Investigations often require coordinating multiple meetings, interviews, court appearances, deadlines, and recurring activities across different teams and departments. Without a centralized scheduling system, organizations may experience:
- Missed meetings and important deadlines
- Difficulty coordinating participants across teams
- Limited visibility into upcoming investigation activities
- Inconsistent tracking of recurring events
- Event-related documents and notes stored in different locations
- Reduced collaboration and accountability
The OWL Events feature provides a centralized scheduling solution that enables organizations to:
- Maintain a centralized investigation calendar
- Schedule and track investigation milestones and deadlines
- Coordinate meetings, interviews, hearings, and other investigative activities
- Configure recurring events and automated reminders
- Associate events with Cases, Subjects, and other investigation records
- Store supporting documents and investigation notes with each event
- Improve collaboration by managing participants and event ownership
- Maintain a complete audit trail of event-related activities
Events can be created as standalone calendar entries or linked to investigative records such as Cases and Subjects, ensuring all scheduled activities remain connected to the relevant investigation.
Events can be used to schedule meetings, interviews, court hearings, reminders, training sessions, compliance reviews, and other time-sensitive activities. Users can define event participants, configure recurring schedules and reminders, attach supporting documents, and record investigation notes to facilitate collaboration and improve coordination.
The Event Dashboard provides a centralized view of upcoming events, recurring schedules, priorities, participant information, and event status, making it easier to organize and monitor investigation activities.
This allows organizations across multiple industries to...
- Insurance Claims Investigations: Schedule claim review meetings, adjuster interviews, compliance reviews, and policy review deadlines.
- Special Investigation Unit (SIU) Cases: Coordinate fraud review meetings, evidence discussions, and recurring investigation checkpoints.
- Criminal Investigations: Schedule witness interviews, interrogations, court appearances, forensic review meetings, and evidence discussions.
- Multi-Agency Operations: Coordinate meetings, briefings, emergency drills, and other collaborative activities across departments while keeping events linked to the appropriate investigation records.
All events created in the Tasks & Calendar Manager are automatically displayed in both the Calendar View and Agenda View, allowing users to view upcoming events, manage schedules, and track investigation activities from a single interface.
This feature helps investigators, supervisors, and managers stay organized, meet important deadlines, and maintain a complete history of event-related information throughout the investigation lifecycle.
The Events feature is available to users based on their assigned role and permissions.
| Role | Access |
|---|---|
| Administrator | Full access to create, edit, delete, and manage all events across the organization, including organization-wide and departmental calendars. |
| Team Administrator / Supervisor | Can create, manage, and monitor events within their department, schedule events for team members, and update event details based on their assigned permissions. |
| User | Can create and manage their own events, participate in shared events, and view or update events they have permission to access. |
| Information Sharing User | Can view and work on the events assigned to them. |
How It Interacts with Other Features
The Events feature integrates with several OWL modules to provide a centralized scheduling and collaboration experience.
| Feature / Module | How It Integrates |
|---|---|
| Calendar View | All scheduled events are automatically displayed in the Calendar View for date-based scheduling and planning. |
| Agenda View | Events are also displayed in the Agenda View, providing a chronological list of upcoming activities. |
| Case Management | Events can be linked to a Case, allowing investigators to schedule activities such as interviews, hearings, and meetings directly within an investigation. |
| Subjects | Events can be associated with a Subject, making it easy to track activities related to a specific individual, organization, or entity. |
| Task Dossier | Events linked to the same Case or Subject will appear as Related Work, providing investigators with additional context about associated investigation activities. |
| Notifications | Reminder and notification settings automatically notify participants of upcoming events based on the configured reminder schedule. |
Event Dashboard
The Event Dashboard provides a centralized view of all scheduled events, enabling users to monitor upcoming activities, manage schedules, and quickly access event information.
To access the Event Dashboard, navigate to Tasks & Calendar and select the Events tab.
From the dashboard, users can view event summaries, filter events, create new events, and manage existing events from a single interface.
Dashboard Summary Cards
The dashboard displays the following summary cards to provide an overview of scheduled events:
| Summary Card | Description |
|---|---|
| Total | Displays the total number of events available to the user, regardless of status. |
| Today | Displays events scheduled for the current day. |
| High Priority | Displays events marked with a High priority. |
| Recurring | Displays the total number of recurring events. |
| Tentative | Displays events that are currently in the Tentative status. |
| Owners | Displays the total number of unique event owners. |
These summary cards help users quickly identify important events, monitor upcoming schedules, and prioritize their daily activities.
Event Filters
Users can filter events using one or more of the following criteria:
- Search – Search for an event by its title.
- Record Owner – Display events owned by a specific user.
- Department / Team – View events associated with a selected department or team.
- Priority – Filter events based on their priority level.
