Investigation and Intelligence Case Management System User Guide

Transcription

1 Investigation and Intelligence Case Management System User Guide Prepared By: Last Edited: 03/12/2009 Information Technology Service (ITS) Quality Assurance Team (QAT)

2 Table of Contents FOREWORD GETTING STARTED LOGIN TO GOCASE GOCASE STARTUP SCREEN Menu Case File Browser Message Board My Events Personal Notes Personal Workspace PERSONAL WORKSPACE MY CASE LIST USER PREFERENCES Profile Options Change Password Delegation TO DO Add A Task View a Task Change a Task s status CALENDAR Creating a New Appointment Viewing Appointments and Events CONTACTS MESSAGE BOARD PERSONAL NOTES CASE LIST CASE MANAGEMENT WORKFLOW DESCRIPTION Regular Workflow Optional Workflow Options CASE TRIGGER Managing Case Triggers NEW CASE FILE ELECTRONIC CASE FILE (ECF) Case File Directory Object Browser Case File Security Case Properties Case Objects and General Features Case Details Object Persons Object Organization External Data Object Documents Object Multimedia Object Exhibits Object Events... 55

3 Object Notes Object Bank Account Object Tasking Object Authorities Object Firearms Object Hearing Object Linked Cases Object Vehicles Prosecution Details Object Diagram External Data CENTRAL REPOSITORY COPY AN OBJECT FROM THE CENTRAL REPOSITORY LINK AN OBJECT FROM THE CENTRAL REPOSITORY MAKE A LINKED OBJECT LOCAL TO THE CASE FILE MIGRATE OBJECT TO CENTRAL REPOSITORY GENERAL SEARCH PERSON SEARCH QUICK PERSON SEARCH SAVING A CUSTOM QUERY FILTER SUSPECT INDEX QUICK FILTER SEARCH RESOURCE MANAGEMENT GROUPS Add a Group Delete a Group Edit a Group PERSONS Add a Person Delete a Person Edit a Person CONTENT MANAGEMENT FOLDERS Adding a Folder Deleting a Folder Editing Folder Details FILES Adding Files Deleting Files Editing File Details File and Folder Security Search PHOTO MONTAGE SPECIAL LISTS EXHIBIT REGISTRY ADDING A MOVEMENT ENTRY REPORTS

4 13.1 GENERAL REPORT FEATURES Reports Toolbar Data Parameters Dual format of Report Display Customizable Chart Display RUNNING REPORTS Report Parameters Retrieving Data Viewing the Data REPORT DEFINITIONS Offence Distribution by Suspect Address Person Profile Suspects in Custody Case Diary Person Index Special Lists Crime Diary Resources Court Case Handling On-going investigations Case By Handlers Case By Offence Case Reception Log Financial Impact Person Count By Age Yearly Distribution Workflow History Log GENERAL RESOURCE SELECTOR CREATING FAVOURITES LISTS Create a new Resource Collection Add / remove an object to / from the Favourites List Select an object from the Favourites List ADDING AND DELETING ROWS IN GRIDS AUDIT TRAIL GRID Moving Columns Filtering Grouping Add and Remove Columns

5 Foreword gocase is UNODC s software solution for law enforcement agencies, intelligence units and investigative bodies to manage and track the investigation of criminal and other offences. gocase facilitates the collection and development of intelligence and the investigation and prosecution process that constitutes the front end of most criminal justice systems (CJS). It is the single solution that addresses all requirements needed by intelligence and authorities within criminal justice systems, whether to support analysts in developing inferences and hypotheses and producing strategic or tactical outputs, to support front-line officers and investigators in identifying and reacting to investigative leads or to support prosecutors in handling court cases. gocase is aimed at providing all necessary modules in one product. The Integrated Workflow Engine is a built-in component, which drives the case life cycle according to established standard operating procedures within the agency and enables case resources, human and otherwise, to work in a fully collaborative environment. Since the workflow cycles vary from one process to another, the flexibility offered in the gocase workflow allows it to be fully customized for intelligence, investigation or prosecution tasks. Also central to gocase is the Document Management Module that facilitates the capture, storage and retrieval of all types of information relating to individuals, documents, events and exhibits related to a case. gocase provides an electronic storage medium for various types of documents which allows efficient and controlled distribution of the case file according to users defined roles and access rights in gocase. The Lawsuit Management Module in gocase connects the case file with the prosecutorial and judicial process allowing prosecutors to access the investigation report and, where appropriate, the case file. Such access can be allowed either to the entire case file or to specific parts of it. This allows preparation of the prosecution file or dossier with direct access to potentially all information and evidence compiled in the case file and summarized in the investigation report. Documentary evidence, briefs, reports, statements etc. and aids to the court such as charts and diagrams can be extracted from gocase and loaded to any electronic court system. Where the court is not electronic the prosecution file and supporting documentary evidence can be produced in hard copy. The progress of the judicial process can be recorded in gocase and final judgments, judicial orders and details of sentences handed down are loaded to gocase to complete the case file. The gocase application ensures security and integrity of data by creating multiple advanced security features and also maintaining a detailed audit trail. Its built-in Investigator Actions Checklist supports decision-making and adherence to guidelines. A robust but flexible reporting module enhances its usability further. The graphic representation of data assists analysts/users to further analyze and assess trends and patterns in investigative processes. gocase User Guide Page 5 of 128

6 1 Getting Started 1 Getting Started Login to gocase 1. Launch gocase from the Windows start-up menu or by double-clicking on the gocase icon on the desktop. 2. gocase portal serves as a launch pad to access all features and functions of the application. 3. Enter the User Name and Password. Both entries are case sensitive. 4. If this is the first time gocase is being run on the PC, enter the Server and Database information. This information is available from your System Administrator. 5. Click Login to launch the gocase application. Note: The system administrator should be contacted if the user does not remember the username and password. 1.2 gocase Startup Screen The gocase intuitive portal is the entry screen to the system and its functions. The user interface of gocase provides a user-friendly layout with quick access to the features available to each user according to his or her security privileges. The start-up screen is divided into the following sub-sections: Main Menu, Personal Workspace, Case File Browser, My Events, Personal Notes and Message Board. gocase User Guide Page 6 of 128

7 1 Getting Started Menu The following menu-items appear under Menu on the application portal. Items may be restricted according to the access granted to the specific user. Click on any of these menu-links to jump to the main functionalities of gocase. Central Repository Case List General Search Person Search Suspect Index Manage Case Triggers New Case File Resource Management Content Management Photo Montage Special Lists Exhibit Registry Reference Tables gocase User Guide Page 7 of 128

8 1 Getting Started System Administration Reports Note: The menu items may differ according to the user permissions. The list above is a list of all available options Case File Browser The Case File Browser is positioned in the top-centre area of the gocase portal. 1. Open any case file by typing the Case Identification Number (CIN) in the input field 2. Click the Open Case File button. 3. Last Accessed Cases are listed in a separate grid in the Case File Browser. 4. Open a Case File by clicking on the required case file s CIN. Note: With the help of the vertical scroll bar, you can scroll up and down the case files in the Case File Browser. The list is automatically refreshed to display the Last Accessed Cases. 5. Click on the icon to launch the Open Case File pop-up. This allows you to enter the CIN, Internal Case Reference or Operational Code Name for the case. 6. This pop-up is also available by clicking File > Open Case File from the main application menu. Note: You could type in even a part of the CIN and click OK. It would still return a list of possible case files. Note: Enter the Case Identification Number, Internal Case Reference number or the Operational Code Name (corresponding to the checked option) to open the relevant case file Message Board The bottom-centre area provides a preview to the messaging and notification services to the users. (refer Add A Task) The workflow engine of gocase is the system component that communicates to users messages and tasks to be acknowledged or completed. 1. The message board displays the workflow notifications i.e. cases assigned to the user as well as any tasks that have been assigned to the user. 2. New and Unopened notifications are highlighted in red. gocase User Guide Page 8 of 128

9 1 Getting Started 3. With the help of the vertical scroll-bar, scroll up and down the message list. 4. Jump from one record to the other by clicking on the right-arrows on the horizontal scroll-bar. 5. Double-click the notification to open the Case File/Trigger form or related message form My Events The top-right area displays a calendar and events according to the time interval selected by the user. Entries in this view are refreshed automatically when new events are defined in the case file (Tasking object, Event object, add to my calendar, assign task) or when an appointment is added to the case file. (refer Object Events and 2.4 Calendar Personal Notes Personal notes are added via the Notes Clipboard. Personal Notes can be sent between users otherwise they are only available to the user who created the note. gocase User Guide Page 9 of 128

10 1 Getting Started 1. Click on the Subject link to open the personal note either created by you or sent to you by another gocase user. 2. New messages can be created using the available at the bottom of the gocase User Interface 3. Enter the Subject in the Subject field, which is a mandatory field. 4. Enter your text in the text editor and click on Save. 5. The Note Creation Date and Author of the Note is automatically entered. 6. Click on to open the Resource Selector to choose the Recipients list 7. To create a new note click on 8. You can delete an already created note by clicking on Personal Workspace The left-bottom area of the gocase portal provides access to utilities that are user specific. Each user has in his/her own personal workspace the following options: gocase User Guide Page 10 of 128

11 1 Getting Started My Case List User Preferences To Do Calendar Contacts Message Board Personal Notes gocase User Guide Page 11 of 128

12 2 Personal Workspace 2 Personal Workspace 2.1 My Case List It displays all cases following the below rules: All cases assigned to the user in the workflow All cases for which the user is Case First or Case Second Officer All cases for which the user has been added in the Access Control List explicitly All cases that have been created by the user and have not been forwarded yet (technically the user is the Case First Officer as long as it has not been defined otherwise in the workflow definition) 1. Each Case can be opened conveniently by clicking on the CIN (Case Identification Number) hyperlink. 2. The Case Access To section shows all users that also have access to the selected Case. Note : Case Access can be granted to user groups and individual users. 2.2 User Preferences 1. Access User Preferences from the Personal Workspace menu on the bottom left of the gocase Portal or under Tools on the main application menu bar. 2. Under User Preferences, you can set personal settings for the application as well as update your personal details. 3. The Organization Groups to which you belong and the Reporting Hierarchy (both upwards and downwards) within the organization are also displayed. gocase User Guide Page 12 of 128

