Cases

Axon Justice offers a streamlined system to manage all evidence collections, which are called cases.

The Cases page lists cases shared with you or cases you have permission to view. It is separated into the following three tabs to help organize the information:

  • All Cases: Shows all cases, including cases you may not have permission to view. This is the default page for case search.
  • My Cases: Shows cases where you are the case owner.
  • Shared with me: Shows cases that have been internally shared with you using the case access list.

Create a case

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.

  1. Select Cases.
  2. Select Create Case.
  3. Enter a Case ID/Police Number using the format set by your organization.If any cases in your organization have the same Case ID /Police Number that was entered into the Case ID field, a message opens informing you that another case has the same ID. However, you CAN create a case with the same ID as another case.

    Case ID on this screen becomes Police Number in all other Axon Justice pages.
  4. Enter an optional description, then select the Select Evidence button.
  5. Select the checkboxes beside the evidence files you want to include in your case, and then choose one of the following options:
    1. Add To Case: Add the selected evidence to the case without reviewing it. Once evidence is added to the case, you can select View Case Evidence to see the list of evidence that was added to the case. You can also review the evidence and remove it from the case. The Add To Case feature makes it easy to add evidence while you are creating the case by finding evidence that includes the ID from your search. For example, if you search for 345, the results include the evidence file IDs 12345 and 76345.
    2. Review: Examine each file's metadata and additional details before deciding to add it to your case. Axon Justice searches for evidence files that contain the same case ID/police number you've entered. These suggested matches appear as a list for you to review in the Suggested tab. Axon Justice searches for evidence files that contain the same Case ID/Police Number you've entered. These suggested matches appear as a list for you to review in the Suggested tab.
  6. Alternatively, the Search tab allows you to manually search for evidence files and lists up to 100 files at a time. To add multiple files to a case at once, the ID checkbox at the top of the list. If more than 100 files match your search, you can select 100 at a time and then select Next to view more. Adding evidence to your case is optional. If you choose not to add any, you'll receive a prompt asking for confirmation to proceed with creating the case without adding evidence.
  7. After selecting the evidence you want to add, select Review Case Summary. If you've selected evidence but haven't added it to the case before selecting Review Case Summary, a message opens asking if you want to add the evidence to the case.
  8. On the Review Case Summary page, review the case information for accuracy and if needed, add any additional information.
  9. If you have permissions to set access class, you can set the access class for the case:
    1. Unrestricted: There are no restrictions on the case or evidence.
    2. Restricted: The case and all evidence files are marked as restricted. The case and evidence are only shown to users with permission to list and view restricted cases and evidence.
    3. Confidential: The case and all evidence are marked as confidential. The case and evidence are only shown to users with permission to list and view confidential cases and evidence.
  10. By default, you are designated as the case owner. Optionally, you can change the owner to another user at your organization.
  11. If you have Edit Case Retention permissions, you can set one of the following four retention polices:
    1. Until Manually Deleted: This option retains all evidence in cases until manually deleted.
    2. Longest Retention Period: The scheduled deletion date for the case is calculated by finding the longest duration category applied to evidence in the case and adding it to the most recent created on/recorded on date for any evidence in the case.
    3. Specified Date: Specify a date that sets how long the evidence in the case is retained.
    4. Individual Evidence Retention: The case does not impact retention and each piece of evidence in the case is retained based on its own assigned categories and recorded on date.

      When evidence is in multiple cases, the longest retention policy applies. The case retention period is linked to the evidence category. If an evidence file is uncategorized and a new categorized evidence file is added, the uncategorized file is overwritten to match. For example, if a categorized evidence file with a retention policy of 30 days is added to the case, all uncategorized files in that case are changed to match the 30-day retention policy as well.
  12. Optionally, you can add tags to the case as needed.
  13. Select Create Case. This creates the case and opens to the Case Details page.

Search cases

Case search helps you find the cases that you need. In the Cases area, you can use any of the three search pages:

  • All Cases — Finds all cases, including cases you may not have permission to view.
  • My Cases — Finds cases that you own. The Owner filter is automatically set to your name.
  • Shared Cases — Finds cases that have been shared with you by the case owner or another user with permission to share the case.
  1. Select Cases.

The Cases page lists all cases, sorted by the date they were last updated.

Search for the cases that you need. The following table provides steps for search-related tasks.

Task Steps
View a case Select the ID of the case.
Find cases that you own Select My Cases.
Find cases that are shared with you Select Shared Cases.
Change search results 1. Update the case search filters. For more information, see Case Search Filters.

2. Select Search.
Sort search results Select the column heading for Case ID, Create Date, or Last Update Date.

To reverse the sort order, select the heading again.

View a case

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.
  • Your user role allows you to view all cases.
  • You are an administrator.

To view a case: Search for the case you want to view. In the search results, select the ID of the case.

Export case search results

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

When case search results are exported in Microsoft Excel or CSV format, the case owner’s First Name and Last Name are in separate columns and a Badge ID column is included.

