Advanced Sharing overview and setup

Advanced sharing lets you share cases with partner organizations through a collaboration that supports ongoing work on the same case.

With advanced sharing, you and your partner organizations work with the same case instead of sending copies or links. The case stays in your Axon Evidence system, and partners access it directly.

How advanced sharing works

Advanced sharing supports ongoing work on the same case across organizations.

With advanced sharing:

• You share a case through a collaboration with a partner organization.
• The case stays in your organization's Axon Evidence system.
• Partner organizations access the shared case and evidence.
• When you share an entire case or a folder, new evidence added to the case is shared automatically. If you share only a subset of evidence, new evidence is not shared automatically and you must update the shared case to include it.
• Ownership of the case and evidence does not change.

How advanced sharing differs from classic case sharing

Case sharing and advanced case sharing both let you share cases, but they work in different ways.

Area	Case sharing	Advanced sharing
How sharing starts	You choose a method each time and must manually select optional metadata at the time of sharing (e.g., clips, markers, audit trails).	Sharing policy governs settings and only needs to be configured once by an administrator.
What the partner receives	A copy, a link, or a download, each behaves differently.	Live access to the same case, with the ability, if policy allows, to import or copy.
New evidence	Not shared automatically. Must be re-shared manually.	Automatically shared when the entire case or a folder is shared.
Access duration	Varies: Links expire, downloads are one-time, copies diverge.	Continuous while the collaboration is active.
Consistency	High risk of missing evidence or mismatched metadata.	Policy-driven rules ensure consistent, complete sharing every time.

Admin setup is required before users can share

Users will not see Advanced Sharing options, even after it has been enabled for your organization, until an administrator completes the setup wizard and creates a default sharing policy.

If you are a user looking to share a case and Advanced Sharing is not appearing, contact your administrator and refer them to this article.

To enable Advanced Sharing for your organization's users, an administrator must complete these steps:

Step 1: Complete the Advanced Sharing setup wizard

The setup wizard creates your default sharing policy. This policy defines how your organization handles received cases by default across all partner agencies.

1. Select Admin.
2. Select Cases.
3. Select Sharing.
4. Select Set up Advanced Sharing to launch the setup wizard.
5. Configure the default policy settings.
6. Review and save the default policy.

The setup wizard only needs to be completed once. You can update the default policy at any time.

Step 2: (Optional) Create per-partner policies

After saving your default policy, you can create customized policies for specific partner organizations. Per-partner policies override the default for that specific agency and allow you to grant broader or more restricted access to particular partners.

1. Select Admin.
2. Select Partner organizations.
3. Select the partner you want to configure.
4. Assign a custom sharing policy or create a new one for that agency.

Admin setup is required before users can share

Users will not see Advanced Sharing options, even after it has been enabled for your organization, until an administrator completes the setup wizard and creates a default sharing policy.

If you are a user looking to share a case and Advanced Sharing is not appearing, contact your administrator and refer them to this article.

To enable Advanced Sharing for your organization's users, an administrator must complete these steps:

Step 1: Complete the Advanced Sharing setup wizard

The setup wizard creates your default sharing policy. This policy defines how your organization handles received cases by default across all partner agencies.

1. Select Admin.
2. Select Cases.
3. Select Sharing.
4. Select Set up Advanced Sharing to launch the setup wizard.
5. Configure the default policy settings.
6. Review and save the default policy.

The setup wizard only needs to be completed once. You can update the default policy at any time.

Step 2: (Optional) Create per partner policies

After saving your default policy, you can create customized policies for specific partner organizations. Per partner policies override the default for that specific agency and allow you to grant broader or more restricted access to particular partners.

1. Select Admin.
2. Select Partner organizations.
3. Select the partner you want to configure.
4. Assign a custom sharing policy or create a new one for that agency.

Additional advanced sharing settings

Advanced Sharing policies define what partner agencies can see and do when cases are shared with them. The following settings are configured during the setup wizard and can be adjusted at any time.

Auto Import

Applies to: All organizations, LEA and Justice.

Controls whether cases shared with your organization are automatically imported into your system, or whether users must manually import them.

Setting	Behavior
Auto Import: On, recommended	Received cases are automatically imported into Axon Evidence or Axon Justice when shared. Users do not need to take action, and the case appears in their case list immediately.
Auto Import: Off	Users see the shared case as an External case, read only. They must manually select Import Case to bring it into their system.

Note: Axon Justice is configured to auto import by default. Axon Evidence organizations can choose their preferred setting during setup.

