Investigators can allow external parties, such as complainants, respondents, witnesses, or legal counsel, to access a case's notes, so the party can view information added to the case. You can manage a party's access to a note from the note's, party's, and case's pages. This article covers how to grant, edit, and revoke a party's access to a note from the note's Access tab. To review all records that have been shared with parties, navigate to the Access tab on the case's page (learn more about the case's Access tab in Manage External Access to a Case).

Share a Note with a Party

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

1. On the note's page, click the Share button.
2. In the "Share Record Via the Portal" pop-up, select the parties with whom to share the note. When you have finished selecting parties, click the Continue to Step 2 button.
   1. You can only share a note 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 note. You can select one of the following options:
   1. Specific number of days: the party's access to the note 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 note in the "Days" field.
   2. Specific end date: the party's access to the note will expire by a set date. When you select this option, you can enter the date that the party's access to the note 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 note until you manually revoke it.
4. 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 notes. 
   1. The party will not be able to see any files attached to the note. To share the file with them as well, you can grant the party access to the note separately. See full steps in the FAQ section of this article.

Edit a Party's Access to a Note

You can change when the party's access to the note will expire. To edit a party's access to a note:

1. On the note'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 note. You can select one of the following options:
   1. Specific number of days: the party's access to the note 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 note in the "Days" field.
   2. Specific end date: the party's access to the note will expire by a set date. When you select this option, you can enter the date that the party's access to the note 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 note until you manually revoke it.
   5. Revoke access now: remove the party's access to the note immediately. This will not revoke their access to the case.
4. Click the Save Changes button. 

Revoke a Party's Access to a Note

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

1. On the note'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 note will be removed. They will no longer be able to see the note when they log in to Case IQ.

FAQ