Cases

Cases are used to organize and manage related information in one place. You can search for existing cases, view case details, create new cases, and update case information as needed to support your workflow.

Watch this video to learn how to create a case.

Cases can be created by administrators and users who have the necessary permission settings. For details about role-based permissions, contact your administrator.

Creating a Case

1. On the menu bar, select Cases and then, below the search filters, select Create Case.
   
2. Enter a Case ID, using the format set by your agency. If any evidence in your agency contains the ID entered into the case ID field, you receive a message with how many pieces of matching evidence were found. If any cases in your agency have the same ID that was entered into the case ID field, you receive a message that another case has the same ID. However, you can create a case with the same ID as another case.
   
   
3. Enter an optional description, then select Select Evidence. Axon Evidence searches for evidence files that contain the same ID you used for the case and lists them as suggested evidence. If no evidence is suggested, you can search for evidence files. The Select Evidence page lists 100 evidence files at a time. You can add multiple files to a case at one time. To select all of the evidence on the page, select the check box at the top of the list. If more than 100 evidence files are listed, you can select 100 at a time and select Next to view the next set of files.
   
4. On the Select page, select the check box to the left of the evidence, then select one of the following: 
   • Add to Case: Add the selected evidence to the case without reviewing it. Once evidence is added to the case, you can select View Case Evidence to see the list of evidence that was added to the case. You can also review the evidence and remove it from the case.
   • Review: Review the evidence files you have selected before adding them to the case. In Review mode you can view the metadata for the evidence, open the evidence details, or add the evidence to the case.
     
     
     Note

     Adding evidence files is not required to create a case. If you choose not to add any evidence files, a dialog box asks you to confirm you want to continue creating the case without adding evidence.

5. After adding evidence, select Review Case Summary to open the Review Case Summary page. If you have selected evidence but not yet added it to the case, a dialog box states you have selected evidence that has not been added to the case. The Add Selected Evidence to Case checkbox is selected by default. If you do not want to add the selected evidence to the case, clear the box and select Continue.
   
   
6. On the Review Case Summary page, review the case information to verify accuracy or add additional information. If you have the Edit Case Retention permission, you can set the retention for the case. The four supported retention policies are:
   
   
   • Until Manually Deleted: This option retains all evidence in cases until manually deleted.
   • 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.
   • Specified Date: Specify a date that sets how long the evidence in the case is retained.
   • 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.
     
     
     Note

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

7. Select Create Case. The case is created, and the Case Details page opens.

Watch this video for a case overview.

Search for and view an existing case

Cases can be viewed at the organization, personal, and shared level.

You can view cases listed in the search results if any of the following are true:

• You own the case and your role allows you to view your own cases.
• The owner of the case has shared it with you.
• You are an administrator

Filter case search results

You can narrow your results by using the following case search filters:

• Case ID: Enter a full or partial case ID.
• Owner: Select an owner from the drop-down menu.
• Created On: Select a created on start and/or end date.
• Updated On: Select an updated start and/or end date.
• Status: Select one of the following statuses from the drop-down menu.
  • All
  • Active
  • Plea Bargained
  • Dismissed
  • Tried (Won)
  • Tried (Lost)
  • Deleted
  • Queued for Deletion
• Tag: Select a tag from the drop-down menu.

Selecting the option Show Advanced Search opens additional filters, including the following:

• Shared To: Select an organization from the drop-down menu.
• Not Shared To: Select an organization from the drop-down menu.
• Shared From: Select an organization from the drop-down menu.
• Shared On: Select one of the following options:
  • Yesterday
  • This Week
  • Last Week
  • This Month
  • Last Month
  • This Year
  • Last Year
  • Custom Range
• Access Class: Select one of the following options:
  • All
  • Unrestricted
  • Restricted
  • Confidential

Advanced text search matching

The ID, Title, and Tag filters provide advanced text matching capability for evidence searches.

• You can enter letters, numbers, and the special characters: comma (,), dash (-), opening parentheses ((), closing parentheses ()), slash (/), and backslash (\).
• Your text can be a full or partial match for the data you're looking for.
  • For example, if you enter 21 in the ID filter, any evidence with 21 in any portion of the ID is included in search results.
• You can search for more than one string of text in a single filter by adding a space between the strings. For example, if you enter 12- 34 in the ID filter, search results include any evidence with both 12- and 34 in the ID filter, such as 12-3456 and 12-7348.
• The order of text strings doesn't matter.
  • For example, if you enter 78 21 in the ID filter, search results include evidence with the ID 21378 and 17821.
• Capitalization doesn't matter.
  • For example, if you enter REDACT in the Title filter, search results include evidence with a title of REDACT, redact, and redaction.

Sort the case list

Depending on the filters used, your list of cases displays and can be ordered based on the Case ID, Created on date, and Last Updated on date. To order by one of these options, select More Actions (•••) next to the option, and then select Ascending or Descending.

With no evidence files selected, you can select Create Case or Export Results.

Work with case search results

From the case search results list, you can perform bulk actions:

• Reassign: Assign selected cases to another user
• Grant internal access: Set access level, duration, and user(s)
• Update retention: Set a new retention policy for selected cases
• Update status: Change case status (e.g., Active, Dismissed)
• Delete: Remove selected cases from the system
• Export results: Export search results in CSV, Excel, PDF, or text format

Reassign

1. Search for the case(s) you want to update.
2. For each case you want to update, select the check box next to the Case ID.
3. Select More Actions (•••), and then select Reassign.
4. Enter the last name, first name, badge ID, or email address of the person you want to reassign the evidence files to.
5. Select Reassign.

For more information, see Reassign Evidence.

Grant internal access

1. Search for the case(s) you want to share.
2. For each case you want to share, select the check box next to the Case ID.
3. Above the search results or listed within More actions, select Grant Internal Access.The Manage Access pane appears.
4. Select the access level, duration, and the name, email address or badge ID of the person you want to grant access.
5. Select Save.

For more information on access, see Cases Access Control Overview.

Update retention

1. Search for the case(s) you want to update.
2. For each case you want to update, select the check box next to the Case ID.
3. Select More actions and then Update retention.
4. Select from the following:
   1. Until Manually Deleted
   2. Longest Retention Period
   3. Specific Date (requires you to add a date)
   4. Individual Evidence Retention
5. Select Update.

Update status

1. Search for the case(s) you want to update.
2. For each case you want to update, select the check box beside the Case ID.
3. Select More actions and then Update status.
4. Select from the following:
   1. Active
   2. Plea Bargained
   3. Dismissed
   4. Tried (Won)
   5. Tried (Lost)
5. Select Update.

Delete

1. Search for the case(s) you want to delete.
2. For each case you want to delete, select the check box beside the Case ID.
3. Select More actions and then Delete.
   Warning

   Any associated evidence will be removed from the case and resume its normal retention schedule. This may result in evidence being immediately queued for deletion.

4. Select Delete.

Export results

1. Select one or more cases.
2. Select More Actions (•••), and then select Export List.
3. Select the file type to export as.
4. Select Export. The results are downloaded and found within your browser's downloads folder in the format you specified. If the case search results contain more than 500 cases, only the first 500 cases are included in the downloaded file, and Axon Evidence displays a dialog box for downloading the next 500 cases in the search results.
   If you want to export case search results for additional cases, select OK each time the confirmation dialog box appears. The case search results download in a separate file for each 500-case segment of the search results.