13 2 Personal Workspace Profile 1. Update your Personal Details under the Profile tab. 2. Details on which Organizational Groups you belong to as well as your Reporting Hierarchy is available here. 3. You cannot make changes to the Groups or Reporting Hierarchy Options 1. Set your application preferences here. 2. Change the language and cultural settings you wish to use in gocase by selecting language options in the Language section. Once you have changed the language the application will close. The next time you log in gocase, it will be available in the selected language. 3. Last Accessed Cases sets the number of cases which are to be displayed in the Last Accessed Cases grid on the main portal. 4. No. of Notes on Startup determines how many notes are to be displayed in the Personal Notes section at the bottom right of the main portal. 5. In Start-up Messages (days), you can set how many days worth of messages you wish to be displayed on the Message Board on the main portal. The user can view all of his/her messages at any time by clicking on the Message Board link in the Personal Workspace section of the main portal. 6. Default Case Trigger Template is the default type of trigger selected when creating a new case file. You can change the trigger type when creating a new case 7. Show Case Tree on Top of the case sets the default positioning of the User Defined View within a Case File. If the flag is set to No the User Defined View will be displayed at the top and the tree view Object Browser at the bottom Change Password You can change your password here. Keep the following requirements in mind when creating a new password: It must be between 6 and 15 characters long. It must have at least one upper case and one lower case character. gocase User Guide Page 13 of 128

14 2 Personal Workspace Delegation This is where you have the option to delegate workflow transitions to another user. 1. The drop-down list displays a list of workflow cycles in which you, or the Organization Group to which you belong, have been granted access and activity rights. 2. Select a workflow cycle to display the Regular and Optional Transitions. Once again only the transitions to which you have been granted access and activity rights will be displayed. 3. To delegate a transition to another user, select the desired Transition and click in the Delegate To column; the Resource Selector will pop up. 4. Select the User or Organization Group to which you would like to delegate and click OK. 5. If this is an indefinite delegation check the Never Expires check box. 6. If you have an end date leave the Never Expires check box unchecked and select the start date by clicking in the Effective Date column and selecting the date. 7. Now select the End Date. It is mandatory to either check Never Expires or to select an End Date. 8. By checking Keep me Informed, you will be kept informed of any actions taken on your behalf. 2.3 To Do The To-Do component, located in the Personal Workspace menu on the bottom left of the gocase Portal, or under Tools on the main application menu bar, helps manage tasks created by you, as well as tasks assigned by other users. You can create and assign tasks via the To-Do component as well as within a Case File (refer Object Tasking).Tasks are divided into two groups. gocase User Guide Page 14 of 128

15 2 Personal Workspace 1. Personal tasks are added to the To-Do component and are not linked to any specific Case File. They are only visible to the user who created the task as well as to those who have been assigned to the task. 2. Case Tasks are created within a case file and displayed in the To-Do component. They cannot be added from within the To-Do component. Clicking on the Subject Hyperlink navigates directly to the Case File and to the Case Object the task has been created for. Case Tasks include tasks added as objects, tasks added using the Assign Task top of all objects, as well as tasks added through the Add to my Calendar of all objects within a case file at the at the top 3. All tasks are displayed on the Message Board on the main gocase portal. 4. To open the To- Do list, select To-Do from the Personal Workspace on the gocase portal. 5. In the left panel there is a filter menu which divides tasks into the following groups: gocase User Guide Page 15 of 128

16 2 Personal Workspace Lists all tasks. Lists Case Object Tasks, Case Tasks and My Calendar Tasks which have not been set to complete. Lists all personal tasks created in the To Do feature. Completed tasks are all tasks, both Case and Personal, which have been set to complete Add A Task 1. To add a Personal Task, click the button in the Task Management panel above the task lists. 2. The Task Details window pops up. 3. Enter the Subject, Due By and Start By information and any other relevant information. 4. As with the Case Object Task, the Assign To Myself check box in the Assign Panel is checked by default. 5. If you do not wish to assign this task to yourself, uncheck the checkbox. 6. To assign the task to other users, add the users to the Assign Task grid by clicking the [+] button at the bottom of the grid and selecting the users from the Resource Selector. Note: You must enter the required Task details before adding a resource. 7. Once all the information has been entered and the resources have been selected, click on the Save button and close the form. 8. The Task List is automatically updated with the new task and messages are sent to the message board of all users the task has been assigned to View a Task 1. To open a Task, Click on the Subject link in the Task List. 2. Personal Tasks are opened in a pop-up window. 3. When a Task is associated with a Case File, the specific Objects within the Case File will be opened. Note: This is only applicable if the user has access to the object in the case file Change a Task s status It is possible to change the status of Personal and Case Tasks in the Task List. 1. Select the tasks for which you would like to change the status by checking the check box in the left column of the grid. 2. Now click on either the In Progress or Completed button in the Task Management panel. 4. The tasks will be updated to reflect the new status. 5. Note that only the current user s tasks are updated and not the status for other users. gocase User Guide Page 16 of 128

17 2 Personal Workspace 6. Clicking also changes the status and removes the task from the Task List. 2.4 Calendar 1. Open the Calendar from the Personal Workspace Menu on the gocase portal. 2. The Calendar displays all entries made in Add to my Calendar within a Case Object as well as all Events created within the Event Object in a case file. 3. It is also possible to add appointments from within the gocase Calendar. 4. Any appointments added to the gocase Calendar will be displayed in the Event List on the gocase main portal. 5. Clicking on these events will open the calendar to the specific day. 6. By default, the Calendar opens to show all events for the current week in the left panel and calendar filters in the right panel. 7. Note that dates highlighted in the calendar in the right panel indicate that there is a calendar entry for that date. 8. Right-click in the calendar panel to display the context menu above. 9. You can change the calendar view to display only day view, the current work week, week view (which is the default) month view or time line. 10. Select Go To to jump directly to a specific date without having to find it on the Calendar Creating a New Appointment 1. To create a new appointment, double-click in the left panel, or right-click and select New Appointment from the context menu. gocase User Guide Page 17 of 128

18 2 Personal Workspace 2. The Appointment form pops up. 3. Note that the current user is added to the Resource Name grid by default. 4. It is possible to set this appointment for other users by adding their name to the Resource Name grid. 5. Click on the [+] at the bottom of the grid and select the users from the Resource Selector. 6. Enter the appointment details and Click OK to confirm that all relevant information has been entered. 7. Select the Reminder check-box if you want a reminder for your appointment. 8. Select at which time intervals you need to be reminded; please note that the reminder will only be visible if the gocase application is open. 9. If it is an All Day Event, select the All Day Event check-box. 10. If it is a recurring event, click on the button on the bottom of the Appointment pop-up menu; Appointment Recurrence pop-up opens up. gocase User Guide Page 18 of 128

19 2 Personal Workspace 11. Enter the Recurrence information and click OK. 12. The event is immediately displayed in the calendar Viewing Appointments and Events 1. To view the appointment details, double-click on the appointment entry. 2. This will open the Appointment pop-up and display the information. 3. It is also possible to right-click on the appointment within the calendar. 4. This opens a context menu. 5. Click on Open to open the Appointment or Label As to change the view of the appointment. gocase User Guide Page 19 of 128

20 2 Personal Workspace 6. When the entry is associated with an object in a Case file, either as an Event or an Add to My Calendar entry, the Case File will be opened and the associated object will be displayed. 2.5 Contacts The Contacts feature in gocase allows you to have your own address book in the gocase application. Addresses added to the contact list are only available to the user responsible for adding them. The Contacts list is available under the Personal Workspace on the gocase portal. 1. Add contacts by clicking on the append [+] button of the top grid. A new row is added to the grid. 2. Enter all the relevant contact information. 3. Note that the First and Last Names are mandatory fields. 4. Once the First and Last Names have been entered, click on the append [+] button on the Address or Communication grids and add the relevant information. 5. To view a specific contacts detail, select the contact from the main grid. This will display the contact details for the selected contact. 6. If you are unsure about the spelling of any particular name, you can type the first few characters of the First Name or Last Name or the contact you are looking for and the system will display all names registered in the system starting with that those characters. 7. Clicking on one of the letters of the alphabet will return all contacts with Last Name starting with the selected letter. 8. To forward a contact to another user, click in the Send To column. 9. This will open the Resource Selector. 10. Select the user you wish to send the contact to and click OK. The contact will now appear in the user s contact list. gocase User Guide Page 20 of 128

21 2 Personal Workspace 2.6 Message Board All messages sent to the user via the workflow, or any tasks assigned to the user will appear on the Message Board on the gocase main portal. To manage these messages, or to see the details, click on the Message Board menu item under Personal Workspace. 1. The Message Board lists all current messages with the latest message displayed at the top of the list. 2. Un-read messages appear in red. 3. The message details of the currently selected / highlighted message appear in the bottom half of the screen. 4. If the message has an associated Case File or Case Object, there will be a CIN number. 5. Click on the link in the CIN column to open the associated File/Object. 6. See the Message Detail by selecting the message in the Message List. The details show information on delivery dates, creating dates etc. 7. Archive messages to limit the number of messages displayed in the initial list. To archive messages, select the messages by checking the check box next to the message and clicking on the Archive Selected button at the top of the grid. 8. The archived messages are removed from the Message List. 9. To view the archived messages, click on the Archived link in the left panel on the screen. gocase User Guide Page 21 of 128

