Modify outside my agency access list

Manage shares outside your organization, including access level, reshare permission, and duration for users and groups, or remove access to restricted evidence from the Evidence details page.

Modify access level, reshare permission, or duration

1. Select Evidence, and then select the specific evidence file you wish to manage access for.
2. Select Share, and then select Manage Access.
3. To modify user or group information, select Edit access (pencil button), on the same row as the user or group you wish to modify.
   
4. Modify the Access Level, and Duration information as needed.
5. Select Save.
6. Repeat steps 3-5 for other users or groups in the list.
7. When you have finished modifying access information, select Done to return to the evidence details page.

Remove users and groups

1. Select Evidence, and then select the specific evidence file you wish to manage access for.
2. Select Share, and then selectManage Shares.
3. In the access list, select Remove access (trash can) and then select Remove.
   
4. Repeat step 3 to remove other partner organizations, users, or groups from the list.
5. When you are finished removing access, select Done to return to the Evidence detail page.

Modifying and removing users and groups from outside my agency access lists

Manage shares outside your organization, including access level, reshare permission, and duration for users and groups, or remove access to restricted evidence from the Evidence details page.

Modify access level, reshare permission, or duration

1. Sign in to your Axon Evidence account.

2. Select Evidence from the top menu, and then select the specific evidence file you wish to manage access for.

3. On the Evidence detail page, click Manage Shares.

4. To modify user or group information, select Edit access (pencil button), on the same line as the user or group you wish to modify.

5. Modify the Permissions, Reshare, and Duration information as needed.

6. Select Save.

7. Repeat steps 4-6 for other users or groups in the list.

8. When you have finished modifying access information, select Done to return to the Evidence detail page.

Remove users and groups

1. Sign in to your Axon Evidence account.

2. Select Evidence from the top menu, and then select the specific evidence file you wish to manage access for.

3. On the Evidence detail page, click Manage Shares.

4. In the access list, select Remove access (trash can button) and then select Remove.

5. Repeat step 4 to remove other partner organizations, users, or groups from the list.

6. When you are finished removing access, select Done to return to the Evidence detail page.

Provide evidence outside my agency by unauthenticated download link

Sending an unauthenticated download link makes the evidence available through a web link (URL) for downloading a ZIP file of the evidence from Axon Evidence without requiring the person downloading the evidence to sign into Axon Evidence.

Sending a download link allows uncontrolled access to the ZIP file of evidence that it links to. By default, evidence sent by download link is only available for download for three days. Keep the duration as short as possible.

1. Search for the evidence files you want to work with.
2. In the search results, select the check box next to the evidence ID for each evidence file that you want to grant access to.
3. Select Share, and then select Manage Shares.
4. Select Add User or Group.
5. Enter the name, email address, or badge ID of the user or group with whom you want to share the evidence, as follows:
   • For a user in your organization or a partner organization, enter the name of the user, wait for Axon Evidence to show the matching users, and then select the user you want. You can also enter the user name or badge ID. The user you selected appears below the field.
   • For a user who is not in your organization or a partner organization, enter the email address of the user and then press Enter.
6. If you wish to include audit trails, a table of contents, and transcripts, check the corresponding check boxes.
7. From the Duration list, select the period of time the user or group can access the evidence.
   
   The default value is 3 days.
8. Select Share.

When selected, the table of contents will accompany the bulk download as an Excel spreadsheet and includes the fields: File Name (with a link to the evidence file), Evidence ID, Evidence Title, File Type, File Size, Evidence Duration, Date Recorded, Uploader-First Name, Uploader-Last Name, Uploader-Badge ID, Assignee-First Name, Assignee-Last Name, Assignee-Badge ID, and Agency Name.

Each recipient you specified receives an email that includes the link for downloading the evidence.

Axon Evidence makes the shared evidence available for download until the sharing duration expires.

Manage evidence shares outside my agency

External partner access for users and groups can be added to an evidence access list in two ways:

• For individual evidence, by adding access from the Evidence detail page.

• For multiple pieces of evidence, by selecting evidence from the Evidence search results and modifying all items at once.

