Investigators can share a case's documents with external stakeholders, such as complainants, respondents, witnesses, or legal counsel, even if they do not have a Case IQ account. In Case IQ, you can share a file via your application's portal or a secure link to their email address from the Access tab on a file's page. See a full description of each method in the chart below.

Share a File with a Party via the Portal

You can share a file with a party who can access the case. To grant a party access to a file:

1. On the file's page, click the Share button. Then, select the "Share via Portal" option. 
2. In the "Share Record Via the Portal" pop-up, 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.
3. 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.
4. 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. 
5. 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. 

Edit a Party's Access to a File

You can change when the party's access to the file will expire and whether they can download the file. To edit a party's access to a file:

1. On the file's page, click the Access tab. 
2. In the "Shared via Portal" section, select each party's row to edit their access. Then, click Manage Record Access in the grid header.
3. In the "Manage Record Access" pop-up, 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. Revoke access now: remove the party's access to the file immediately. This will not revoke their access to the case.
4. To change whether the party can download the file to their device, click the "Allow file downloads for recipient?" toggle to turn it on or off. 
5. Click the Save Changes button. 

Revoke a Party's Access to a File

You can manually remove a party's access to a file any time. To revoke a party's access:

1. On the file's page, click the Access tab. 
2. In the "Shared via Portal" section, hover your cursor over the party's row and click the Options () button in the row. Then, click the "Remove Access to This Record" option.
3. In the "Revoke Record Access" pop-up, click the Revoke Access button.
4. The party's access to the file will be removed. They will no longer be able to see the file when they log in to Case IQ.

Share a File via a Secure Link

You can send a link to a file to any email address, without granting them access to the case. To share a file with a secure link:

1. On the file's page, click the Share button. Then, select the "Share via Secure Link" option. 
2. Complete the following fields on the "Share via Secure Link" pop-up:
   1. Expiry Date: enter the date that the link to the shared file should no longer be active. By default, the expiry date will be set to one year from the current date, which is the maximum. 
   2. Provide Download Link: choose if recipients should be able to download the file to their device. If you restrict them from downloading the file, the recipients can open images and PDFs in their browser window using the preview feature. However, you cannot preview other file types, such as Word documents.
   3. Share With: enter the email addresses of the recipients.
   4. Subject: type in the text that Case IQ should use as the email subject. 
   5. Standard Response: you can select a “Standard Response” to populate the content of the email with a template.
   6. Message: type in the main text of your email and use the text formatting options as needed. 
3. Click the Send button. Case IQ will send an email to the recipient, with your message and instructions to access the file. 

Deactivate a Shared File Link or Change the Expiry Date

You can update when a shared file link will expire or stop sharing the file at any time. To change the shared file link:

1. Navigate to the file's case.
2. Click the Files tab, then Shared sub-tab. 
3. In the Shared grid, click a row to see to see the shared file link's details. 
4. The "Shared File Status" pop-up will be loaded.
   1. To change when the shared file link will expire, select a new date in the "Expiry Date" field. Then, click the Save button. 
   2. To deactivate the shared file link, click the Stop Sharing button. Click Confirm on the "Stop sharing?" pop-up.

FAQ