Case share overview

Axon Evidence case sharing allows organizations to share cases and their associated evidence with partner organizations. Designed for both flexibility and security, this feature offers multiple methods of sharing to meet various collaboration needs. This article provides an overview of case sharing, for detailed step-by-step instructions on how to share a case, refer to the Case Share Quick Start Guide.

Prerequisites

To use the case share feature, both the source organization and the partner organization must have case sharing enabled. To activate this option for your organization, contact your Axon representative to enable the following features:

• Source organization:
  • Case Share
  • Case Sharing by Reference
  • Enable New UI for Case Shares Management.
• Trusted partner organization:
  • Case Share
  • Case Sharing by Reference

Sharing methods

There are three methods for sharing cases, each designed to meet different collaboration requirements while ensuring secure and efficient sharing throughout the process. Each of these methods is outlined below.

Share partner access (case share by reference)

When partner access to a case is shared, a link is created that is accessible to selected recipients within a partner organization. Recipients with the link can view and download the evidence directly from your Axon Evidence system. This method is ideal for ongoing collaboration where the partner needs access but does not need to have a duplicate of the case in their system. You can choose to allow access to the entire case or only selected pieces of evidence. The original case and all evidence in the case remain in the originating organization's system, and access is controlled through permissions.

Important details about sharing partner access

• How it works: The original case remains in your organization's Axon Evidence system while partners access it directly through a secure link.
• Access: Selected recipients at the partner organization can view and download the evidence using the link. Access to the link can be revoked at any time.
• Case updates: Updates are immediately accessible as long as the link remains active.
• Duration: The number of days the link will be available is specified during the initial sharing process.

Share a copy of a case

When you share a copy of a case with a partner organization, a duplicate of the entire case or selected evidence within the case is created in the partner organization’s instance of Axon Evidence, This method allows you to update the copy whenever new evidence is added or at a later time. It is ideal for ongoing collaboration, as the partner organization owns a unique copy of the case which they can modify in their own system.

Important details about sharing a copy of a case

• How it works: The original case remains in your system while a separate copy of the entire case or selected evidence is created in the partner's Axon Evidence account. Metadata associated with the case is also included. Learn more about included metadata.
• Access: The partner organization will own, access, and manage the copied case within their own Axon Evidence account.
• Case updates:The originating organization can choose to update the copy of the case when new evidence is added or at a later time.
• Ownership: Once a copy of the case is shared, the partner organization owns their copy. You cannot unshare or modify their copy.

Share a download link

When you share a case using a download link, a link is created that allows recipients to download the case. The case is packaged into files, which the recipients can download using the link. The download link can be used by anyone who receives it;

it's not limited to users within a partner organization. This method is ideal for one-time sharing or when the recipient does not need continuous updates.

Important details about sending a download link

• How it works: A download link is generated that packages case files into a ZIP or ISO.
• Access: Recipients can download the case files directly using the link. Access to the link can be revoked at any time.
• Duration: The number of days the link will be available is specified during the initial sharing process.

Shared case retention information

When evidence is shared to your organization as part of a case share by copy, the following retention rules apply:

• Categories are set to None (uncategorized) for all evidence shared by a partner to your organization.
• The shared case is created using your organization's default retention policy. If your organization does not have a default policy set, the shared case is created using the default policy "Until Manually Deleted". Users with Edit Case Retention permission can change the case retention.
• If your organization does not have Configurable Case Retention Policies enables, then all evidence in a case is kept until manually deleted.

For more information about case retention, refer to Categories and Retention Policies.

Metadata that's included when you share a copy of a case

Source evidence	Target evidence in share by copy	Notes
	Same | Target field | Update value | Not copy	How to copy: copy/re-process
Access List (Users/Groups)	Update value: recipients
Assignee	Update value: first recipient
Recorded On	Same
Uploaded On	Same
Uploaded By	Same: (ref value)
Queued for Deletion On	n/a	Recalculate retention target date
File Format	Same
File Size	Same
Document Checksum	Same
Evidence Group	Same: (ref value)	Show as original group, can not reset to original group once updated to current organization's group.
Cases	Update value	Only shared cases
Categories/auto-categories	Target field: tags
Tags	Same
Description	Same
Notes	Same	Require share attachment: Notes
Custom Metadata	Target field: tags
Sensitive content warning		The sensitive content warning is carried over when evidence is shared to another organization within a case.
Source
Model	Same
Serial Number	Same: (ref value)
Location Map
Location	Same	Copy
Dynamic GPS	Same
With lat/long display	Same	with copied location
Multicam
View	Same	Multicam view with shared evidence
Watermark on Video		Auto adding watermark with copied information
Recording date/time	Same
Model	Same
Serial Number	Same
Fleet 3		Reference device information
VehicleID	Target field: tags (vehicleId)
Serial	Same: (ref value)
Model	Same
Vehicle	n/a
Mount Position	Target field: tags (cameraMountPosition)
Fleet 2		Reference device information
MountOrientation	n/a
VehicleID	Target field: tags (vehicleId)
MountID	n/a
Serial	Same: (ref value)
Model	Same
Vehicle	n/a
Mount	n/a

Subset case share metadata

When you choose to only share a subset of information in a case with a partner, four pieces of metadata are tracked. This metadata allows you to search for and filter cases and their associated evidence. This metadata is included in the export list generated from both the case search page and case details page.

Case search page

• Shared To: Returns cases that are shared to the specified partner organization.
• Shared From: Returns cases that were shared to your organization from the specific partner organization.
• Shared On: Returns cases that were shared on – Yesterday, This/Last Week, This/Last Month, This/Last Year, or a custom date range.
• Not Shared To: Returns cases that have not been shared to the specified partner organization.

Case details page

• Shared To: Returns evidence in the case that has been shared to the specified partner organization.
• Shared From: Returns evidence in the case that has been shared to your organization from the specific partner organization.
• Shared On: Returns evidence in the case was shared to the specified partner organization on – Yesterday, This/Last Week, This/Last Month, This/Last Year, or a custom date range.
• Not Shared To: Returns evidence in the case that has not been shared to the specified partner organization.

Information about attachments when you share a copy of a case

Source evidence	Target evidence in share by copy	Notes
	Same / Target field / Update value / Not copy	How to copy: copy/re-process
Audit trail
Evidence Serial Number
Page Views
File Downloads
Video Playbacks
Last Viewed or Downloaded On
Confidential activity included/not included		Always include confidential events
Audit Events table (#, Date, Time, User, Activity of actions made)
Markers
Manual marker (ecom, IR)	Same	file bookmark
Chapter	Same	file bookmark
Auto detect: transcription	Same	file bookmark
Axon signal marker	n/a	file marker