Sharing cases

2020-09-03Last updated

To let internal or external members of your organization view, modify, and manage cases, you can share cases with them and define their access rights on a case by case basis.

Before you begin

Create a user account for the user you want to share the case with.


  1. Open an existing case or create a case.
  2. In the Permissions section, click one of the following:
    • Add users ()
    • Invite guest user ()
  3. If you selected Add users, in the Add existing users window, select your user of choice and then click Add.
    The Add existing groups or users page in Clearance, showing a list of users and groups that can be added to the case.
  4. If you selected Invite guest user, enter the email of the guest user you want to share the case with.
    1. (Optional) Add a first and last name for the user.
    The user is added to the list of users and, by default, is given the View and download permission level for

    the case.

  5. Change the permission level for the user, as required, and then click Save.
    The Permissions section of a case in Clearance showing a list of those included in the case and the option to change their permission levels for the case.
An email is automatically sent to the user, inviting the user to view the case details.


As shown in the following image, let's assume Audrey Williams is a member of the group Initial Reports in the Loss Prevention Department. As defined on the Departments page, the Initial Reports group has Edit permission level for new cases. However, because Audrey Williams was added to this case as a user and was given the Manage permission level, she now has full access.

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