Add users, groups, and organizations to the outside my agency access list—evidence details page

On the evidence details page, the Manage Access section shows the number of users, groups, and partner organizations that have been added to the access list for the evidence and the evidence access class.

From the Manage Access section you can add users and groups to the access list for an evidence file.

1. Select Evidence, and then choose the specific evidence file you wish to manage access for.
2. On the Evidence Detail page, select Manage Shares.
   
3. Decide if you want to share with all users or groups at a partner organization, or limit access to specific users:
   1. Share with all users in a partner organization:
      1. Select Add Agency, enter an organization name, and then select Add.
         
   2. Share with specific users or groups in a partner organization:
      1. Select Add User or Group.
      2. In the User or Group field, enter a name, badge ID or email address of the user or name of the group. Axon Evidence shows a list of matching users and groups as you enter the information. Select the user or group with wish to add. to the access list.
         
         Note

         You can add multiple users and groups if they will have the same access duration and access permissions.

         If you add the email address for someone that is a member of an Axon Evidence organization that is not a partner with your organization, that person will be able to access the evidence when they sign into their Axon Evidence organization. Users who are not part of an Axon Evidence organization can view the evidence through my.evidence.com.

      3. Under Permissions, select the check box next to each permission you wish to give the users you are sharing evidence with:
         
         • View - User can view the evidence.
         • Download – User can download a copy of the evidence to their hard drive.
         • View Audit Trail – User can view the audit trail.
         • Add Notes – User can add notes to the evidence.
         
         
4. Select the Select the Reshare option for the selected evidence.
   1. Never – User cannot share the evidence.
   2. Reshare Download – User can forward the permission to download to other users.
   3. Reshare All – User can forward all of their permissions to other users.
5. In the Duration box, type the number of days that the evidence is to be available to the users you share the evidence with.
   
6. Select Add.
   Axon Evidence emails each user who you shared the evidence with, notifying them that the evidence is available to them
   
7. To add another organization or user or group with different permissions or duration, repeat the above steps.
8. After all organizations, users, and groups are added, select Done to return to the Evidence Detail page.

Add users and groups to an outside my agency access list—evidence search page

This option allows you to add users and groups to an external access list for multiple evidence files at the same time.

The external access list allows you to share evidence with users and groups that are outside your organization. You should use external access list when you need to require that evidence is only available to users who sign into their own My Axon Evidence accounts. You can control whether users you share evidence with can view the evidence, download the evidence, view the audit trail of evidence, and share the evidence with others.

The external access list grants each user and group the same permissions to the evidence. If you need to grant different permissions to different users or groups, perform this procedure once for each set of users or groups to whom you want to grant the same permissions.

Removing users or groups from an access list and changing sharing expiration date cannot be done in bulk. If you need to perform these tasks, you must do it for each evidence file.

1. Search for the evidence files you want to work with.
2. In the search results, select the check box next to the evidence ID for each evidence file that you want to grant access to.
3. Select Manage Access, and then select Outside my agency to open the Manage Access pane.
   
4. In the Email field, add the users and groups with whom you want to share the evidence, as follows:
   • For a user or group in a partner organization, enter the name, wait for Axon Evidence to show the matching users and groups, and then select the user or group you want to add to the access list. You can also enter the user badge ID or email address. The user or group you selected appears.
     
     Note

     If you add the email address for someone that is a member of an Axon Evidence organization that is not a partner with your organization, that person will be able to access the evidence when they sign into their Axon Evidence organization. Users who are not part of an Axon Evidence organization can view the evidence through my.evidence.com.

5. Under Permissions, select the check boxes for the permissions that you wish to give to the individual users and group users you are adding to the access list.
   • View - User can view the evidence.
   • Download - User can download a copy of the evidence to their hard drive.
   • View Audit Trail - User can view the audit trail.
   • Post Notes - User can add notes to the evidence.
6. Select the Reshare option for the selected evidence.
   • Never - User cannot share the evidence.
   • Download - User can forward the permission to download to other users.
   • All - User can forward all their permissions to other users.
7. In the Duration box, enter the number of days that the evidence is to be available to the users.
8. Select Share and then, on the confirmation message box, select Close.

Axon Evidence emails each user you added to the access list, notifying them that the evidence is available to them.