Case settings

The Case Settings page allows agency administrators to configure multiple settings for their organization.

To open Case Settings:

  1. Sign in to your Axon Evidence account.
  2. Select Admin, and then under Agency Settings, select Case Settings.

After selecting Case Settings, you'll be taken to the General tab of Case Settings. There are four tabs available under Case Settings: General, Notifications, Sharing, and Case Templates.

Note: The Sharing tab is only available for UK customers.

Retention Policy

The Retention Policy allows agency administrators to configure a default retention policy for their organization. The default retention is automatically applied to all newly created cases. Administrators can choose to apply the new default retention policy to all existing cases. However, this could result in evidence being immediately queued for deletion.

Configure the Retention Policy

  1. Select the General
  2. Select the retention policy for your organization, choose between:
    1. Until Manually Deleted: This option maintains functional parity with the current system case retention and supports the ability to retain all evidence in cases forever. This is every organization's default retention policy until updated by an agency administrator.
    2. Longest Retention Period: The scheduled deletion date for the case is calculated by finding the longest duration category applied to evidence in the case and adding it to the most recent Recorded On date for any evidence in the case.
    3. Individual Evidence Retention: The case does not impact retention and each piece of evidence in the case is retained based on its own assigned categories and Recorded On date.
  3. Select Save.
Note

Evidence in multiple cases will use the longest retention policy for the cases.

Case Share

Case Share lets you set restrictions when evidence or case evidence is shared with a user or group that is part of a "Disclosure" organization.


Note: The Sharing tab within Case Settings is available only for UK customers.

Enable the Restrictions:

  1. Select the Sharing tab, and then set your sharing restrictions for when evidence is shared with as user or group that is part of a "Disclose" agency. You can select one or both of the following options: 
    1. Hide all metadata: Show only the evidence title, Evidence ID, Case ID, and evidence certifications.
    2. Disable email notifications: No email notifications will be sent to the user or group the evidence or case evidence is shared with.
  2. Select Save.

Case Templates

Note

This is informational content meant to provide helpful context without requiring action.

The Case Templates tab allows agency administrators to create, edit, and manage case folder, and case sharing templates. These templates help standardize the folder structure for cases across the agency.

Create a new case folder template

  1. Select the Case Template tab.
  2. Select Create Folder Template, and then select Create Folder Template to open the New Case Creation Template pane.
  3. Enter a Template Name and Description to help users find and apply the template.
  4. Use the Folder fields to set up your folder structure. Each template can contain up to 50 folders or sub folders.
  5. Select Save.

Learn more about how to use case folder templates when you are Creating a Case.

During the case creation process:

  1. From the Apply Template drop-down menu, select a case folder template from the available options. The case details and folders will be automatically populated.
  2. Choose Select Evidence to proceed with adding evidence to the case.

Create a new case sharing template

  1. Select the Case Template tab.
  2. Select Case Sharing Template, and then select Create Sharing Template to open the New Case Sharing Template pane.
  3. Enter a Template Name.
  4. Enter a Template Description to help users find and apply the template.
  5. Under Case Share Details, select a Partner Agency. If a partner agency has a default sharing recipient, that user or group will be selected by default.
  6. Enter a User or Group name, email address, or badge ID.
  7. Include an optional message.
  8. Select the attachment types to include, choose from:
    1. Notes
    2. Clips
    3. Markers
    4. Audit trails
    5. Certifications
    6. Transcripts
    7. Evidence share log
  9. Select the Evidence Sharing Options field and choose one of the following sharing options from the list:
    • Select evidence for sharing
    • Share all evidence
    • Share all evidence and future added evidence
  10. Select Save.

Set a default case sharing Template tab.

  1. Select the Case Templates
  2. Select Case Sharing Template.
  3. Select More actions (...) next to the case sharing template you wish to set as the default.
  4. Select Set as default template.