22 2 Personal Workspace 10. Return to the current message by clicking on the Inbox link. 11. Delete messages by checking the check box next to the message and clicking on the Delete Selected button. Once a message has been deleted it is no longer available. 12. Refresh the list at any time by clicking the button in the Message Board Actions panel. 2.7 Personal Notes All the notes written by the user in the Notes Clipboard appear under Personal Notes. You can open the Personal Notes from Personal Workspace on the gocase portal. 1. The Message Board Actions lists all the Personal Notes by the current user with the latest message displayed at the top of the list. 2. The message details of the currently selected / highlighted message appear in the bottom half of the screen. 3. Notes Lists appear in three different columns : Subject, Created By and Date 4. You can delete any of these messages by clicking on the (-) on the bottom of the grid 5. Refresh the list at any time by clicking on the button in the Message Board Actions panel. 6. Return to the current message by clicking on the Inbox link New Messages can be created using the Notes Clipboard available at the bottom of the gocase User Interface. gocase User Guide Page 22 of 128

23 2 Personal Workspace 2.8 Case List Case List can be launched from the main menu on the gocase portal or by selecting Components>Case List from the main application menu bar. Case List displays all the cases the user has access to. They are categorized under the different Case Types in the left-panel of the Case List screen: Intelligence, Investigation, Prosecution, Repository and Surveillance. A case categorized under Repository is unique, meaning there is only one instance of it in the system. 1. When expanding the Case Type in the tree view, by clicking on the next to the case type name, it will list the different Workflow Status as well as the number of cases in each Workflow Status. 2. Selecting the status will once again filter the Case List in the right panel 3. The Case File will be opened. 3 Case Management 3.1 Workflow Description The gocase workflow engine is the major component in gocase responsible for driving the workflow of the intelligence and investigative processes. All transitions/activities that form the business standard procedures are controlled and audited by the workflow module. gocase User Guide Page 23 of 128

24 1. In gocase, any petition, submitted by post, or by hand to the organization is registered as a Case Trigger and a unique Case Identification Number (CIN) number is assigned automatically as the primary reference number. 2. According to the workflow the Case Trigger can be reviewed by e.g. the organization s Head of Operations. It can then be forwarded to a specialist team who investigates the case trigger in detail. 3. In the Extract Sheet, the user registering the Case Trigger can elaborate on the details and facts that have been gathered until this point. 4. Following the workflow definition the Case Trigger is transformed into a Case File which holds more detailed object categories and attributes for a detailed investigation. The person to whom the Case File is assigned becomes the Case First Officer by default. 5. The Case First Officer manages the access levels and user permissions for the Case File. For example the Case can be set to Blind where no users other than the ones explicitly assigned to the Case can search, open and edit data that is associated to the Case directly. 6. According to the business needs the Workflow can hold as many transitions as required whereas each transition reflects a different responsible unit or person and a specific task that has to be executed. 7. For all workflow transitions the case permissions are updated automatically reflecting that a person holding a Case File can automatically access data within the Case File. 8. Closing a Case File sets the case to read-only and no further modifications are possible. 9. The current Case Status appears in the Case Details Form. It displays the current status of the case and provides the option to transit to the next possible workflow state according to the workflow definition and user permissions. 10. In order to provide maximum flexibility, authorized users can override the regular flow by performing optional transitions or revert to any previous state that the Case File has gone through. In this specific case the previous owner will be notified automatically. 11. Reopening Case Files is also supported. See below for a workflow definition example. For details about configuring the workflow please refer to the System Admin / Workflow chapter. gocase User Guide Page 24 of 128

25 12. The workflow engine is the component that notifies users of any cases assigned to them. It also forwards any messages sent by the person assigning the case. (refer 2.6 Message Board ) gocase User Guide Page 25 of 128

26 3.1.1 Regular Workflow The user can perform regular or optional transitions as required by the particular case circumstances. The Regular Flow is system defined and will automatically follow the standard route dictated by the Case File type. Note: When you click on the button on the right-bottom of the Workflow screen, the file status is returned to the previous person and the status is changed to the previous state Optional Workflow The optional transition is used when the regular flow needs to be overridden. e.g. when the case has been suspended or rejected. gocase User Guide Page 26 of 128

27 3.1.3 Options 1. Click on the Options tab on the Workflow window to set the Priority options for the case. 2. It can be set from High to Low options on the Priority slide bar. 3. The default option is Normal. 3.2 Case Trigger The Case Trigger is an entry point for initiating a new case. Its purpose is to easily and quickly capture the initial information as reported in the Case Trigger Complaint, Petition, Informant Report etc. 1. The Case Trigger List displays a list of cases assigned to the user. This is managed by the workflow engine. 2. Filter the cases according to their current status by selecting the status from the Filter Case Triggers drop-down. 3. The petition documents are displayed in the Enclosures grid at the bottom of the form. 4. To view a specific enclosure / document, select the relevant case from the list. 5. The document name will be displayed in the Enclosures grid. 6. Click on View link to open the document. gocase User Guide Page 27 of 128

28 gocase User Guide Page 28 of Central Repository

29 3.2.1 Managing Case Triggers 1. To initiate a new case, click on Manage Case Triggers in the main menu on the gocase portal or select Components>Manage Case Triggers from the main application menu bar. 2. Click on the Initiate New Case button in the top left hand corner. 3. Enter as much trigger information as possible. Note: It is only possible to add information in the top section of the form. 4. Once the initial trigger information has been entered, click Save. This will activate the Parties and Enclosures grids as well as the Workflow. 5. Enter as much information as possible in the Parties grid 6. To add information for a person or organization, select the required tab (Person or Organization) and click on the [+] at the bottom of the grid. 7. A new row is added to the grid. Fill in the required information in that row. The required fields are indicated by the * next to the column heading. 8. To add a postal address or other communication information, enter the Person or Organization information and save. 9. Now add the Postal Addresses or Communication information by clicking on the [+] at the bottom of the grid. 10. To add or edit information for an existing Person or Organization, select that Person or Organization from the Parties grid. This will automatically populate the address and communication information for the selected Person or Organization. 11. Once all the information has been added, append the petition document. Do this by clicking on the [+] at the bottom of the Enclosures grid. 12. A row is added to the grid. 13. In the right hand column, click Add Document. This will launch the document management form. gocase User Guide Page 29 of 128

30 14. Enter the document Title. 15. Make sure the title is descriptive, as the document will automatically be added as a document object in the case file. 16. Enter all other available data. If there is a scanner connected to the computer you can scan relevant documents; otherwise you can upload them from the hard drive or network. 17. To scan the document, select the scanner from the Select Scanning Software drop-down and click the Scan button. If no scanner is available a message will be displayed. 18. To upload a document click on the Browse button. Navigate to the folder and select the relevant document. 19. Click on Open. The file path will be displayed in the Document File input field. 20. Click on Save. The document management window will close and the document will appear in the Enclosures grid. 21. To edit or view a document in the Enclosures grid, click on the Edit Document link in the right hand column. This will open the Document Management window. 22. To view the document, click on the View Document link in the top right corner. 23. To edit the document information, make the necessary changes and click Save. 24. The document cannot be changed. You will need to delete the document from the Enclosures grid and add a new document if you wish to change the document. 25. It is possible to print a confirmation of receipt or any other form which might have been loaded by your System Administrator. 26. Select the specific template from the Print drop down and click the button. The Template form is loaded. Make any necessary changes and print. gocase User Guide Page 30 of 128

31 Note: Once all information has been added to the Case Trigger, the document must be forwarded to the appropriate user. (refer 2.1 Workflow Description on how to forward case files using the Workflow. 3.3 New Case File The New Case File feature on the main menu provides a short cut to creating a Case File. When using this feature no trigger information is entered and an empty Case File is created. 1. Select the Case Type, Originating Site, Trigger Type and Received Date. These are required fields. 2. Enter a Case File Name if you want to name the Case File. Click on Create. 3. A new empty Case File is created and automatically opened. 4. The user creating the Case File is added to the Case Access Control as the Case First Officer. 3.4 Electronic Case File (ECF) Central to gocase is the Electronic Case File (ECF) management module. This module is capable of capturing, storing, querying and retrieving information relating to various objects. Typically an electronic case file contains information on the people involved in the case, scanned documents, multimedia files (images, audio or video), information on bank accounts, events etc. Every Case Type in the gocase system has a set list of objects. They vary according to the requirements of a case type. An example is that a Prosecution Case Type would have a Hearing object. This object would not be used in an Investigation Case Type. gocase User Guide Page 31 of 128

32 3.4.1 Case File Directory When you open a Case File, the Object Browser and Case File Directory are displayed in two panels. The right panel displays the Case File Directory with the Case Information, Extract and a list of Objects added to the Case File. This is a quick overview of the Case Type, Security Level, File Name, Status as well as the content of the Case File. The list of Objects provides a shortcut to opening any object within the Case File Object Browser The Object Browser is designed to navigate objects within the Case File. Objects are added, deleted and modified using the Object Browser. The Object Browser lists all Object Types associated with the type of case as well as all Objects which have been added to the Case. 1. Clicking on the next to the Object Type expands a list of Objects which have been added to the Case. 2. Double Click on any of the Objects within the list to open the Object File. 3. The number in brackets next to the Object Type name indicates the number of Objects added to the specific Object Type Case File Security The most important part of any Case File is the security. Case File Security is managed by the Case Access Control from within the Case File. There are three levels of security: Shared for Read Restricted by ACL Blind 1. There is a default setting which is set by the System Administrator. 2. All new cases are assigned the default security level. gocase User Guide Page 32 of 128

