Associations

Associations are powerful workflow rules that automatically place files in an organizational structure (like folders or cabinets), or securely move them to a destination when specific conditions are met. By automating file movement and management, associations improve efficiency and ensure evidence is consistently organized and accessible.

For example, you can use associations to route files to a specific storage location based on metadata like case type or user. Associations also support constraints, allowing you to refine the rules with logic based on multiple conditions.

An association defines how and where files are placed or moved based on certain conditions:

• Constraints: Specify the conditions that trigger the association, like user groups or metadata. There are three types of constraints:
  • Union constraint: Triggers an action when any of the listed conditions are met (similar to an "OR" operation).
  • Intersection constraint: Triggers an action only when all listed conditions are met (similar to an "AND" operation).
  • Atomic: A single condition that must be met for an association to trigger. Unlike intersection constraints, which combine multiple conditions (all of which must be satisfied), or union constraints, which trigger if any one of the listed conditions is satisfied, an atomic constraint evaluates a single, standalone rule without combining it with others.
• Actions: Determine where files are placed or moved, like into a folder, cabinet, or destination.

All associations are added to the Associations page in Evidence Local for centralized management.

Association examples

Example 1: Tracking DUIs by officer

An administrator wants to track all DUI files submitted by Officer Jones and store them in a secure location only accessible to him. Additionally, the administrator wants these files to also go to the normal file location.

Setup:

1. Create a storage location named Secure SAN and a folder named Jones-DUI with access control allowing only Officer Jones.
2. Create an intersection constraint with the following conditions (atomic constraints):
   • Marker: "DUI"
   • User: "JJones"

Outcome:

Files uploaded by Officer Jones with the "DUI" marker are routed to the Jones-DUI folder and Secure SAN. Files uploaded by other users or without the DUI marker are excluded.

Example 2: Routing traffic stop files to a low-cost storage

Administrator Alvin wants all traffic stops files to go to a low-cost storage location while maintaining a retention period of 90 days.

Setup:

1. Create a folder named Traffic Stops, assign it a retention period of 90 days, and link it to a storage location named Low Cost SAN.
2. Create an association with the following constraints:
   • Marker event type: "Traffic"
   • Tag: "Traffic"

Outcome:

Files tagged or marked as "Traffic" are automatically routed to the Traffic Stops folder and stored in the Low Cost SAN location.

Create an association

1. Sign in to your Evidence Local administrator account.
2. Select Admin from the top menu.
3. Under File Configuration, select Associations.
4. Select Create Association.
5. Enter a unique, description Name for the association.
6. Select a Constraints type: Choose between Union, Intersection or Atomic based on the rule you want to configure.
   • Note: All union constraints and intersection constraints must include at least one atomic constraint.
7. In the Constraints box, next to the selected constraint type, select More actions (...), and then choose:
   • Add atomic constraint
   • Add union constraint
   • Add intersection constraint
8. If you selected Add atomic constraint, complete the following steps in the Constraint Details pane:
   1. Select a constraint type:
      • Area: Select an area from the list.
      • Marker: Select an event type from the list and enter an optional description.
      • Source: Enter a source from the list.
      • Custom Metadata: Select custom metadata from the list.
      • User: Select a user from the list.
      • Group: Select a group from the list.
   2. Select Save to add the constraint. The atomic constraint appears as a rule in the Rules section.
9. Continue adding constraints as needed:
   • For union and intersection constraints, repeat steps 7 and 8 to add atomic constraints within the hierarchy.
   • Additional rules will appear under Rules as they are added.
10. Select the Cabinets tab.
    • Enter a Cabinet name, and then select Add Cabinet. The cabinet is added to the list. Continue adding cabinets as needed.
    • To remove a cabinet, select Delete (X) next to the cabinet name.
11. Select the Folders tab.
    • Enter a Folder name, and then select Add Folder. The folder is added to the list. Continue adding folders as neeed.
    • To remove a folder, select Delete (X) next to the folder name.
12. Select the Destinations tab.
    • Enter a Priority and a Destination, and then select Add Destination. The destination is added to the list. Continue adding cabinets as needed.
    • To remove a destination, select Delete (X) next to the destination name.
13. Select Save. The association is created and appears on the Associations page.

Edit an association

1. Sign in to your Evidence Local administrator account.
2. Select Admin from the top menu.
3. Under File Configuration, select Associations.
4. Locate the association you want to edit in the list. Use the search filters to narrow down results if needed.
5. Select More actions (...) in the same row, and then select Edit.
6. Make changes as needed.
7. Select Save to apply your changes.

Delete an association

1. Sign in to your Evidence Local administrator account.
2. Select Admin from the top menu.
3. Under File Configuration, select Associations.
4. Locate the association you want to remove in the list. Use the search filters to narrow down results if needed.
5. Select More actions (...) in the same row, and then select Delete.
6. In the Delete Association confirmation window, select Delete to confirm. The association is removed.