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.

Create a case

1. Select Cases, and then select a subpage. Options include:
   • All Cases: Lists all cases, sorted by the date they were last updated
   • My Cases: Cases where you are assigned as the owner
   • Shared Cases: Cases that have been shared with you
2. Select Create Case.
   
3. If your organization uses templates, select Apply Template.
4. Enter a Case ID. If the ID is already in use, select Click here to review other cases with this ID. The number of matching evidence files is also shown if any exist.
5. Enter a Description for the case, up to 512 characters.
6. Set the Access Class for the case to Unrestricted, Restricted, or Confidential.
7. Select an Owner. By default, you are assigned as the case owner. To assign someone else, select another user from the dropdown list.
8. Set the case Retention policy. Options include:
   • Until manually deleted
   • Longest retention period
   • Specific date
   • Individual evidence retention
   • Add any relevant Tags to help with filtering and organizing cases.
9. Choose Select Evidence to open the evidence selection page to the Suggested tab.
   • Suggested evidence is listed, with the ability to use filters to narrow your results. Suggested evidence files include the ID you searched for. For example, if you search for 345, the results would include the evidence file IDs 12345 and 76345.
   • To add evidence not suggested, select the Search tab. From here, use the filters to narrow your results.
10. Select the checkbox next to each evidence item you want to add to the case, and then choose from the following options:
    • Add to Case: Select Add to Case to add the selected evidence to the case without reviewing it. After evidence is added to the case, select View Case Evidence to see the list of evidence that was added. You can also review the evidence and remove it from the case.
    • Review: Select Review to review the selected evidence files 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.

11. Select Create Case.
12. On the confirmation window, select Go to Case to view the case details page.

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

To open the case search page, select Cases. Then select All Cases, My Cases, or Shared Cases. If you select My Cases or Shared Cases, the page opens with filters applied to show only your cases or shared cases.

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.

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.

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

To delete a case, you must have the Delete case permission.

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

You can export the results of a case search in PDF, Microsoft Excel, text, or CSV format.

If the search results contain more than 500 cases, Axon Evidence exports the search results in 500-case segments and asks you to confirm the download of the next segment.

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.