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

To export case search results:

  1. Search for the cases that you want to export and select Export Results.
  2. In the Select Type list, select the file format you want to use and select Export.

The case search results download in the format that 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 Justice 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.

Case bulk actions

Reassign

You can change the owner of a case by reassigning it.

  1. Search for the cases that you want to reassign.
  2. For each case that you want to reassign, select the check box to the left of the case.
  3. Above the search results, select Reassign.

A dialog box appears.

  1. In the Reassign cases field, start typing the name of the user you want to reassign the case to, wait for Axon Justice to show the list of matching users, then select the name of the user you are looking for.
  2. Select the user you want, then select Reassign.
  3. In the confirmation dialog box, select OK.

The search results will update to show that the user you selected is now the case owner.

Grant Access

When you need to share a case with users or groups who are in your agency, you can grant access to the case from the results of a case search.

  1. Search for the cases that you want to share.
  2. For each case that you want to share, select the check box to the left of the case.
  3. Above the search results, select Grant Access.

A dialog box appears.

  1. In the User or Group field, start typing the name of the user or group you want to share the case with and wait for Axon justice to show the list of matching users or groups.
  2. Select the user or group you are looking for, then select Share.

The user or group selected will be granted role based access by default until they are manually removed from the Case Access Control List. To grant the user or group View Only access to the case and related evidence, select the drop-down menu under Access level and select the desired setting. To adjust how long the user or group will have access to the case and related evidence, select the drop-down menu under Duration and select the desired duration.

  1. In the confirmation dialog box, select OK.

Update Retention

If you have Edit Case Retention permission, you can set the Retention for the case.

  1. Search for the cases whose status you want to update.
  2. For each case you want to change the retention of, select the check box to the left of the case.
  3. Above the search results, select … (more actions) and select Update Retention.
  4. Select the retention option for the cases. The four supported retention policies are:
  • Until Manually Deleted: This option retains all evidence in cases until manually deleted.
  • Longest Retention Period: The scheduled deletion date for the case is calculated by finding the longest duration category applied to evidence in the case and adding it to the most recent Recorded On date for any evidence in the case.
  • Specified Date: Specify a date that sets how long the evidence in the case is retained.
  • Individual Evidence Retention: The case does not impact retention and each piece of evidence in the case is retained based on its own assigned categories and Recorded On date.

Note: Evidence in multiple cases will use the longest retention policy for the cases.

  1. Select Update.

Update Status

You can change the status assigned to one or more cases in search results.

  1. Search for the cases whose status you want to update.
  2. For each case you want to change the status of, select the check box to the left of the case.
  3. Above the search results, select Update Status.

A dialog box appears.

  1. Select the status you want from the drop-down list, then select Update.

The search results show the new status you assigned to the cases.

Delete

You can delete cases that are listed in case search results. Cases with a Deleted status can still be viewed.

When you delete a case, Axon Justice removes all evidence from the case and begins enforcing the retention policy determined by the categories assigned to the evidence. This may result in evidence being immediately queued for deletion.

  1. Search for the cases that you want to delete.
  2. For each case that you want to delete, select the check box to the left of the case.
  3. Above the search results, select Delete.

A confirmation dialog box appears.

  1. Select DELETE. A notification message box appears.
  2. On the notification message box, select CLOSE.

If you want to confirm that the case status is Deleted, select Search, locate the case in the search results, and view the case status.

Add evidence to a case

Axon Justice offers a comprehensive solution for managing case evidence. With the right permissions, users can add or import evidence to cases, ensuring a seamless flow of information. This article will guide you through the process of adding and importing evidence to a case in Justice.

Add Evidence to a case

Follow these steps to add existing evidence to a case:

  1. Select Cases from the top navigation menu. By default, this page will display Active and New cases.
  2. Locate and select the case you want to open to view the case details.
  3. Alternatively, use the Search box to search for cases by court number, police number, internal number, accused, or tags.
  4. Select Add Evidence.
  5. Use the search filters to find evidence to add to the case.
  6. Select the checkboxes for each evidence file you want to either review or add to the case.
    • Add to Case lets you add the selected evidence to the case without reviewing it.
    • Review lets you review the evidence files you have selected 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.When you are finished adding files, select Done.
  7.  When you are finished adding files, select Done.

If you are adding evidence to a case that has been shared with a partner agency, you will be prompted to update your case share.

Import evidence

Users with Upload External Files permission can import evidence files into your Axon Justice agency. The user who uploads evidence files becomes the owner of the evidence.

You can use this feature to import evidence that was not recorded on Axon devices, such as pictures taken with your smartphone and saved on your computer.

When you import an evidence file, Axon Justice classifies the file by its file type (video, image, audio, or document) based on the file extension. You can filter evidence searches by file type. If Axon Justice does not recognize a file extension, it classifies the file as "Other".

Note

The maximum file size for uploads is 4 gigabytes.

