Cases - Records

The Case Management module uses a privileges model to control access to data and actions. There are two primary types of privileges:

  • Static privileges: Control what users can see and access (i.e., the buttons and options that appear when a user opens an inbox, case, or investigation)
  • Workflow privileges: Control what actions users can take based on the current state of that work item (e.g., Draft, Review, etc.)

Together, these privileges ensure sensitive case and investigative data is only accessible to authorized users and enable organizations to enforce their own operational processes.

The privileges related to the Case Management module appear in the Cases - Records category as shown in the table below.

Name

Description

Additional required privileges

Access

Access the {case task inbox name} case task inbox

A task inbox privilege is associated with each specialized team inbox that has been configured for the organization. Users with this privilege can access that team inbox and the tasks that have been assigned to it.

Typically granted to specialized team members who work on tasks.

Access the Agency Overview inbox

Lets users view all cases and investigations in the Agency Overview inbox.

Typically granted to Detective Supervisors.

To take actions on cases and investigations, users must also have that unit's Triage cases or Supervise active cases privilege, or the Supervise cases in the Agency Overview inbox privilege.

Case assignment

Be assigned to {unit name} cases

Lets users be assigned to the indicated unit's cases and investigations, and manage these active and closed cases from their My Inbox.

Typically granted to Detectives.

To manage the unit's active or triage cases and investigations from the unit's inbox, a user must have the unit's Supervise active cases and Triage cases privileges.

Create

Create cases

Lets users create cases manually by selecting Create case from the More actions menu on incident profiles.

Typically granted to Detective Supervisors.

  

Create investigations

Lets users create investigations by selecting Create investigation in the Case Management module.

Typically granted to Detective Supervisors.

  

More actions

Access Detective Notes for units' cases

Lets users view and edit the Detective Notes field on tasks.

Typically granted to Detectives.

  
Edit task due date

Users with this privilege can edit the due dates for templated tasks in cases and investigations. (Templated tasks are tasks that are automatically generated when the case/investigation is created.) Due dates for user-created tasks can be edited by users with this privilege or the user who created the task, even if they do not have this privilege.

 

Manage case shares with external partners

Lets users access the Manage shares option in the More actions menu, which allows them to manage cases and investigations that have been shared with organizations and users.

Typically granted to Detectives.

  

Prepare Documents for sharing

Lets users access the Prepare documents for sharing option in the More actions menu, which allows incidents, cases, and investigations to be shared with partner organizations and users.

Typically granted to Detectives.

 

Update case dispositions for any units' cases

Lets users update the disposition of any case or investigation, regardless of whether or not they can access the unit inboxes for those cases and investigations.

Typically granted to Records Clerks.

Users must also have the following privileges:

  • Update internal case dispositions for your units' cases
  • Update NIBRS case dispositions for your units' cases

If your organization follows a review process for disposition updates, users must also have privileges in the following workflows:

  • Case Disposition Update
  • Records Case Disposition Update with NIBRS review

Update internal case dispositions without supervisor review for your units' cases

Lets users update the internal disposition of any case or investigation without a supervisor case review.

If your organization requires Records case reviews for NIBRS disposition updates, a user who has this privilege and updates a NIBRS disposition, must still request a Records case review.

Typically granted to Detective Supervisors.

Users must also have the following privileges:

  • Update internal case dispositions for your units' cases
  • Update NIBRS case dispositions for your units' cases

Additionally, users must also have privileges in the following workflows:

  • Case Disposition Update
  • Records Case Disposition Update with NIBRS review

Update internal case dispositions for your units' cases

Lets users update internal dispositions for cases and investigations assigned to their units.

Some disposition updates require a supervisor case review.

Typically granted to Detective Supervisors and Detectives.

Users must also have privileges in the Case Disposition Update workflow.

Update NIBRS case disposition for your units' cases

Lets users update NIBRS case dispositions for cases assigned to their units.

Typically granted to Detective Supervisors and Detectives.

Users must also have privileges in the Records Case Disposition Update with NIBRS Review workflow.

Supervise active cases

Supervise active {unit name} cases

Lets users:

  • Access and manage the unit's active cases and investigations
  • Assign the unit's active cases and investigations to lead detectives
  • Transfer cases and investigations to other units

Typically granted to Detectives.

To manage the unit's triage cases and investigations, a user must also have the unit's Triage cases privilege.

Supervise cases in the Agency Overview inbox

Lets users:

  • View all active cases and investigations in the Agency Overview inbox
  • Transition cases and investigations from active to closed
  • Reassign cases (between detectives in the unit or to another unit)

Typically granted to Detective Supervisors.

  

Triage

Triage {unit name} cases

Lets users:

  • Access and manage the unit's triage cases and investigations
  • Assign the unit's triage cases and investigations to lead detectives
  • Transfer the unit's triage cases and investigations to other units

To manage the unit's active cases, a user must also have the unit's Supervise active cases privilege.

Triage cases

Cases and investigations not yet assigned to a unit appear in the No Unit Assigned inbox. This privilege lets users assign these cases and investigations to a detective in a unit.

