Creating cases

2021-11-05Last updated

To record the details of an incident and link digital evidence to the incident, you can create a case, and then share the case with other investigators within or outside your organization.

Before you begin

What you should know

If a case is no longer active, you can close the case. Closed cases are still part of the system and remain searchable. After a case is closed, only users or groups that have the Manage permission level for the case can reopen the case.
Files are automatically added to cases, as indicated by the () icon, when all of the following apply:
  • The evidence was recorded using a body-worn camera (BWC) that is activated in Clearance.
  • The evidence was recorded by an assigned personnel during the incident time range. This includes a 2-minute buffer before the incident start time and after the incident end time.
  • A case has relevant assigned personnel.
  • The evidence is associated with the same assigned personnel.


  1. From either the Search or Home page, create a case.
  2. Click and enter a name for the case.
  3. Enter values for the following settings:
    Record number
    A reference number for the case.
    Incident number
    You can use this field to add external reference numbers to a case.
    The type of incident. For example, you can categorize thefts as being either employee theft or shoplifting. You can only select one category per case.
    The department within your organization that is responsible for the case. You can only select one department per case. For example, for a theft case, you can assign the case to the Loss Prevention Department. This field is mandatory.
    Incident start time
    Date and time the incident started.
    Incident end time
    Date and time the incident ended.
    A description of the case. Be descriptive so that others can easily find your case when searching for cases.
    One-word keyword entries that identify the case and help users find the case when searching all cases. Ensure that you enter synonyms or alternate words for the type of incident. For example, for a case about theft, you can enter the tags Stealing or Shoplifting.
    Custom fields
    Enter or select a value from the custom fields included in the case.
    Set the location where the incident occurred. Type the location, or click View map () to search for the location on a map.
    Related Requests
    Click the links to view video requests associated with the case.
    Protect from deletion
    Click the checkbox to protect the case from being deleted.
    Click Subscribe to receive email notifications whenever the case is modified.
    The users or user groups that you want to share the case with. You can give the users or groups View only, View and download, Edit, or Manage permission levels. However, at least one of the users or groups that you add must have full access (Manage permission level) to the case.
    Important: By selecting a department, the users, along with their respective permission levels to new cases, are displayed in the Permissions section after the case is saved.
    The video files and other file types that you want to associate with the case. You can add files to the case by dragging the files into the Files field.
  4. Click Save.
An email inviting users to view the case details is automatically sent to all of the users you assigned the case to.
The "user added to a case" Clearance email notification, showing the option to view a case and a contact email address.


The following image shows an example of a case about employee theft. Because the case is assigned to the Loss Prevention Department, the members of this department are automatically displayed in the Permissions section.
A case in Clearance with the members of the Loss Prevention department included in the Permission section.

Watch this video to learn more. Click the Captions icon (CC) to turn on video captions in one of the available languages.