Investigations often require collaboration with external agencies, contractors, vendors, or partner organizations. These collaborators need access only to the work assigned to them rather than the entire investigation.
The Information Sharing Collaborator Portal provides secure, role-based access that enables external users to complete assigned work while protecting sensitive investigative information.
The Information Sharing Collaborator Portal provides a secure, simplified workspace for external collaborators who have been assigned investigation-related tasks or events. It enables partner agencies, contractors, or external investigators to participate in investigations without providing access to the full OWL platform or sensitive case information.
This helps organizations across multiple industries to...
- Assign inspection, survey, or investigation tasks to external adjusters, vendors, and partner organizations.
- Allow external collaborators to securely upload supporting documents and update task progress.
- Assign investigative activities to partner agencies and external investigators.
- Enable collaborating officers to securely share evidence and investigation updates while maintaining controlled access to case information.
Collaborators can view their assigned tasks and scheduled events, update task progress, upload supporting documents, and add notes where permitted. They can also access their assignments through the Task Dashboard, Calendar View, and Agenda View, allowing them to monitor upcoming work and scheduled activities from a single interface.
Access is limited to only the tasks and events explicitly assigned to the collaborator. Information Sharing Collaborators cannot create, edit, reassign, or delete tasks and events, ensuring that investigative data remains secure while enabling efficient collaboration between organizations.
Information Sharing Collaborators can:
- View tasks assigned to them.
- Update the progress and status of assigned tasks (based on their permissions).
- Upload supporting documents and attachments.
- Add notes to assigned tasks (if enabled).
- View scheduled events assigned to them.
- Access assigned tasks and events through the Task Dashboard, Calendar View, and Agenda View.
- View event details, including date, time, participants, and related information.
Information Sharing Collaborators cannot:
- Create new tasks.
- Create or schedule events.
- Edit or delete tasks or events.
- Reassign tasks.
- Modify assignments made by other users.
- Access cases, records, or investigations that have not been explicitly shared with them.
Information Sharing Collaborator accounts are created and managed by an Administrator. Once an account has been configured and the required tasks or events have been assigned, collaborators can sign in using their assigned credentials.
Profile & Notifications
Information Sharing Collaborators can access their profile by clicking their profile icon in the top-right corner of the portal.
From the Profile page, collaborators can:
- View their basic profile information, including name, username, email address, phone number, language, timezone, role, and license type.
- View the department or organization to which they belong.
- Change their account password from the Security Policies tab.
- View Web UI notifications generated for their assigned tasks and events, if notifications have been enabled by the organization's administrator.
Note: Collaborators can view their profile information and update their password but cannot modify other account details. Notifications are displayed only when they have been configured and enabled by an administrator.
Task Dashboard
The Task Dashboard displays only the tasks assigned to the logged-in collaborator, providing a centralized view of their assigned work and current progress.
The summary cards at the top of the Task Dashboard provide a quick overview of the collaborator's assigned workload and help them identify tasks that require attention.
The dashboard includes the following summary cards:
- Assigned to Me – Displays the total number of active tasks currently assigned to the logged-in collaborator.
- High Priority – Displays the number of assigned tasks marked with a High, Urgent, or Immediate priority that require prompt attention.
- Due This Week – Displays the number of assigned tasks that are due within the current week, helping collaborators monitor upcoming deadlines.
- Completed – Displays the total number of assigned tasks that have been completed by the collaborator
From the Task Dashboard, collaborators can:
- View all tasks assigned to them.
- Monitor task status, progress, priority, and due dates.
- Open a task by clicking the Task Name to access the Task Dossier.
Task Dossier
The Task Dossier serves as the primary workspace for Information Sharing Collaborators to view and update the tasks assigned to them. It provides a centralized view of task information, enabling collaborators to track progress, upload supporting documents, and record updates while working on assigned activities.
Collaborators can open the Task Dossier by selecting the Task Name from the Task Dashboard, Calendar View, or Agenda View.
Note: Collaborators can access only the Task Dossiers for tasks assigned to them.
Task Dossier Overview
The header of the Task Dossier provides a summary of the assigned task, allowing collaborators to quickly review key information before updating their work.
The header displays:
| Field | Description |
|---|---|
| Task Name | Name of the assigned task. |
| Status | Current task status (for example, To Do, In Progress, or On Hold). |
| Priority | Priority assigned to the task. |
| Task Owner | User responsible for managing the task. |
| Assigned To | Collaborator assigned to complete the task. |
| Due Date | Scheduled completion date. |
| Progress | Current task completion percentage. |
If the task is associated with a Case or Subject, the linked records are also displayed for reference.
Available Sections
Information Sharing Collaborators have access to the following sections within the Task Dossier.
Task Description
Displays the purpose, objective, and detailed description of the assigned task.
Task Details
Displays general task information, including:
- Task Owner
- Assigned To
- Department
- Created By
- Created On
- Last Updated By
- Last Updated On
This information is available for reference only.
Steps
Displays all configured task steps (subtasks) and their current status.
Each step includes:
- Step number
- Step name
- Current status (Not Started, In Progress, or Completed)
- Mark Complete action (when applicable)
This section helps investigators monitor the completion of individual milestones within the task.
