Change evidence access

Evidence access lists can be set from the evidence search and evidence details pages.

Add users and groups to an Inside My Agency Access List from the evidence search page

From the evidence search page, you can add users and groups to the access list for multiple evidence files at the same time. You can also replace the current access list with a different one.

This process can also be used to add users and groups to the access list for evidence with a Restricted or Confidential access class.

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 More actions, then under Manage Access, select Inside My Agency.
4. Under Bulk Options, select how the access lists for the selected evidence files are affected:
   1. Select Add to to add the selected users or groups to the current access list.
   2. Select Replace to replace the users and groups currently on the access list with the list of users and groups added below. If this option is selected, only users and groups added below will be on the access list for the selected evidence files. All other users and groups will be removed from the access list.
5. From the Access Level list, select the access level for the user or group.
   1. If Role is selected, the actions a user can take with the evidence depends on the permissions associated with their assigned role.
   2. If View is selected, the user can only view the evidence.
6. From the Duration list, select the period of time the user or group can access the evidence. The default value is Until Removed, which means access to the evidence is granted until the user or group is manually removed from the access list.
7. In the User or Group field, start typing the name, badge ID, or email address of the user or the name of the group. Axon Justice shows a list of matching users or groups as you enter the information. Select the user or group you want to add to the access list. If you incorrectly add a user or group to the list, you can remove them by selecting the remove icon and then selecting Remove.
8. Repeat step 7 to add other users and groups.
9. Select Save.
10. In the dialog confirmation, select Close.

An email is sent to each user informing them that they have been added to the access list for the selected evidence files.

Adding users and groups to an Outside My Agency Access List from the 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 agency. You should use external access list when you need to require that evidence is only available to users who sign in to Axon Justice. 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 More actions, then under Manage Access, select Outside My Agency.
4. In the Email field, add the users and groups with whom you want to share the evidence, as follows:
   1. For a user or group in a partner organization, start typing the name, wait for Axon Jusdddtice to show the matching users and groups, and then click the user or group you want to add to the access list. You can also type the user badge ID or email address. The user or group you selected appears below the field. If you add the email address for someone that is a member of an Axon Justice organization that is not a partner agency with your organization, that person will be able to access the evidence when they sign in to their Axon organization. Users who are not part of an Axon organization can view the evidence through my.evidence.com.
5. Under Permissions, select the permissions that you want to give to the individual users and group users you are adding to the access list.
   1. View - User can view the evidence.
   2. Download - User can download a copy of the evidence to their hard drive.
   3. View Audit Trail - User can view the audit trail.
   4. Post Notes - User can add notes to the evidence.
6. Select the Reshare option for the selected evidence.
   1. Never: User cannot share the evidence.
   2. Download: User can forward the permission to download to other users.
   3. All: User can forward all of 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, in the dialog confirmation box, select Close.

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

Provide evidence outside my agency by unauthenticated download link from the evidence search page

Sending a download link makes the evidence available through a web link, or URL, for downloading a ZIP file of the evidence from Axon Jusdtice - without requiring the person downloading the evidence to sign in to their Axon account.

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 3 days. It is recommended that you 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 More actions, then under Manage Access, select Outside My Agency.
4. Select Email a Download Link.
5. In the Email field, add the users with whom you want to share the evidence, as follows:
   1. For a user in your agency or a partner agency, start typing the name of the user, wait for Axon Justice to show the matching users, and then click the user you want. You can also type the user badge ID or email address. The user you selected appears below the field.
   2. For a user who is not in your agency or a partner agency, type the email address of the user and then press Enter.
      After you complete the sharing process, the person receiving the sharing invitation can download the evidence ZIP file.
6. Optionally, if you want to include audit trails, a table of contents, and transcripts, select the corresponding check box. 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.
7. In the Duration box, type the number of days that the evidence is to be available to the users you share the evidence with.
8. Select Share, then in the dialog confirmation box, select Close.

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

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

Add users and groups to the inside my agency access list from the evidence details page

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

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

This process can also be used to add users and groups to the access list for evidence with a Restricted or Confidential access class.