33 3. Only the Case First Officer, Case Second Officer and Super Users, can change the security level and Access Control of a case file. Shared for Read When the case has been set to Shared for Read, anyone using the gocase application will have access to the Case File and its objects. Users will not have access to any of the object menus and will not be able to add, modify or delete any Object information. Restricted by ACL Only users granted access in the ACL have access to the Case File. Information regarding the objects in these cases is displayed in the results lists of the General Search or Person Search features available on the gocase Portal, information regarding the objects in these cases will be displayed in the results. Only users who have been granted access in the ACL will be able to open the objects and view details information. Blind The difference between Blind and Restricted by ACL security levels is clearly illustrated in the Person Search and General Search features. Here, no results will be returned for objects associated with a Blind Case File, unless the user has been specifically granted access to that Case File in the ACL. By default the following users have access to the Case File. They also have access to the ACL and are able to change security settings and grant access to other users: Case First Officer Case Second Officer gocase Super Users Note: When a Case is opened using the New Case File menu item on the gocase portal, the creating user will be added to the case as the Case First Officer and will have full access to the Case File Granting access to a user 1. Right-click on the Case File node in the Object Browser of the Case File. 2. Select Case Access Control from the menu to launch the Case Access Control form. gocase User Guide Page 33 of 128

34 3. To change the Case Handling Group, click on the in the Case Handing Group input. 4. Select the team in charge of the case from the Resource Selector. 5. Change the Case First Officer and Case Second Officer by clicking on the in the respective input fields and selecting the user s name. 6. The Classification Code and Security Level can be changed by clicking on the respective and setting the new value. Note: Super Users are managed from within gocase security and cannot be changed on this form. 7. Once the required changes have been made, click Save. 8. To grant access to a user, add a row to the Resource Access Control grid by clicking on the [+] at the bottom of the grid. The Resource Selector is opened. gocase User Guide Page 34 of 128

35 9. Select the user or group being granted access and click on OK. More than one user may be selected at a time. The user/s is added to the grid with default settings. 10. Change the Date Effective From, Never Expires and Date Effective To as required by selecting the resource in the grid and changing the values. The user has been added to the Case Access Control but no rights have been granted. 11. Select the user in the grid. Note that his/her name appears in the bottom panel. 12. Grant access as required by checking or un-checking Read and Modify next to the respective Object names. 13. It is possible for a user to have access to only one Object Type within a Case File. Each object has associated menu options. If explicit access is not granted the user will not have access to these Objects or Menu Items. 14. Use the shortcut buttons to grant/revoke access or check/un-check the check boxes in the grid. Note: If a user has been added to the Resource Access Control grid but has not been given explicit access for Objects and Menu Items, he/she will not have access to the Case File Case Properties 1. To change the case properties - Operational Code Name, Case File Name, Priority, Case Handling Group, Case First Officer, Case Second Officer, right-click on the Case File node in the Object Browser. 2. Select Case Properties from the menu, make changes and Save. 3. Case Handling Group, Case First Officer and Case Second Officer can be changed here or within the Case Access Control. gocase User Guide Page 35 of 128

36 3.4.5 Case Objects and General Features Each Case File contains a number of Objects. The number of Objects may differ according to the type of Case File. E.g. a Prosecution Case Type would have a Hearing object whereas the Investigation Case Type would not. Here is a list of all available Case Objects: Case Details Prosecution Details Persons Organization Offence Description, Financial Impact, Extract and a copy of the Case Trigger if available. Legal proceedings consisting of the judicial examination of issues Add any Person involved in the case. These may be suspects, witnesses, registered vehicle owners, complainants etc. As the gocase Person Search feature searches through all Person objects in case files, it is important to add as much information as possible about the Persons. Any Organization involved/ linked to the case. Documents Any documents associated with a case. Documents are added in the document object and will be available to everyone without having to make copies of the original document. The Document Object has a change control feature which keeps track of any changes made to a document. It also retains a copy of the original version of the document. Multimedia Exhibits Notes Bank Accounts Tasking Images, voice recordings, video clips etc. Description of the case exhibits, where and when they were found, and by whom they were found. It also displays the tracking of the Exhibit Set as managed by the Exhibit Registrar. Any notes made on the case. : subject and body. It is possible to comment on other user s notes as well as print the complete discussion. Any bank accounts associated with a case. Institution Name, Account No., Name, Type and Status Tasks assigned to users. Subject, due by, start by and priority gocase User Guide Page 36 of 128

37 Authorities Diagrams Events Firearms Hearing Linked Cases Vehicles Sheet Any Authorities contacted in connection with the case. Displays a graphical representation of the objects within the case file. Any events which need to be registered i.e. interviewing the witness etc. Any firearms involved in the case. Hearing information when case goes to court Any other case that might be linked to the current case Any vehicles involved in the case. Excel object which can be used to store various calculation details related to a case, it replaces many physical/electronic files related to the case which are stored separately Phone Any phone details involved/linked to the case General Object Features and Context Menu Items The following features and menu items are available in the majority of the object types: Adding an Object There are three ways to add an object to a Case File: Add a New Object Copy an Object from the Central Repository Link an Object from the Central Repository A New Object is an object which is created within the current Case File. The new Object will only be available in the current case file and cannot be accessed from within other case files. gocase User Guide Page 37 of 128

38 1. To add a New Object, right-click on the Object Type, e.g. Persons Label and select New Object. 2. If the menu option is greyed out, you have not been granted access to perform this action. Copy Object from Central Repository This is when you make a physical copy of an object which exists in the Central Repository. Making a copy of the Object will make the Object local to the current case and break the link with the Central Repository. Any changes made to the object will only reflect in the current Case File. 1. To copy an Object, right-click on the Object Type label and select Copy Object from Central Repository. 2. A Repository Objects list is displayed with all available objects of the same type from the Central Repository. 3. Select the Object you wish to copy and click on OK. 4. To filter results immediately, start typing the Object Label in the Quick Label filter and the results will be filtered accordingly. Link Object from Central Repository This creates a link between the current Case File and the Central Repository. The Object will be displayed in the current Case File and the label will be underlined. Any changes made to the object will propagate back to the Central Repository as well as any other Case Files which have a link to the object. 1. To Link the Object, right-click on the Object Type label and select Link Object from Central Repository. 2. Select the Object the same way as in Copy Object from Central Repository. 3. Note that the object is underlined in the Object Browser. General Object Menu Options gocase User Guide Page 38 of 128

39 Delete an Object To delete an object in the Object Browser: 1. Right-click on the object in the Object Browser. 2. Select Delete from the menu. 3. You will be prompted to confirm that the specific object should be deleted. Make sure that the correct object is being deleted. 4. The Object Label is displayed in the confirmation message. If this is the correct object to be deleted, click on Yes. The Object is deleted. 5. In the case of Person objects a copy is made and archived in the database. Linked Objects For all objects within a case file it is possible to create links to other objects. These links will be shown in the top right of the Case Object and allow the user to quickly navigate to the target object. The Linked Objects tab displays any Objects within the Case File which the selected object has been linked to. Click on the link within the Object Label column to open the object. The Object Linked To tab displays any Case Files which the selected object has been linked to. This is only valid when working with a Linked Object. Click on the link within the CIN column to open the Object in the Case File (this is only available if you have the necessary access rights to the Case File). gocase User Guide Page 39 of 128

40 Depending on the type of objects that are connected a specific Connection Rule can be assigned. This rule represents a certain logical / business / case dependency between the objects. Creating a linked object is possible by one of the following options 1. Click on the Connected Objects icon. 2. Select Linked Objects in the context-menu Create connector in Diagrams Object and enter a connection description (refer Object Diagram) The following dialog appears when following the Linked Objects icons / menu entries. gocase User Guide Page 40 of 128

41 By default the Objects List section shows only the objects used in the current Case File directly. Clicking on Central Repository loads all objects from the Central Repository for selection. In order to add an object to the connected to main grid which will then be shown in the Linked Objects section proceed as follows: 1. double click on an entry in the Objects List or alternatively right click on the object and select Add Link 2. set a connection rule in the Connection Rule section. Please note that saving a Linked Object is also allowed when no connection rule is either available or selected. In order to display the updated Linked Objects please refresh the Case Object Browser by clicking on the Refresh icon. Refresh Updates the Case File and shows the latest data as available in the database. Print gocase User Guide Page 41 of 128

42 1. When selecting Print off the context menu, a printable form is displayed with all the available information on the selected Object. 2. Print or save the form. Copy Object as Link 1. It is possible to copy a link to the Object to the Notes Clipboard or any Rich Text Box within the application. 2. From the Notes Clipboard ( refer 19.0 Notes Clipboard) it can be sent as a message to any user within gocase. 3. Click on the link, which is sent as a message and the Object will automatically be opened, provided the user has access to the Object within the case file. 4. To copy the link to the Notes Clipboard, right-click on the Object and select Copy Object as Link from the context menu. 5. Now open the Notes Clipboard and enter a subject. 6. Click on the icon to paste the link into the message part of the note. 7. Forward the note or use the note as a reminder for yourself. Migrate to Central Repository It is possible to migrate certain Object types to the Central Repository. These Objects will then be available for use in all case files. When you migrate an Object to the Central Repository, it will be moved to the Central Repository, and a link will be created in the current Case File. 1. To migrate the Object, right-click on the Object and select Migrate to Central Repository. 2. Any changes made to the Object once it has been migrated will propagate to the Central Repository as well as any other Case File which has a link to the Object. Make Local to Case File This menu item is only available on Linked objects. When an object is linked from the Central Repository all updates made to the Object are propagated to the Central Repository and any other Case File linking the Object. It is possible to change the status of the Object from a Linked Object to a Copied Object. 1. To change the status of the object, right-click on the Object and select Make Local to Case File from the context menu. 2. The link is removed and the Object is copied to the Case File. 3. All changes made to the Object will now be local to the Case File. Object Label and Content Type gocase User Guide Page 42 of 128