- Status – Display events by their current status (for example, Tentative, Accepted, Done, Cancelled, or Postponed).
- Start Date – View events scheduled from a specific start date.
- End Date – View events scheduled up to a specific end date.
After selecting the required filter criteria:
- Click Apply Filter to display the matching events.
- Click Reset Filter to clear all applied filters and restore the default event list.
- Click Cancel to close the filter panel without applying changes.
Column Sorting
Users can also sort the Event list by clicking the required column header. Sorting is available in:
- Ascending order.
- Descending order.
This helps users quickly organize events based on the selected column values.
How to Create an Event
- Navigate to Tasks & Calendar.
- Select Events Tab.
- Click + Event.
Enter Event Details
Complete the following sections to configure the event.
1. Basics
Enter the primary information for the event.
| Field | Description |
|---|---|
| Event Name | Enter a name for the event. |
| Event Type | Select the appropriate event category. |
| Owner Name | Select the user responsible for the event. |
| Description | (Optional) Enter additional information about the event. |
2. Date & Time
Specify when the event will occur.
| Field | Description |
|---|---|
| Start Date & Time | Specify the date and time the event begins. |
| End Date & Time | Specify the date and time the event ends. |
| Time Zone | Select the appropriate time zone for the event. |
| Availability | Set your availability as Busy, Available, Tentative, or Out of Office. |
As the event details are entered, the Event Preview panel is automatically updated to display a summary of the scheduled event.
3. Participants
Specify the users or groups who will participate in the event. Participants can be added individually or by selecting a role, department, or the entire organization.
Participants can include:
- Individual Users – Schedules the event only for the selected user(s).
- Roles – Schedules the event for all users assigned to the selected role.
- Departments – Schedules the event for all users belonging to the selected department.
- All Staff – Schedules the event for all users within the organization, regardless of their role, department, or license type.
This flexibility allows event organizers to schedule activities for specific individuals, teams, departments, or the entire organization as needed.
4. Link Event To
Associate the event with investigation records, if required.
Select one of the following options:
- Case – Link the event to a case. Optionally can also create a new Case.
- Subject – Link the event directly to a subject.
- Case and Subject – Link the event to both a case and subject attached to it.
- No Case or Subject – Create the task as a Standalone Event.
Depending on the selected option, additional fields become available.
| Field | Description |
|---|---|
| Select Case | Link the event to a case or optionally can also create a new case. |
| Select Subject | Link the event to a subject. |
|
Related Record (Under Development) |
Associate another related investigation record. |
| Calendar Scope (Under Development) | Choose where the event will appear (My Calendar, Department Calendar, Case Calendar, or Organization Calendar). |
5. Event Details
Configure additional event information.
| Field | Description |
|---|---|
|
Visibility (Under Development) |
Specify who can view the event (Private, Public, Case, Department, or Organization). |
| Location | Enter the physical meeting location. |
| Meeting Link | Provide the virtual meeting URL, if applicable. |
| Priority | Select the event priority. |
| Status | Set the event status (Tentative, Accepted, Done, Cancelled, or Postponed). |
Click Create to save the event.
Once created, the event is automatically added to the Event Dashboard and is displayed in both the Calendar View and Agenda View, making it easy for participants to view and manage upcoming activities.
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)
Edit and Maintain an Event
Only the Event Owner and users with the Administrator role can edit and manage an event. Event participants and other users can view event details but cannot modify the scheduled event.
To edit an event:
- Navigate to the View/Edit Event page.
- Click Edit.
- Update the required event information.
- Click on Update Button to Save the changes.
The Event Owner and Administrator can:
- Update the event name, type, owner, and description.
- Modify the event date, time, time zone, and availability.
- Add, remove, or update participants, including users, roles, and departments.
- Change the linked Case, Subject, or related investigation records.
- Update the calendar scope and event visibility.
- Modify the meeting location, virtual meeting link, priority, and status.
- Configure or update reminder and notification settings.
- Upload, replace, or remove supporting documents and attachments.
- Add, edit, or delete event notes.
- Update recurring event schedules, if applicable.
- Change the event status to Accepted, Done, Cancelled, or Postponed.
Note: Only the Event Owner and Administrator users have permission to edit an event. Event participants and other users have view-only access and can review the scheduled event details but cannot modify any event information, participants.
Events Best Practices
Follow these best practices to ensure events are organized, accessible, and easy to manage:
- Use clear and descriptive Event Names so participants can easily identify the purpose of the event.
- Select the appropriate Event Type to accurately categorize the scheduled activity.
- Link events to the relevant Case and/or Subject whenever applicable to maintain investigation context.
- Add all required participants before creating the event to ensure everyone receives notifications and calendar invitations.
- Include the meeting location or virtual meeting link so participants can easily join the event.
- Set the appropriate Priority, Status, and Visibility based on the nature of the event.