Auto Synchronization

Applies to: Axon Justice receiving organizations only.

Controls whether new evidence added by the sharing agency is automatically applied to the receiving organization's imported copy of the case.

Setting	Behavior
Auto Sync: On	New evidence added to the shared case by the LEA is automatically added to the Justice organization's imported copy. No manual action is required.
Auto Sync: Off	New evidence is not automatically applied. The Justice user can manually check for and apply updates from the Import Details panel.

In addition to evidence synchronization, receiving organizations can also manually pull basic case metadata updates, such as case title, case ID, and description, and selectively merge them into their copy. This is available from the Import Details panel regardless of Auto Synchronization settings.

Auto Synchronization is an Axon Justice only feature. It does not apply to Axon Evidence organizations receiving shares.

Sharing policy settings

The following settings are configured as part of a sharing policy, default or per partner, and control exactly what is included in a share and what the receiving organization can do with it. These settings appear when viewing a policy during the share workflow.

Basic information, always included

The following basic case and evidence information is always included in every Advanced Share and cannot be excluded by policy:

• IDs, descriptions, categories, dates, titles, and EXIF data.
• Note: Categories are shared as tags with the receiving organization.
• Note: Community Request metadata, caption, is considered evidence and can be redacted by the sharing agency before the share is sent.

Sharing permissions

These settings control what the receiving organization is allowed to do with the shared case. Each can be set to Allowed or Not allowed.

Permission	Description	Options
Copy and Download	Allow the receiving organization to download or copy evidence to their agency.	Allowed / Not allowed
Sender Audit Trail	Send a snapshot of the case and evidence audit trails to the receiving organization.	Allowed / Not allowed
Internal Share	Allow the receiving organization to add additional users to internal access on the shared case.	Allowed / Not allowed

Case terms

These settings control which case level fields are visible to the receiving organization. Each can be set to Included or Not included.

Case term	Description
Case Notes	Display case notes to the receiving organization.
Case Tags	Display case tags to the receiving organization.

Evidence terms

These settings control which evidence level fields and metadata are visible to the receiving organization. Each can be set to Included or Not included.

Evidence term	Description
Clips and Markers	Display evidence clips and markers.
Evidence Notes	Display evidence notes.
Evidence Tags	Display evidence tags.
GPS Data	Display GPS data in Axon media and third party media. Note: This data is added manually by users.
Custom Metadata	Display user generated custom metadata.
Device Metadata	Display device overlay metadata, multicam information, and location data generated from Axon devices.
Community Request PII	Display community request personal information, name, date of birth, email, and phone number if provided.
Transcript	Display transcripts to the receiving organization if available.

Folder structure behavior

The folder structure from the sharing organization is synchronized to the receiving organization once, at the time of the initial share. After that, folder structure is not synchronized in order to protect any work product the receiving organization has created in their copy.

Scenario	Result
New evidence added to an existing folder	Automatically shared and placed in the matching folder in the receiving organization's case.
New evidence added to a new folder, created after the initial share	Automatically shared, but placed at the root level of the receiving organization's case.
Folder renamed or reorganized by the sharing organization after the initial share	No change to the receiving organization's folder structure.

Managing and revoking shares

Administrators and case owners can revoke partner sharing access at any time.

What happens when a share is revoked

• Auto sharing of new evidence stops immediately.
• The partner organization's access to the case is revoked.

Important: Revocation does not recall evidence already copied or imported by the receiver.

If the sharing policy permitted Copy and Download and the receiving organization has already imported or downloaded evidence, they retain that copy. Revoking access stops all future sharing but cannot remove evidence already in the receiver's possession.

How to stop sharing a case

8. Open the case.
9. Select Share.
10. Under Who has access, select the person or organization.
11. Select Stop sharing.
12. Select Revoke to confirm.

Partner organization compatibility

Advanced Sharing is available for partner organizations using Axon Evidence, law enforcement, or Axon Justice, prosecutors and justice agencies.

Advanced Sharing is not supported for Free Prosecutor Program, FPP, agencies.

If your primary partner agencies include FPP agencies, users who attempt to share with an FPP agency will be directed to classic sharing for those partners.

Related articles

Once Advanced Sharing is set up, direct users to the appropriate sharing guide for their platform:

• Share a Case with Advanced Sharing, for law enforcement users sharing cases from Axon Evidence.
• Advanced Sharing for Justice, for prosecutors and justice agency users sharing and receiving cases in Axon Justice.