43 1. When a new object is added, the label in the Object Browser is set to Unknown. 2. This is updated as soon as the required fields have been entered. i.e. in the case of Persons object the First Name and Last Name. 3. To change the label at a later stage, update the Object Label: in the object header (see above). 4. Update the label and click on Save. 5. The Object Browser will be updated. Add to my Calendar Any Object can be added as a Calendar Event to the gocase Calendar. It will also be displayed in My Events on the gocase portal. 1. Select the Date and add a Subject. 2. The link to the Object in the Case File is added automatically. 3. Click on the calendar event within the Calendar, the Object will automatically be opened. It is possible to add a task at the same time. This task will be displayed in To Do in the gocase portal. 4. To add a calendar entry, click on the calendar icon in the object header. My Calendar (refer 16.0 Calendar )window pops up. Select the date and enter a subject. 5. If you do not want a To Do Task, un-check the Add to my Case Tasks check box. 6. Now click Add. An entry is added to the bottom grid. Also view the entry in the gocase Calendar and gocase To Do features. Assign a Task You can assign a task, linked to an Object, to any gocase user. 1. Click on Assign a Task button; Assign Task window pops up. 2. The Subject and Due Date are required fields. By default the task will be assigned to yourself, unless you uncheck the Assign to Myself checkbox. 3. Click on the [+] button at the bottom of the Assign Resources grid to assign the task to other people. 4. The Resource Selector is displayed. Select the resources and whom the task should be assigned to and click OK. Once you have entered the Subject and Due Date as well as any other relevant information click on the Assign Task button. 5. As message will be sent to the users, it will also be displayed under To Do in the gocase portal. gocase User Guide Page 43 of 128

44 Content Validity Content Validity is a rating system for the Object. 1. To rate the Object, click on the Content Validity button. 2. The Object Evaluation window pops up. There are two evaluation criteria: Source Reliability and Content Validity. 3. Check the applicable boxes in each of these criteria. It is also possible to enter the Source of Data. Click on OK to save the changes or Cancel to cancel them. 4. Note that the labels next to the Content Validity button on the Object Header have been updated with the new evaluation information Case Details The Case Details provide an overview of the case, showing the current workflow status, a description of the case, the financial impact, the Case Extract and a copy of the Case Trigger with details on complainants and suspects. Whilst basic details like Case Identification Numbers, Case Officers, Teams and the Workflow are displayed in the top screen detailed information on the case is available in 4 separate tabs: Details, Extract, Case Trigger and Job Sheet. The Offence Description and Extract can be updated and added to in this form. The details in the top panel must be updated through the Case Properties form (refer Case Properties). The Case Trigger information is cannot be edited. It is a visual representation of the content of the trigger. The Case Workflow is managed on this form. It displays the Current Status and must be set to the next status when work on any phase of or the case itself is complete Object Persons Persons Directory 1. A list of Persons with available images is available by double clicking on the Object Type Label. 2. Double Click on the card to open the Person Object. gocase User Guide Page 44 of 128

45 Object Browser 1. Expand the Persons Object by clicking on the [+] to the left of the Object Type, to display a list of all individuals linked to the case as Accused, Complainant, Plaintiff, Surety, Suspect or Witness. 2. To view the details of a specific person, click on the Persons name in the object browser. Link To Case Gender Image Suspect / Accused Male Suspect / Accused Female Suspect / Accused Unknown All Others Male All Others Female All Others Unknown Note defined Yet Unknown The following information can be entered for each person: Profile: personal data. Link to Case is specific to the Person within the Case File. It is the only data which can be changed locally when an object is linked from the Central Repository Contact Details Judicial Profile Photos Biometric Data gocase User Guide Page 45 of 128

46 Associates Travel History Miscellaneous Person Tracking Assets Persons Context Menu The following options are specific to the Persons Object and are not available under other objects: External Data Please see chapter External Data for reference. Associated Forms Associated form is a list of pre-defined templates which can be linked to the specific person. These templates are set up by the System Administrator and may include templates such as Warrant for Arrest. When the form is selected it is opened in an editable format and the data is pre-populated with the person information. Associated Reports There are any reports which can be associated with a specific person. i.e. the Person Profile report. ( refer Person Profile) gocase User Guide Page 46 of 128

47 Add to / Remove From Suspect Index Any person may be added to the Suspect Index. 1. This Index is available from the Main Menu on the gocase Portal and provides a list of all Persons added as suspects and any possible matches in other Case Files. 2. To add a person to the Suspect Index click Add to Suspect Index. 3. To remove the person select Remove from Suspect Index. 4. Note that a person cannot be added and removed from within the Suspect Index feature. ( refer 5.0 Suspect Index) Add to Specials List There are a number of pre-defined lists called Special Lists which can be accessed from the Main Menu on the gocase portal. (refer 9.0 Special Lists) 1. To add a person to the Special Lists, right-click on the person and select Add to Special Lists. 2. Select the list you wish to add the person to. 3. If the list name has been greyed out, the person has already been added to that specific Special List. 4. To remove a person from the special list, select the person in the Person List. 5. Select the List Name in the Person appears in the following lists grid in the Special Lists form. 6. Click on the [-] button at the bottom of the grid. 7. The selected person has been removed from the relevant list. Search for Match 1. Search for Match loads the Person Search and pre-populates the Filter Parameters with the selected user s details. 2. If necessary, edit or add to the parameters and click Search. 3. All possible results will be displayed in the Search Results grid Object Organization Organization Directory 1. A list of Organizations displaying the Code Name, Organization Name and Link to Case is available by double clicking on the Object Type Label. 2. Double Click on the Code Name link to open the Organization s form. gocase User Guide Page 47 of 128

48 Object Browser 1. Expand the Organization Object by clicking on the [+] to the left of the Object Type, to display a list of all Organizations linked to the case. 2. To view the details of a specific organization, double click on the organization s name in the object browser. 3. The following information can be entered for each Organization: Profile,Contact Details (Address, Phone Numbers, , etc) and Bank Accounts. 4. Organization has the standard Object menu items on the context-menu External Data Please see chapter External Data for reference Object Documents Documents menu shows a list of documents linked to a case. This form allows you to enter scanned or stored documents related to a specific Case File. Document Directory 1. A list of Documents displaying the Title, Document Type, Reference, From, To and Description is available by clicking on the Object Type Label. 2. Double Click on the Title link to open the document s form. gocase User Guide Page 48 of 128

49 Object Browser 1. Expand the Documents Object by clicking on the [+] to the left of the Object Type, to display a list of all Documents linked to the case. 2. To view the details of a specific document, click on the document s name in the object browser. Adding a Document 1. Once the Document Object has been added to the case file enter the required information, Title and Document type, as well as any additional information available. 2. To Scan a document, select an available scanner from the Select Scanning Software drop down and click the Scan button. 3. Scan the document and save it on your computer or the network. gocase User Guide Page 49 of 128

50 4. Once the document is scanned, or if you are selecting a document from your computer or the network, click the Browse button. 5. Navigate to the document location and select the document to upload. Click Open. 6. The document path will automatically be entered into the Document File input. 7. Click the Save button at the top of the screen. 8. You will notice the Status in Revision History change to New. Viewing a Document 1. To view the latest version of a document, click on the View Latest Version link in the Revisions and History panel. 2. The document will be opened in its original format. Editing a Document 1. To edit a document, click on the Check Out link in the Control Actions panel. 2. You will notice that the Check Out link is no longer highlighted and the Check In and Release links are now highlighted. 3. An entry has also been made in the controls grid, showing your user name, date, time and the status of the document (checked out). 4. There is also a link Version Click on the View Latest Version link to open the document. 6. Make the required changes to the document and save the document to your hard drive. 7. Now click on the Check In link and navigate to the edited document on your hard drive.(the same way as when adding a document). 8. Save the new version. Note: The original version of the document will still be available (Version 1) next to the user s name in the Control Grid. Click on the Version number to view the original document. Documents Context Menu gocase User Guide Page 50 of 128

51 The following option is specific to the Documents Object and is not available under other objects: Load Multiple documents This option is only available when opening the context menu for the Documents category object. 1. It is possible to add more than one document at a time. 2. When doing this, an object is created for each document. The Title is set as the document name and the document type is set as Undefined. 3. Right-click on the Document Object. 4. Navigate to the documents you wish to upload. It is possible to select more than one at this stage, otherwise select the first document and click OK. 5. The Load Multiple Documents form is displayed. 6. To add another document click on the and navigate to the next document. 7. Select the document and click OK. 8. Load as many documents as you wish to add. 9. To remove a document from the list, select the document and click the. 10. Once all the documents you wish to upload are in the list, click the OK button. 11. The documents will be loaded one at a time and added as individual document objects. Open Document This option is available when opening the context menu for a document object directly. Open Document opens the latest file revision directly without needing to navigate through the tabs. gocase User Guide Page 51 of 128

52 Object Multimedia Multimedia Directory A list of all multimedia objects displaying Album Details and Previews are available by clicking on the Object Type Label. Multimedia Types supported by gocase include Audio, Collection, Images, Video etc. Object Browser 1. Expand the Multimedia Object by clicking on the [+] to the left of the Object Type, to display a list of all Multimedia objects linked to the case. 2. To view the details of any specific Multimedia object, double click on the name of the Multimedia object in the Object Browser.( example below shows the Multimedia Type - Images) gocase User Guide Page 52 of 128

53 Object Exhibits Exhibits Directory A list of Exhibit Sets displaying the Exhibit Description, Number of Exhibit Items and Acquisition Date is available by clicking on the Object Type Label. Click on the Exhibit Description link to open the Exhibit Set s form. Object Browser 1. Expand the Exhibits Object by clicking on the [+] to the left of the Object Type, to display a list of all Exhibit Sets linked to the case. 2. To view the details of a specific exhibit set, Click on the exhibit set s name in the object browser. gocase User Guide Page 53 of 128

