Creating cases

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.

Video: Click to hide video

Watch this video to learn more. Click the Captions icon (CC) to turn on video captions in one of the available languages. If using Internet Explorer, the video might not display. To fix this, open the Compatibility View Settings and clear Display intranet sites in Compatibility View.

Text: Click to hide text

Before you begin

Create and configure the department that you want to assign the case to.

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If a case is no longer active, you can close the case.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.

To create a case:

  1. Click Cases > Create a case .
  2. Click and enter a name for the case.
  3. Enter values for the following settings:
    • Record number: Click to hide description
      A reference number for the case.
    • Incident number: Click to hide description
      You can use this field to add external reference numbers to a case.
    • Category: Click to hide description
      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.
    • Department: Click to hide description
      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: Click to hide description
      Date and time the incident started.
    • Incident end time: Click to hide description
      Date and time the incident ended.
    • Description: Click to hide description
      A description of the case. Be descriptive so that others can easily find your case when searching for cases.
    • Tags: Click to hide description
      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.
    • Location: Click to hide description
      Set the location where the incident occurred. Type the location, or click View map () to search for the location on a map.
    • Permissions: Click to hide description
      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.
    • Files: Click to hide description
      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 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 automatically appear in the Permissions section.