Reminder
Displays the reminder settings configured for the task, including:
- Reminder Date
- Reminder Frequency
- Repeat Reminder
- Reminder Start Date
- Reminder End Date
- Reminder Time
These settings help ensure important tasks are completed within the required timeframe.
Progress Tracking
The Progress Tracking section allows collaborators to record the work completed on their assigned task.
Collaborators can update progress by:
- Clicking Update Progress from the Task Dossier header.
- Updating progress directly from the Progress Tracking section.
They can:
- Update the completion percentage.
- Add progress notes describing completed work.
- View previous progress updates.
Each progress update records:
- Progress percentage
- User who made the update
- Date and time
- Progress notes
Note: Collaborators cannot change the task status to Completed or Done. Only the Task Owner or an Administrator can complete a task.
Related Work
The Related Work section displays other investigation activities associated with the current task, providing additional context and visibility into related work items.
If the task is linked to a Case or Subject, this section displays other tasks and events associated with the same record. This helps investigators understand related activities, avoid duplicate work, and monitor the overall progress of the investigation.
Related work may include:
- Tasks
- Events
For each related record, the following information is displayed:
- Record Type
- Name/Title
- Attached With (Case or Subject)
- Status
- Due Date or Event Date
- Available Actions
Selecting View opens the corresponding record, allowing users to review its details and monitor related investigation activities from a single location.
This section helps investigators understand how the task relates to other investigation activities.
Files
The Files section stores documents and attachments related to the assigned task.
Supporting documents can be uploaded in either of the following ways:
- Click Add to Task from the Task Dossier header and upload the required document.
- Upload files directly from the Files section by selecting Upload File.
Collaborators can:
- Upload supporting documents.
- View uploaded files.
- Download attachments.
Note: Collaborators cannot edit, replace, or delete uploaded documents.
Notes
The Notes section allows collaborators to document updates related to the assigned task.
Notes can be added in either of the following ways:
- Click Add to Task from the Task Dossier header and select Add Note.
- Add a note directly from the Notes section by clicking + Note.
Collaborators can:
- View existing notes.
- Add new notes.
Note: Collaborators cannot edit or delete notes created by other users.
Note: Information Sharing Collaborators can only access the Task Dossier for tasks assigned to them. Within the Task Dossier, they can update task progress, add notes, and upload supporting documents based on their assigned permissions. They cannot edit task details, reassign tasks, or mark tasks as Completed.
Event Dashboard
The Event Dashboard displays only the events assigned to the logged-in collaborator.
From the dashboard, collaborators can:
- View scheduled meetings, interviews, or other assigned events.
- Review event details such as the date, time, location, participants, and description.
- Open an event to view additional information.
View an Event
After an event has been created, users can open the View/Edit Event page to review event information and, if permitted, update the event throughout its lifecycle.
To open an event:
- Navigate to Tasks & Calendar.
- Select the Events tab.
- From the Event Dashboard, click the Event Name.
- The View/Edit Event page opens, displaying all information associated with the selected event.
The View/Edit Event page provides a centralized view of the event, including:
- Basic event information
- Date and time details
- Participants
- Linked Cases and Subjects
- Event details (visibility, location, meeting link, priority, and status)
Note: Information Sharing Collaborators have view-only access to events. They cannot create, edit, cancel, or reschedule events.
Calendar View
The Calendar View provides a visual representation of the collaborator's assigned tasks and scheduled events based on their due dates and event schedules.
Collaborators can:
- View upcoming tasks and events in a calendar layout.
- Switch between available calendar views (such as Today, Weekly, Monthly, and Yearly).
- Select a task or event to view its details.
Calendar Indicators
The Calendar View uses color-coded indicators to distinguish between different types of scheduled items:
- 🟢 Green – Tasks
- 🟠 Orange – Events
- 🔴 Red – Cancelled Events
These visual indicators help users quickly identify tasks, scheduled events, and cancelled events while managing their workload.
How to View Tasks & Events
The Calendar View displays only the tasks and events assigned to the logged-in collaborator.
View a Task
- Open the Calendar View.
- Select a task from the Calendar or Upcoming Tasks & Events panel.
- Click Open Full Record to open the Task Dossier and view task details, update progress, upload documents, or add notes (based on permissions).
View an Event
- Open the Calendar View.
- Select an event from the Calendar or Upcoming Tasks & Events panel.
- Click Open Full Record to view the event details.
Note: Information Sharing Collaborators have view-only access to events and cannot edit or cancel them.
Note: Only tasks and events assigned to the logged-in collaborator are displayed.
Agenda View
The Agenda View displays assigned tasks and scheduled events in chronological order.
Collaborators can:
- View upcoming assignments grouped by date.
- Expand or collapse date sections.
- Open task or event details directly from the agenda.
- Track upcoming work using a timeline-based list.
View Task Details
- Open the Agenda View.
- Expand the required date section.
- Select the desired Task and click on it.
- The selected task information is displayed in the Details panel on the right side.
- Review the task summary displayed in the list.
- Click the Open Full Record to open the Task Dossier and view complete task information.
View Event Details
- Open the Agenda View.
- Expand the required date section.
- Select the desired Event and click on it.
- The selected Event information is displayed in the Details panel on the right side.
- Review the event summary displayed in the list.
- Click the Open Full Record to open the View Edit Event Page and view complete task information.
Note: The Agenda View displays only the tasks and events assigned to the logged-in collaborator.