What can external parties see on a case?

When you grant a party access to a case, they will be able to log in to Case IQ to see a limited version of the case's page. The party will be able to:

• See workflow timelines that are available externally. 
  • Administrators can set a workflow as "Visible Externally" in Settings, see Show a Workflow to Reporters and External Parties for details.
• See notes and files shared by an investigator. 
• See notes and files fields that are available externally.
• Download files if enabled by an investigator. 
• Add files and notes to the case.

External users will not be able to see case fields, tabs, internal file and note fields, files attached to notes, party details, or sensitive workflow data, nor will they be able to edit shared files or notes.

Will a party be able to access purged or cancelled cases?

No, the system will automatically revoke a party’s access to a case when:

• A case is cancelled or purged. The system will not reinstate a party’s access when a case is restored.
• The party record is deleted.
• The party record’s email is edited. If you want the party to have access to the case, you must grant them access again.

In what situations can I not grant a party access?

You cannot grant a party access to a case if:

• The case or party is scheduled for purge.
• The party has the same email address as another party that already has access to the case.
• The party does not have an email address.

Can I monitor a party's activity in Case IQ?

Any actions a party does will be recorded in the case’s History tab, under the Audit sub-tab. If the party does not have a first or last name in the system, the “User” for these actions will be “Unknown User”.

How do I share a file attached to a note?

If you share a note with a party, the party will not be able to see any files attached to the note. However, you can share the file with the party separately. To share a file attached to a note:

1. Open the file's page. You can find the file by scrolling down the note's page to the Files grid and clicking the file you want to share.
2. On the file's page, click the Share button. Then, select the "Share via Portal" option. 
3. You can complete the steps in the "Share Record Via the Portal" pop-up as usual. Select the parties with whom to share the file. When you have finished selecting parties, click the Continue to Step 2 button.
   1. You can only share a file with parties that currently have access to the case.
   2. Use the search box or the grid's filters to narrow down the parties in the grid.
4. In step 2, choose how long the party should have access to the file. You can select one of the following options:
   1. Specific number of days: the party's access to the file will expire after a set number of days. When you select this option, you can enter the number of days the party should have access to the file in the "Days" field.
   2. Specific end date: the party's access to the file will expire by a set date. When you select this option, you can enter the date that the party's access to the file will expire in the "Expiry Date" field.
   3. Until case is closed: the system will automatically revoke the party’s access when the case is closed.
   4. Until revoked: the party will retain access to the file until you manually revoke it.
5. You can choose to allow the party to download the file to their device by clicking the "Allow file downloads for recipient?" toggle to turn it on. 
6. Click the Share Records button. Case IQ will send a notification to the party via email, telling them that they can now access one of the case's files.