, the linked Case Number and Case Name are removed from the Subject Overview, and the Subject is no longer associated with that Case. The detachment activity is recorded in the Recent Activity – Audit Logs to maintain a complete audit trail of the Subject's history.