54 1. Two tabs are available for the Exhibit. 2. On the first tab enter the Exhibit Set Description, Reference Number and Remarks. 3. The Exhibit Set Move shows the movement of the exhibits as with their movement reference number, date, type received from and the current owner of the exhibit. This is a read only list. To add to the Exhibit Set movement registry ( refer 10.0 Exhibit Registry) 4. To add and exhibit item to the exhibit set, select the Exhibit Items tab. 5. To add an exhibit, click the [+] at the bottom of the Exhibit Items grid. 6. This will add a row to the grid and clear the text fields in the Item Detail panel. 7. Enter all information in the Item Detail Panel. gocase User Guide Page 54 of 128

55 8. Once all required information has been entered, click on the Save button at the top of the gocase application. 9. The Exhibit Items grid is updated with the new information. 10. To edit an item, select the item in the Exhibit Items grid. 11. The Item Detail panel will automatically be populated with the selected items information. 12. Edit the information and click Save Object Events Events Directory 1. A list of all Events displaying the Event Type, Title, Location, Start Date, End Date, Sensitivity and Status and also the Time Log of all the events registered for the Case is available by double-clicking on the Object Type Label. 2. Click on the Title link to open the Event form. Object Browser 1. Expand the Events Object by clicking on the [+] to the left of the Object Type, to display a list of all Events linked to the case. 2. To view the details of a specific Event, double click on the Event in the object browser. Adding a new Event 1. Right-Click on the right of the Object Type to select the New Object option. 2. Enter all available information on the Event information, Event Resources and Event Parties. 3. Click on the Save button on the top of the gocase application. gocase User Guide Page 55 of 128

56 Object Notes Notes Directory 1. A list of all Notes displaying the Subject, Title, Date and Created By is available by double-clicking on the Object Type Label. 2. Click on the Subject link to open the Notes form. Object Browser gocase User Guide Page 56 of 128

57 1. Expand the Notes Object by clicking on the [+] to the left of the Object Type, to display a list of all Notes linked to the case. 2. To view the details of a specific Note, click on the Notes in the object browser Object Bank Account Bank Account Directory 1. A list of Bank Accounts displaying the Institution Name, Account Number, Account Name, Account Type and Account Status is available by double-clicking on the Object Type Label. 2. Click on the Account Number link to open the Bank Account form. Object Browser 1. Expand the Bank Account Object by clicking on the [+] to the left of the Object Type, to display a list of all Bank Accounts linked to the case. 2. To view the details of a specific Bank Account, click on the Account Number in the object browser. gocase User Guide Page 57 of 128

58 3. Enter all available information on the Bank Account and click the Save button at the top of the gocase Application. Transactions Any transactions associated to this Account can be added manually in the Transactions Tab. In order to load, display and analyse bank transaction information automatically please refer to chapter External Data Object Tasking Tasking Directory 1. A list of Tasks displaying the Subject, Due By, Start By, Priority and Task Status for the currently logged in user, only valid if the Task has been assigned to the user, is available by clicking on the Object Type Label. 2. Click on the Subject link to open the Task form. Object Browser 1. Expand the Tasking Object by clicking on the [+] to the left of the Object Type, to display a list of all Tasks linked to the case. 2. To view the details of a specific Task, click on the Label in the object browser. gocase User Guide Page 58 of 128

59 3. Enter the Task information in the Task Details Panel. 4. The Assigned By field is populated by the system and cannot be edited by the user. 5. When checking the Add to Diary of Action check box, the task will automatically be added to the Case Diary report. ( refer Case Diary) 6. Now assign the task to users by clicking on the [+] at the bottom of the Assign Task grid. The Resource Selector pops up. 7. Select the resource/s you wish to assign the task to and click OK. 8. Now change the Required and Completion Status for each resource. 9. The Completion Status can be changed but the status of the user who created the task, or the resource the task was assigned to can also be changed. 10. If the Assign to myself check box is checked, the task will automatically be assigned to the current user. 11. When a task is entered and assigned to a user, a message is sent to the user and appears in the users Message Board ( refer 18.0 Message Board) on the gocase portal. 12. The Task object can be opened from there by double clicking on the message in the Message Board. 13. The button is only available if the current user is in the Assign Task list. 14. The Completion Status is automatically set to Complete for the current user when the Mark As Complete button is clicked. gocase User Guide Page 59 of 128

60 Object Authorities Authorities Directory 1. A list of Authorities displaying the Code Name and Name of the Authority, is available by clicking on the Object Type Label. 2. Click on the Code Name to open the Authority s form. Object Browser 1. Expand the Authorities Object by clicking on the [+] to the left of the Object Type, to display a list of all Authorities linked to the case. 2. To view the details of a specific Authority, click on the Label in the object browser. 3. Enter the Authority Profile details and click on the Save button at the top of the gocase application. 4. Select the Contact Details tab and enter the address, phone numbers and any other communication details by clicking on the [+] at the bottom of the respective grids and entering the information Object Firearms gocase User Guide Page 60 of 128

61 Firearms Directory 1. A list of Firearms displaying License Number, Firearm Type, Firearm Model, and Colour, is available by clicking on the Object Type 2. Click on the Firearm Type to open the Firearm s form. Object Browser 1. Expand the Firearms Object by clicking on the [+] to the left of the Object Type, to display a list of all Firearms linked to the case. 2. To view the details of a specific Firearm, click on the Label in the object browser. 3. Enter the License Details, Manufacturers Details, General Features and Seizure Details in the respective Panels on the form. 4. Click the Save button at the top of the gocase application where all the information has been entered Object Hearing Hearing Directory gocase User Guide Page 61 of 128

62 1. A list of Hearings displaying the Hearing Status, Hearing Date and Next Hearing Date is available by clicking on the Object Type Label. 2. Click on the Hearing Status to open the Hearing s form. Object Browser 1. Expand the Hearing Object by clicking on the [+] to the left of the Object Type, to display a list of all Hearings linked to the case. 2. To view the details of a specific Hearing, click on the Label in the object browser. 3. Enter all the available hearing information and click on the Save button at the top of the gocase application. 4. In the case of a No Case Submission, click on the button and enter all the relevant information. 5. All witnesses should be entered on the Witnesses panel. gocase User Guide Page 62 of 128

63 6. To add a Witness, click on the [+] at the bottom of the Witness grid and enter the witness information. 7. Note that witnesses have to be entered as persons in the Case File before they can be added as witnesses in a hearing Object Linked Cases Linked Cases Directory 1. A list of Linked Cases is displayed by clicking on the Object Type Label. 2. The linked cases are displayed in a card form with the Case File Name, Security Level, Case Type, Status and Link Description. Object Browser 1. Expand the Linked Cases Object by clicking on the [+] to the left of the Object Type, to display a list of all Cases linked to the case. 2. To view the details of a specific Case, click on the Label in the object browser. 3. A linked case is a link to another case in the system. 4. When opening the Linked Case the Case File Directory ( refer Case File Directory) is displayed. 5. Open any of the objects by clicking on the Object Label of the specific object in the Linked Case Directory. 6. To Link a case to the current case, right-click on the Linked Cases object label and add a new object. 7. The Case Selector pops up. 8. Now, select the cases from the Case List which you wish to link to your Case File. 9. The left panel provides the ability to filter the Case List on the right according to Case Type. 10. Select multiple cases by checking the check boxes in the left column of the Case List, or by checking the check box at the top of the column (this will select all case files). gocase User Guide Page 63 of 128

64 11. Only cases to which you have access will be displayed in the Case List. 12. Once you have selected the case/s click on the OK button. The cases are added as objects to the Linked Cases object Object Vehicles Vehicles Directory 1. A list of Vehicles displaying the Vehicle Registration Number, Colour, Make, Category, Registration Number and Engine Number, is available by clicking on the Object Type Label. 2. Click on the Vehicle Number to open the Vehicle s details. Object Browser 1. Expand the Vehicles Object by clicking on the [+] to the left of the Object Type, to display a list of all Vehicles linked to the case. 2. To view the details of a specific Vehicle, click on the Label in the object browser. gocase User Guide Page 64 of 128

65 3. Enter the Registration and Vehicle details. 4. Now add the Owner/Holder Details. 5. To add the Owner, Click on the [+] at the bottom of the grid. It will add a new row to the grid. 6. Select a Person Object from the Entities drop down in the Owner Holder List. 7. If the person has not yet been registered in the Case File, select New Object from the Person Object context-menu and enter the Persons details. 8. Phone and Sheet objects have not been added to the document. Phone object also has add external data Prosecution Details Prosecution details provide more information about a potential Court Case that has been initiated for a Case File. All details to the Court File can be stored in the Details tab. gocase User Guide Page 65 of 128

66 Court Action Sheet The Court Action Sheet provides a means to keep track of chronological Actions and Notes. Maintain Court Profile In order to create a new court to be used in a Case File proceed as follows: 1. Right click on Prosecution Details in Object Browser and select Court Profile 2. Click on the icon to create a new record 3. Fill in all the details and click on Save Please refresh the Case Object Browser to be able to select the newly created Court in the Prosecution Details. Maintain Judge Profile The procedure for creating a new Judge is similar to creating a new Court Profile. gocase User Guide Page 66 of 128

67 1. right click on Prosecution Details in Object Browser and Select Judge Profile 2. Click on the icon to create a new record 3. Fill in all attributes and click Save Uploading a photo of the judge is possible by right clicking on the Photo rectangle and selecting Load Object Diagram Any object in the Electronic Case File can be linked to other objects within the same case file. For example, details of an individual can be linked to fact-supporting documents from which the relationship records are established. Such links can also be presented visually (diagramming and charting). The visualization feature is a built-in component, which is easy to use in gocase. Using the embedded charting tool, the information stored in case files can be used for analysis or to identify or display evidence by generating different types of diagrams (association matrix, event flow charts, commodity flow charts, telephone call logs etc.) The Case Diagramming provides a graphical representation of all objects within a case file. This shall assist the analyst in spotting patterns as well as drilling down into a more detailed level. It is possible to create multiple diagrams and all diagrams are shared amongst the users who have access to the case file. Create Diagram There are two possible starting points for creating a diagram. 1. Right click on Diagrams in the Object Browser and you will get the following options: New: creates an empty diagram to be filled in from scratch Linked Objects Diagram :creates a diagram with all available Case Objects and shows the connections between them. The diagramming functionalities are identical in both cases. gocase User Guide Page 67 of 128