1. On the evidence details page, under Manage Evidence Access, select Manage Access.
2. Select the Access Class, Unrestricted, Restricted, or Confidential as needed.
3. In the User or Group field, start typing the name, badge ID, or email address of the user or the name of the group. Axon Justice shows a list of matching users and groups as you enter the information. Select the user or group you want to add to the access list. You can add multiple users and groups if they will have the same access duration and access level.
4. Select an Access List Level.
   1. If Role is selected, the actions a user can take with the evidence depends on the permissions associated with their assigned role.
   2. If View Only is selected, the user can only view the evidence.
5. Enter a Duration. This is the period of time the user can access the evidence. The default value is Until Removed, which means the user can access the evidence until they are manually removed from the access list.
6. Select Add.The user or group information is added to the list and an email is sent to the user informing them that they have been added to the access list for the evidence.

1. Repeat steps 3 through 6 to add other users and groups.
2. After all users are added, select Done to return to the evidence details page.

Modifying an inside my agency access list

You can modify the access duration and access level for users from the Evidence Detail page.

This process can be used to modify access information for evidence with a Restricted or Confidential access class.

1. On the evidence details page, under Manage Evidence Access, select Manage Access.
2. In the access list, select the edit icon on the same line as the user or group you want to modify.
3. Select the Access Level and Duration as needed.
4. Select Save.
5. Repeat steps 2 through 4 for other users or groups in the list.
6. When you have finished modifying access information, select Done to return to the evidence details page.

Removing users and groups from the evidence access list

Users can only be removed from the access list for an evidence file from the Evidence Detail page.

This process can be used to remove users from the access list for evidence with a Restricted or Confidential access class.

1. On the evidence details page, select Manage Access.
2. In the access list, select the remove icon and then select Remove.The user or group is removed to the list and an email is sent to the users informing them that they have been removed from the access list for the evidence.
3. Repeat step 2 to remove other users and groups from the list.
4. When you have finished removing users, select Done to return to the evidence details page.

Add users, groups, and agencies to the outside my agency access list

On the evidence details page, the Manage Access section shows the number of users, groups, and partner agencies 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. On the evidence details page, select Manage Shares.
   1. To share with all users in a partner agency, select Add Agency.
      1. In the Agency field, start typing the agency name and select the agency you want to add to the access list.
      2. Select Add.
   2. To share with specific users and groups in a partner agency:
      1. Select Add User or Group.
      2. In the User or Group field, start typing the name, badge ID, or email address of the user or the name of the group. Axon Evidence shows a list of matching users and groups as you enter the information. Select the user or group you want to add to the access list. 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 agency that is not a partner agency with your agency, that person will be able to access the evidence when they sign in to their Axon Evidence agency. Users who are not part of an Axon Evidence agency can view the evidence through my.evidence.com.
2. In the Permissions section, select the check boxes for the permissions that you want to give to the users you are sharing with.
   1. Download - User can download a copy of the evidence to their hard drive.
   2. View Audit Trail - User can view the audit trail.
   3. Add Notes - User can add notes to the evidence.
3. 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.
4. In the Duration box, type the number of days that the evidence is to be available to the users you share the evidence with.
5. Select Add. Axon Justice emails each user who you shared the evidence with, notifying them that the evidence is available to them.
6. To add another agency or user or group with different permissions or duration, repeat the above steps.
7. After all agencies, users, and groups are added, select Done to return to the evidence details page.

Modify and remove users and groups on the outside my agency access lists

You can modify the access permissions and access duration for users and groups from the evidence details page.

1. On the evidence details page, select Manage Shares.
2. To modify user or group information, select the edit icon on the same line as the user or group you want to modify.
3. Modify the permissions, reshare, and duration information as needed.
4. Select Save.
5. Repeat steps 2 through 4 for other users or groups in the list.
6. To remove a partner agency, user, or group from the outside my agency access list, select the remove icon and then click Remove. The user or group information is removed to the list and an email is sent to the users informing them that they have been removed from the access list for the evidence.
7. Repeat step 6 to remove other partner agencies, users, or groups from the list.
8. When you have finished modifying access information, select Done to return to the evidence details page.