  1. Locate and select the case you want to import evidence to.
  2. From its case details page, select Add Evidence to open the Add Evidence to a Case page.
  3. Select the Import tab.
  4. Add the file that you want to import, using one of the following methods:
    • Drag and Drop: Find the files on your computer and then drag and drop the files onto the Import Evidence page.
    • Choose Files: Select Choose Files and then use the dialog box to find and select the files on your computer.
    • Record and Share: Select Record and Share to record web content from a web page, such as a video or social media post. A Record and Share panel will open on the right. Follow the steps in this panel to complete your recording.

      You can add up to 500 files at one time.
  5. After files are added, you can edit the title, ID, and category information individually for each file. You can also edit the IDs and categories for all the imported evidence or select and edit the IDs and categories for specific files using the Edit All IDs and Edit All Categories buttons. While it's recommended to add the title, ID, and category now, you can also add this information post-import.
  6. Select Upload to begin uploading the evidence files. When Justice has successfully uploaded a file, the progress column changes from "Hasn't started yet" to "Upload Complete".
  7. Select Done once all files have finished uploading.

Reassign a Case

In Axon Justice, the process of reassigning a case is governed by the Case Reassign permission. A case can be reassigned from either the Cases page or within a case's details. After reassigning a case, it may be necessary to add more users or update the access permissions to ensure the new owner and any relevant parties have the required access. This is crucial for maintaining the case's integrity and confidentiality, as it ensures that only authorized individuals can view the case. Learn more about Roles and Permissions.

Reassign a case from the Case Search page

  1. From the Cases page, locate and select the cases you want to want to reassign.
  2. Alternatively, use the Search box to search for cases by court number, police number, internal number, accused, or tags.
  3. Select More Actions (•••) in the upper-right corner and then select Reassign Cases.

Axon Justice Cases page with the More actions menu open showing the Reassign option.

Reassign a case from the case details page

  1. From the Cases page, locate and select the case you want to want to reassign.
  2. Alternatively, use the Search box to search for cases by court number, police number, internal number, accused, or tags.
  3. Select Show More to open the Case Summary pane.

Case details page with the More actions menu open and the Reassign option selected.

  1. In the Case Owner field, find the user you want to reassign the case to.

Case Summary pane with the Case Owner field highlighted.

  1. Select Save.

Default view

By default, the Cases page shows cases marked New or Active, sorted by their last updated date. To remove these filters, select the X next to the attribute or clear the corresponding Case Status checkboxes. To filter by any other status, select the applicable checkboxes.

Search for cases

Note: To return to the Cases page, select Cases in the upper-left corner.

From the Cases page, use the search box to find a case. You can search using the following options:

  • Court number
  • Police number
  • Internal number
  • Accused
  • Tags

Select a case to open its evidence and related information, or select one or more checkboxes to perform a bulk action on the selected cases.

Bulk case actions

Bulk case actions provide a quick way to update the status, retention policy, or owner of multiple cases at once.

To perform a bulk case action:

  1. Select the checkboxes next to the cases you want to modify.
  2. In the upper-right corner, choose one of the following actions:
    • Update Status: Modify the case’s current status.
    • Update Retention: Adjust how long case data is retained.
    • More actions (...): Reassign the case to a new owner.
  3. SelectUpdate to apply your changes.

Customize your case list

The custom search columns feature allows you to select which columns are visible and set the order in which they appear on the Cases page.

To customize your case list:

  1. Select Table Settings. The Custom Column Settings panel opens on the right.
  2. In the Column Options section, select the checkboxes for the columns you want to show or hide.
  3. Under Reorder Columns, drag the column names to set the order.
  4. Select Save when finished.

Axon Justice remembers your custom column settings across sessions and devices. You can return to the default column view by selecting Table Settings, then selecting Reset to Default Settings.

Default column case list

Columns in the evidence table automatically adjust to fit the content. This flexible layout ensures that information is fully visible and not cut off by fixed column widths.

  • Title
  • Collected by
  • File Type
  • Size
  • Last Received (default sort)
  • Upload Date
  • Created On
  • Disclosure Status
  • Last Shared

Column definitions

The following column options are available. You can also view these by selecting Help (question mark icon) in Custom Column Settings:

  • Court Number: The number assigned to this case.
  • Police Number: The police or incident number set by the upstream law enforcement partner.
  • Internal Number: An optional internal office number to track this case.
  • Accused: The parties accused in this case.
  • Files: The total number of files in this case and the number that have not been viewed.
  • Last Received: The last date and time this evidence was updated by the upstream partner.
  • Received From: The name of the partner organization that shared this case.
  • Case Status: The status of the case.
  • Last Shared: The last date and time evidence in this case was shared.
  • Shared To: Any parties with whom evidence in this case has been shared.
  • Tags: User-defined metadata on the case. Some tags originate from the upstream partner.
  • Owner: The person assigned to this case. This user sees the case in the My Cases tab.
  • Created On: The date and time this case was created.
  • Last Modified: The last date and time this case was modified.