Manage Team for a Case
On your case's Access tab, you can grant or restrict access to a case for other users in your application. You will see the following sub-tabs under the Access tab:
| Access Sub-tab | What to use it for |
|---|---|
| Investigative Team | Assign responsibility over the case to multiple users. |
| Denied |
|
| Review |
|
| Portal | Manage which external parties can access the case. This sub-tab will only be available if your application has the Secure Case Communication feature, which you can learn about in Manage External Access to a Case. |
Assign the Investigative Team
You can assign a team of multiple Case IQ users to take responsibility of a case by adding users to the case’s investigative team.
What's the difference between case owners and investigative teams?
Case owners and investigative teams offer similar case access controls in Case IQ. Administrators can configure your application so a user role has additional permissions for a case when they are the case's owner or on its investigative team. For example, you could create a user role that can only edit a case when they are on its investigative team. See Access Control List for more details on setting case owner and investigative team permissions.
However, a case owner can have more responsibility over a case than an investigative team member depending on your application's configuration. Your system administrator may set up your application so that:
- Case owners receive more notifications about a case, e.g. when an email reply is sent for one of the case's emails.
- A workflow may require that a case owner is assigned before you can progress the case.
- Users can be automatically assigned, reassigned, or unassigned as a case owner.
- Case owners can be automatically assigned to to-dos.
- The system may trigger automatic actions when a case owner is assigned, reassigned, or unassigned.
See Assign a Case for details on assigning a case owner for a case.
Use the following steps to manage a case’s investigative team:
1. On the case's page, click the Access tab. Make sure you are on the Investigative Team sub-tab, which will be loaded by default.
2. Type in a user’s name in the “Search users and emails…” search box and the system will search for existing user accounts.
3. Click a name in the dropdown to populate the text box. Then, click the Add to Team button.
4. Repeat to add more users to the team.
To remove a team member, click the checkbox beside the user’s name. Then, click the Remove button in the grid header.
Maximum Investigative Team Members
You can have a maximum of 100 users on a case's investigative team.
Manually Restrict User Access
You can add a user to a case’s Denied Access List to prevent them from:
- Opening the case's page.
- Seeing the case in any grid (such as the Cases Grid page).
- Finding the case in search results.
- Reporting on the case.
The Denied Access List overrides default permissions, providing another level of security in the system. Generally, investigative teams use the Denied Access List to manually prevent users involved or concerned with the case from accessing its details in Case IQ. An individual will not be notified if they are added to a case’s Denied Access List.
To add a user to the Denied Access List:
1. On the case's page, click the Access tab. Then, select the "Denied" sub-tab.
2. In the “Search users and emails…” search box, type in a user’s name and the system will search for existing user accounts.
3. Click a name in the dropdown to populate the text box. Then, click the Add to Denied Access List button to block the user from the case.
4. Repeat to add more users to the Denied Access list.
To remove a user from the Denied Access List, click the checkbox beside the user’s name. Then, click the Remove button in the grid header.
Approve or Deny Access Requests
You may receive requests to join your case's investigative team. Generally, a colleague will request access if the system has suggested a link between a case they are working on and your case. If you are the case owner, you will receive a notification letting you know someone has requested access to the case, which will provide a direct link to the Review tab.
To approve or deny an access request:
1. On the case's page, click the Access tab. Then, select the "Review" sub-tab. When someone has requested access, you will see an indicator icon (
) in the tab header.
If you received a notification about the request, you can click the link in the notification to navigate directly to the Review sub-tab.
2. In the Review grid, you will see any requests to join your case's investigative team. Your colleague may have provided some context for their request in the "Reason for Request" field.
- To approve their request, click the Checkmark (
) button for the row. Your colleague will now be on your case's investigative team. - To deny their request, click the X (
) button for the row. Your colleague will not be added to the investigative team, and they will have the same access to the case as they did before they sent the request. Denying an access request will not add the person to the Denied Access List.
Cannot Approve Access Request for Those on Denied Access List
You will not be able to approve a request from someone on the case's Denied Access List. If you want to grant them access to the case, you must remove them from the Denied Access List before you can approve their request.