68 2. In order to set a name for the diagram please enter a descriptive title in the Object Label field. 3. For Full Screen mode click on the following icon in the Case Objects list (right hand side of the screen). Toolbar The toolbar contains icons to directly access the diagram related features. Data related features can be opened using the context menu on the drawing area directly. Undo / Redo Print Export image Zoom functions By clicking on this button any action performed in the diagram (e.g. add object, change position, change properties) can be undone, respectively redone. Opens the print preview dialog. From within the Print Preview dialog printing on the default printer is possible Exports the diagram as JPEG image Zoom in / out increases and decreases the zoom factor of the diagram. Zoom default resets to the default zoom factor (100 %) Zoom to fit sets the zoom factor to show the whole diagram at once gocase User Guide Page 68 of 128

69 Layout functions Force directed The following options automatically layout the diagrams on the drawing area in a visually appealing way All connectors have the same length and there is no crossing of lines. Layered digraph Tree Layout Grouping Optimizes the layout by focusing on shortest path between objects. Each set of objects with connections only amongst themselves is displayed on one layer (level) Aligns the objects as a tree starting with the start (root) element at the left and expanding the connections to the right Allows to combine multiple objects into one logical object. This means when one object of the group is selected all other objects of the group will be selected as well. To apply a grouping proceed as follows: 1. Select multiple objects in the diagram 2. Click on Group icon 3. The group will now be surrounded by a rectangle.( see on your left) 4. To remove the grouping click on the group (rectangle) and click on Ungroup icon. Alignment options The below screenshot indicates the starting point for illustrating the alignment possibilities. The object Dunnigan, Cory has the primary focus (indicated with a green rectangle) gocase User Guide Page 69 of 128

70 Align Centered Horizontal All selected objects will be centered underneath the primarily selected object (green rectangle). Align Centered Vertical Expand All selected objects will be aligned on the same level as the primarily selected object The Expand dialog provides a central place for extending any linked objects and associated data for all available Case Object types in the diagram. This screen combines the context menu functionalities of all objects in the diagram regarding the expansion possibilities. Note: A once applied expansion can be undone using the UNDO functionality. gocase User Guide Page 70 of 128

71 Find longest path Starting from the selected object the longest path will be determined and highlighted. The algorithm will follow all outgoing connections and determine the most distant element (highest count of connections connection the start and end element). Connection visualization Options Dotted line: Shows all connections with dotted lines. Solid line: Shows all connections with solid lines Allow Linking: also see chapter Connect Objects connecting two objects with a connection line will be allowed. Hide Link Labels: Texts for connections will not be displayed. Show Photos: For Person objects instead of a symbol the photo (if available) will be displayed. gocase User Guide Page 71 of 128

72 Mark Internal Objects: If selected objects that are available in gocase (e.g. Persons, Organizations) will be displayed in bold. All external data e.g. bank transaction information will be displayed in regular font. Modelling All Case Objects available in the Case File can be used for the diagram. The Case Objects List on the right side of the screen shows all Case Objects grouped by category. In order to visualize an object on the drawing area select it in the Case Objects, drag it onto the drawing area and drop it. To delete, click on the object and hit the <DEL> key on the keyboard (works only for objects within the drawing area). Note : A Case Object can only exist once on the drawing area. Connect Objects Any two objects on the drawing area can be connected by a line. This line is not only a graphical representation but will also create a Linked Object once a description has been set. To create a link between two objects: 1. Enable Allow Linking in the Options toolbar entry 2. Move mouse cursor over center of source object a hand must appear instead of the regular mouse pointer 3. Click and hold the mouse button. 4. Move cursor over destination object and release the mouse button. gocase User Guide Page 72 of 128

73 5. A connection of this type will not be stored in the Linked Objects details of the Case Objects. 6. To save this link globally (meaning these objects will have a Linked Objects link that will always be displayed in the Linked Objects section of the Case Object (see screenshot) proceed as follows 7. Right-Click on connection line and select Properties. The following dialog appears: 8. To save the link globally at least a description text has to be set. The connection rule offers a detailed description of the kind of relationship the two objects share. 9. Clicking on OK saves the connection properties and shows the description text on the drawing area. gocase User Guide Page 73 of 128

74 10. The connections will also be displayed in the Linked Objects section for the now connected objects. Deleting the link is possible by clicking on the connection line and hitting the <DEL> key on the keyboard. Editing the link is possible using the Properties menu of the connection line (right click). Change object positions 1. First a Case Object must be selected on the drawing area. 2. Click on it with the left mouse button. 3. To select multiple objects at any of the following options is possible Selection frame 1. Click and hold the mouse button and drag a frame over the objects you wish to select 2. Release the mouse button. 3. Select specific objects by holding either the <ALT> or <SHIFT> key on the keyboard and clicking on the desired objects. 4. Drag and drop the object(s) to the new position. gocase User Guide Page 74 of 128

75 Delete Objects Any selected object can be deleted by hitting the <DEL> key on the keyboard. If you want to undo the change please click on the UNDO icon in the toolbar. Graphical Analysis The following options help in performing a data analysis right from within the Case Diagram. Open Object Details Right click on any Case Object in the Diagram and select Properties The following dialog appears: Clicking on Object ID opens the details page for the selected object. Case ID navigates to the Case the object is used in. Display linked objects By selecting Linked Objects in the context menu all objects linked to the currently selected one will be displayed on the drawing area automatically. gocase User Guide Page 75 of 128

76 In order to hide the linked objects select Collapse in the context menu. Show Phone Calls Available for the following Case Object types: Persons Organizations Phones Any phone data imported the External Data will be added to the diagram. The following options are available. Volume and Direction: Shows the totals of phone calls connection two parties Calls Network: Shows all involved parties without connection details only if there is a connection or not. gocase User Guide Page 76 of 128

77 Social Network Social Network will show all Persons that are linked to the selected object in the diagram. gocase User Guide Page 77 of 128

78 Show Financial Transactions Available for the following Case Object types: Persons Organizations Bank Accounts Any transactions uploaded using the External Data functionality will be displayed here. Transactions with directions and amounts will be shown in the diagram. gocase User Guide Page 78 of 128

79 External Data The External data component provides the option to import and analyze external Excel (.xls) files that contain either - Phone Records or - Bank Transactions With this functionality the user can identify call patterns and transaction patterns and see if some of the involved persons or organizations are already known to the system starting from either account statements or phone bills / call records. From the Analysis form navigating to the identified Case Files and Case Objects is possible conveniently. The system provides means of mapping the columns in the provided files against the table structure within gocase. After completing this mapping process the data can be uploaded for one of the following Case Objects - Person - Organization - Phone The Analysis functionality provides means of comparing the imported data against already available data within the gocase system and provides further analysis options like Pivot Table and Diagram as well as a match score for identifying how probable a match against a specific Case Object is. gocase User Guide Page 79 of 128

80 Phone Log Match Analysis Open External Data functions The functionality can be accessed as follows: 1. Select a Person, Organization, Bank Account or Phone object in the Case Object Browser and open the context menu 2. Two options are available under External Data - Load External Data - Analyze External Data gocase User Guide Page 80 of 128

81 Create Importer As the structure of the source Excel files can differ even for similar scenarios e.g. phone records from different providers; gocase provides an option to create Importers that map specific Excel file structures against the gocase data structure. It is possible to create multiple importers which can be shared amongst gocase users. An example for this would be mobile bills from provider XY that all share the same structure for different customers. To create an Importer : 1. Select Load External Data for a suitable Case Object (Person, Organisation or Phone) 2. Open the Create and Map Importer tab 3. Select an excel file containing the structure you want to map by clicking on Create and specify an Importer Name. 4. By selecting Make it public the importer will be available for all gocase users as well. 5. Please select the relevant worksheet of the original Excel file in the Source Types dropdown. 6. Set Destination Types according of the type of the file. This can either be Phone or Bank Transaction. 7. Depending on the selection the appropriate gocase target fields will be displayed in the Destination Fields/Column section. gocase User Guide Page 81 of 128

82 8. Mandatory fields (fields that need to be mapped in gocase) are indicated with an asterisk (*). Saving the importer will not be possible unless all mandatory fields have been mapped. To create a Mapping: 1. Create a mapping between a source and destination field / column by dragging the source field onto a destination field. 2. If you want to change the mapping simply click on an already used source field, drag and drop it on a new destination field. 3. once at least all mandatory attributes have been mapped save the importer. It will now be available in the Load and Verify Data tab. gocase User Guide Page 82 of 128

83 Load and Verify Data In order to load and verify data you can use an already existing public importer or create a new one (refer Create Importer). Starting from an Excel file you want to import into gocase for further analysis please proceed as follows: 1. Select Load External Data for a suitable Case Object (Person, Organisation or Phone) 2. Load and Verify Data tab is opened by default 3. Select the Excel file you want to import by clicking on Browse, select a worksheet to use. 4. Select an importer from the Importer Name dropdown 5. Set a File Provider 6. File Provider indicates who is the originator of the file. Technically this can be either a Person, an Organization or an Authority. An example would be a local bank or an official authority (e.g. tax authority). Note: Map displays, depending on the selected importer type (bank transaction, phone) the Bank Accounts or Phones owned by the currently selected Case Object. 4. If the dropdown is empty please check if the following information is available for the Case Object. Bank Account For a Bank Account object in the Object Browser add the Organization or Person to the Account Holder Details grid. Phone Data can be uploaded for a Phone object (in the Object Browser) which need not be associated to a Person or Organization. The other option is to set a phone entry for a Person or Organization in the Contact Details Click on Preview to visualize the data from the original file using the selected importer. In case of a mismatch or mapping issues a corresponding message will be displayed. Representation will be as follows. gocase User Guide Page 83 of 128

