Investigators can securely share case information with parties, such as complainants, respondents, witnesses, or legal counsel, while retaining complete control over their access. In Case IQ, you can share case information with a party by either sharing a link to a file or granting them access to the case and select records. You can use either option from the Access tab on a party's page. See a full description of each method in the chart below. 

Grant a Party Access to a Case

To grant a party access to a case:

1. On the party's page, click the Access tab. 
2. Click the Grant Access button in the Case Access section. 
3. In the "Grant Portal Access" pop-up, choose how long the party should have access to the case. You can select one of the following options:
   1. Until case is closed: the system will automatically revoke the party’s access when the case is closed.
   2. Until revoked: the party will retain access to the case until you manually revoke it.
4. Click the Grant Access button. Case IQ will send a notification and a temporary password to the party via email, so they can log in and view the case.

Share Files and Notes via the Portal

After granting a party access to a case, you can share its files and notes, so the party can review the case's documents when they log in to your application's portal. To grant a party access to files or notes:

1. On the party's page, click the Access tab. 
2. Click the Share Via Portal button in the "Shared via Portal" section.
3. In the "Share Records Via the Portal" pop-up, you will see a grid listing all the case's files and notes. Select the files and notes to share with the party. Then, click the Continue to Step 2 button.
   1. You can narrow down the files and notes in the grid by using the search box or the grid's filters. 
4. In step 2, choose how long the party should have access to the files or notes. You can select one of the following options:
   1. Specific number of days: the party's access to the files or notes 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 records in the "Days" field.
   2. Specific end date: the party's access to the files or notes will expire by a set date. When you select this option, you can enter the date that the party's access to the records 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 files or notes until you manually revoke it.
5. If you are sharing files with the party, you can choose if they should be able to download the files to their device. If you want them to download the files, click 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 files or notes of the case. 

Edit a Party's Access to a Case or its Files and Notes via the Portal

If you have shared a case and its records with a party, you can change when their access will expire. 

To edit a party's access to the case:

1. On the party's page, click the Access tab. 
2. Click the Manage Access button in the Case Access section. 
3. In the "Manage Case Access" pop-up, choose how long the party should have access to the case. You can select one of the following options:
   1. Until case is closed: the system will automatically revoke the party’s access when the case is closed.
   2. Until revoked: the party will retain access to the case until you manually revoke it.
4. Click the Save Changes button.

To edit a party's access to files or notes:

1. On the party's page, click the Access tab. 
2. In the "Shared via Portal" section, hover your cursor over the record's row and click the Options () button in the row. Then, click the "Manage Record Access" option.
   1. To edit access to multiple records at once, select each row in the "Shared via Portal" grid, 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 files or notes. You can select one of the following options:
   1. Specific number of days: the party's access to the files or notes 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 records in the "Days" field.
   2. Specific end date: the party's access to the files or notes will expire by a set date. When you select this option, you can enter the date that the party's access to the records 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 files or notes until you manually revoke it.
   5. Revoke access now: remove the party's access to the files or notes immediately. This will not revoke their access to the case.
4. Click the Save Changes button. 

Revoke a Party's Access to the Case

You can manually remove a party's access to a case and its records any time. To revoke a party's access:

1. On the party's page, click the Access tab. 
2. Click the Revoke Access button in the Case Access section.
3. In the "Revoke Case Access" pop-up, click the Revoke Access button.
4. The party's access to the case and its records will be removed. They will no longer be able to see the case's page when they log in to Case IQ.

Share a File to a Party via a Secure Link

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

1. On the party's page, click the Access tab. 
2. Click the Share Via Secure Link button in the "Shared via Secure Link" section. 
3. Search for and select the file you want to share with the party in the pop-up. Then, click the Continue to Step 2 button.
4. In step 2, complete the following fields:
   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 party should be able to download the file to their device. If you restrict them from downloading the file, the party 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. Subject: type in the text that Case IQ should use as the email subject. 
   4. Standard Response: you can select a “Standard Response” to populate the content of the email with a template.
   5. Message: type in the main text of your email and use the text formatting options as needed. 
5. Click the Share File button. Case IQ will send an email to the party, 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 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