  

Workflows

Once created, dispositions, documents, and tasks move through a workflow, for example, Draft → Detective Review → Finalized. Each state is associated with multiple privileges, which give you granular control over which users can take on a disposition, document, or task, based on its current state.

The following workflows are used in the Case Management module:

Case Summary and Case Documents

Summaries and documents do not require a review. These items move through a workflow that contains two states:
Shows how reports that can be finalized by the person who created them move through the creation and finalization process.

 

Case Task Default

Tasks that do NOT require a detective review move through the following workflow. Completed tasks can be reopened as necessary.
The image illustrates a workflow diagram. A blue box labeled Open branches into two separate blue boxes labeled Completed and Not Applicable, connected by gray arrows. This flow represents a process where the Open state can transition to either Completed or Not Applicable.

 

Case Task Review

Tasks that require a detective review move through the following workflow. Tasks can be marked as Not Applicable at any time, and completed tasks can be reopened as necessary.
The image illustrates a workflow diagram. It begins with a blue box labeled Open, which leads to two potential paths. The first path progresses sequentially through Request in Progress, then Detective Review, and finally Completed, with arrows connecting each step. The second path diverges directly from Open and leads to Not Applicable, represented by another blue box below the main flow. Gray arrows connect the steps and indicate the possible transitions within the process.

 

Case Disposition Update

Disposition updates that require a supervisor review move through the following workflow. Supervisors only need to approve or reject disposition updates. The Approve → Closed transition happens automatically.
The image depicts a workflow diagram starting with a blue box labeled Review. The flow splits into two paths: one progresses to Approved and then to Closed, with arrows connecting each step sequentially, while the other diverges directly to Rejected. The gray arrows indicate transitions, illustrating that the review process can result in either approval leading to closure or rejection.

 

Records Case Disposition Update

Case disposition updates that require a supervisor review move through the following workflow. Records clerks only need to approve or reject disposition updates. The Approve → Closed transition happens automatically.
The image shows a workflow diagram beginning with a blue box labeled Supervisor Review. The flow progresses to NIBRS Review, then to Approved, and finally to Closed, with arrows connecting each step sequentially. Another path diverges from both Supervisor Review and NIBRS Review, leading to a blue box labeled Rejected. Gray arrows indicate transitions, showing that an item can either advance through the review and approval process or be rejected at various stages.

 

The privileges for workflows appear at the end of the Cases category. Each workflow has its own subcategory, and within that subcategory, privileges are sorted by state. The states are listed alphabetically, not by the order in which they appear in the workflow (e.g., Finalized, which is the final state, appears before Review).
The image displays the Cases - Records section with privileges grouped into categories such as Access, Create, and More Actions, each showing the number of privileges allowed alongside options to Allow All or Prohibit All. A highlighted section expands Workflow - Records Case Disposition Update, showing subcategories like Approved State, Closed State, and Rejected State. Each subcategory lists the number of allowed privileges with options to manage them.

The hover tooltip for the Draft State - Create tasks privilege (or the first state in the workflow) provides additional details about the workflow as a whole, and not just the Create tasks privilege.
The image displays the Workflow - Records Case Documents subcategory. Under Draft State, a privilege for Create tasks includes a tooltip that explains how tasks move through the workflow.

The table below explains how each workflow privilege works. Keep the following in mind when reviewing this table:

  • This table is an exhaustive list of all possible workflow privileges.
    • Not every workflow contains the states listed in the table.
    • Some workflows may have a state but not all privileges associated with the state as shown in the table.
  • For consolidation purposes, a single Review state is listed, although some workflows may have multiple Review states.

Name

Description

Additional required privileges

Add comments

States: Draft, Open, Request in Progress, Review, Approved, Rejected

Lets users add comments in the report sidebar.

Assign tasks to others

States: Draft, Open, Request in Progress, Review, Approved

Lets users reassign tasks (currently assigned to themselves or to other users) to other users.

Users must also have the Case assignment privilege for the unit the task is associated with.

Assign tasks to themselves

States: Draft, Open, Request in Progress, Review, Approved

Lets users reassign tasks currently assigned to themselves to other users.

Users must also have the Case assignment privilege for the unit the task is associated with.

Create tasks

States: Draft, Open, Review

Lets users create tasks.

To create disposition review requests, users must also have More actions - Update case dispositions privileges.

Revert finalized reports

States: Finalized, Completed, Not Applicable

Lets users revert finalized documents and reopen tasks.

  

Submit tasks from the {State name} state

States: Draft, Open, Request in Progress, Review, Approved, Rejected

Lets users approve and reject tasks in the indicated state. When a task is approved, it moves to the next state in the workflow. When a task is rejected, it moves to the Draft state.

To perform disposition reviews, users must also have More actions - Update case dispositions privileges.

View tasks

States: Draft, Open, Request in Progress, Review, Approved, Rejected, Not Applicable, Closed

Lets users view tasks.

Users must also have the Access privileges for a unit to view tasks in that unit's inbox.