84 Any mapping errors will be indicated by an and a check in one of the following checkboxes. Missing Value mandatory data (according to the mapping) that has not been set Type Mismatch - for example when a text has been provided in a date field. Mapping to the destination format is not possible in this case. Truncated means that not all the text in the original Excel file can be imported and it will be cut to match the destination limitations. If you are satisfied with the mapping and the data presented in the preview click on Import to import the data into gocase. Please note that a source Excel file can only be uploaded once for any Organization or Person. Meaning that the same excel file cannot be reused for e.g. an Organization and a Person. Analyse Data The Analyse Data functionality provides vast means of analysis for imported data such as - Match Analysis - Pivot Chart View - Diagram The Analyse Data functionality can be opened as follows: 1. Select Analyze data for a suitable Case Object (Person, Organisation or Phone) Analyze Batches 2. Select either Phone or Bank Transaction in the left hand navigation depending on the data you want to analyze. 3. Select at least one Batch in the External Data Batch grid 4. Each uploaded Excel file represents a Batch. It is possible to analyze multiple batches at once. gocase User Guide Page 84 of 128

85 5. Click on Analyse Batches to load and analyze the data. Batch Data The Batch Data screen shows the data in a tabular representation similar to the Preview on the upload. All general table functionalities are available for this table like - Sorting - Grouping - Custom Filters - Filter Editor - Rearranging columns (size, position, hide) gocase User Guide Page 85 of 128

86 Match Analysis The Match Analysis Tab compares all data from the batch against potential matches within gocase. The match score indicates the probability of a match against a gocase object. The match score takes into consideration the following attributes: Phone Entry: ISTD, STD and Device number Account: Account number, Account Name Unknown entries (no match in gocase) will be shown in red in the main grid. If there are multiple potential matches for a record they will be represented in the Overview of Possible Matches grid at the bottom of the screen when clicking on. Display Matched Object Clicking on either (Phone Analysis) or (Bank Transaction Analysis) opens a screen showing the details of the matched object in gocase as well as a list of the Cases the Person or Account is used in. Navigating directly to the Cases is possible conveniently from within the dialog. Pivot Chart View By default the Pivot Chart View shows the number of connections (money flows, calls) between parties. The following functions are available - Highlighting of entries with a count higher than gocase User Guide Page 86 of 128

87 - Changing of displayed attributes, grouping - Sorting Diagram Represents the connections between parties in a graphical way. ( refer Object Diagram) The functionality is identical as for diagrams within the Case Files. gocase User Guide Page 87 of 128

88 Chart Match Analysis With this feature the batch data can be represented as charts for further analysis or presentation purposes. As this is a common feature for report grids within gocase ( refer13 Reports ) gocase User Guide Page 88 of 128

89 4 Central Repository The Central Repository provides an option to reuse already entered data for the following categories: Persons Organizations Documents Multimedia Bank Account Vehicle Firearm Phone Sheet Authorities Starting from either a Case File or directly from the Central Repository it is possible to create an object that can be reused amongst multiple Case Files. From within a Case File a user can: 4.1 Copy an object from the Central Repository When selecting this option a copy of the Central Repository Object will be made for further use in the Case File. These two objects are now separated and not kept in sync. 4.2 Link an object from the Central Repository This object only provides a link in the Case File and all changes will be saved and made public in the Central Repository as well as all other Case Files that use this object. 4.3 Make a linked object local to the Case File Starting from a linked object from the Central Repository it is possible to still create a local copy of the object in the Case File. From this point the objects will not be in sync anymore. 4.4 Migrate Object to Central Repository Selecting this option makes the object available in the Central Repository for use in other Case Files. The creation and modification of objects in the Central Repository is identical to the functionality in the Case File. (refer Case Objects and General Features) gocase User Guide Page 89 of 128

90 5 General Search 5 General Search The General Search is a search functionality which searches for results within all case files registered in gocase and returns results with a link to the Case File and Object where the result was found. To access the General Search: 1. Select General Search from the main menu on the gocase portal. 2. Results are displayed for all Case Files and Objects regardless of security level, except Case Files marked as security level Blind. 3. When a case has been marked as Blind, only users who have been granted access to the Case File will see the results. 4. If a case has been marked Restricted by ACL and you have not been granted access to the file, the results will still be displayed, but you will not be able to open the Case File. 5. You can open the Case File by double-clicking on in the left column 6. indicates that a match has been found, but you do not have access to the Object in that Case File. Note : There are two different search options: Any word and Complete Phrase. 7. When selecting Any Word, results will contain any or all of the words in the search text. They will not necessarily be in the same order as in the search text and may not be next to each other. 8. Complete Phrase will return results where the exact phrase has been found. 9. Your previous results are cleared by default every time you run a new search. gocase User Guide Page 90 of 128

91 5 General Search 10. To keep your previous results, select the check-box marked Open Results in New Window. This will open a new search result panel. 11. Switch between the result panels, or close all the panels by clicking on the to the right of the results panel. 12. A drop-down with a list of open result panels as well as the option to close all result panels will be displayed. 13. Click on the Crosslink button to do a cross link between the various result panels. The crosslink popup window will be displayed with a list of search strings and a check box next to each of them. 14. Select the search strings you wish to cross reference and click Run. The results of the Cross Link will be displayed in a new results panel. 15. Limit the results to a certain Object Type by selecting the option from the Object Type drop-down. Only results found in the selected object will be returned. gocase User Guide Page 91 of 128

92 6 Person Search 6 Person Search This functionality enables you to search through the details of all Person Objects entered into gocase. These include persons in Case Files as well as persons in the Central Repository. Results are filtered according to the user s access rights on a specific Case File. Users will see results for all Persons marked as Shared for Read and Restricted by ACL. They will however only be able to open the Persons Object if it is Shared for Read, or if they have been granted access in the Case ACL. 1. To access the Person Search, select Person Search from the main menu on the gocase portal. 6.1 Quick Person Search 1. To do a Quick Person Search, enter the First Name and/or Last Name (or part there of) in the By Name input and click on Search. 2. If there is a match, the Person Names and CINs will appear in the Search Results grid on the bottom half of the form. 3. Click on the CIN link to open the Person Object file. 4. For a more detailed search, select the search parameter from the Common Fields grid on the left of the form. Click the Parameters grid to the right. button to add and display the parameters in the Filter gocase User Guide Page 92 of 128

93 6 Person Search 5. To remove the already added parameters from the Filter Parameters grid, select a parameter from the grid and click. 6. Click in the Search Text column. 7. You will be prompted to enter text or select a value from the drop-down list, depending on the chosen parameter. 8. Select or enter the value and Click on OK. 9. Click on Search to retrieve results. 10. Change the And/Or column of the first parameter to indicate whether the query should look for one or both values. 11. Like is the default Comparison Type. This can be changed by selecting from the drop down menu on the right ( e.g. =, <>, <, > ) 12. [Like] the selected Search Text will be part of the found results 13. Click in the column Comparison Type and select from the drop down menu to see the other options: [=] Match the Search Text [<>] Return results that do not match to the Search Text [>] Return results that are greater than Search Text (numeric values only) [<] Return results that are less than Search Text (numeric values only) [>=] Return results that are greater than or equal to Search Text (numeric values only) [<=] Return results that are less than or equal to Search Text (numeric values only) 14. Clear the Search Criteria by clicking on the New button. The New button is located in the top left corner under Custom Query Filter. 6.2 Saving a Custom Query Filter Once a combination of filter criteria has been set up, it can be saved for future use. 1. After setting up the filter criteria, enter a Name in the Query Name textbox and click the Save button. 1. To use a saved query, select the query you wish to use from the Load Query drop down, and click on 2. The specified query will be retrieved and the Filter Parameters will be populated. Click on the Search button to run the query. 3. To Delete a saved Query, select the query from the Load Query drop-down and click the Delete button. 4. Select/de-select the check-box next to the Parameter Name for the parameter to be removed in the next query. gocase User Guide Page 93 of 128

94 7 Suspect Index 7 Suspect Index For a person to be displayed in the Suspect Index list, you must add that person to the list. A suspects needs to be added as a person object to a case file before they can be added to the Suspect Index. 1. To access the Suspect Index, select Suspect Index from the main menu in the gocase portal. This launches the Suspect Index form. 2. The left-panel of the form shows the Suspect Index Filter and the Suspects List and the right-panel displays all available Suspect Information in the system. 3. Add a person to the suspect index by right clicking on the Person Object within a case file. Select Add to Suspect Index from the context menu. (see point.) 4. Suspects can be sorted by Offence categories. The Offence categories are available under the Suspect Index Filter. 5. Selecting a specific Offence returns and displays results of only that Offence category. gocase User Guide Page 94 of 128

95 7 Suspect Index 7.1 Quick Filter Search 1. To do a quick filter search on the Suspects List, type the First Name or Last Name (or part there of ) in the Quick Filter input. 2. Results will be filtered accordingly 3. Select a suspect from the list to display detailed information in the right panel. To view the suspect information click on the CIN link in the Suspect Info grid. This will open the relevant case file. gocase User Guide Page 95 of 128

96 8 Resource Management 8 Resource Management This form facilitates the management of people within the organization. The Organizational structure is created and people are added to the groups within the structure. Access to Case Files is managed according to the people and groups created here. 1. Click on the Resource Management menu item in the gocase portal menu to access it. 2. There are two menu options: Person and Group appear on the left panel of the Resource Management screen. 3. By default the Group is selected. In the right panel there is a Group List, Group Detail (details of the selected group) and Group Members (members of the selected group). 8.1 Groups Groups are created in accordance with the organizational structure of the organization gocase User Guide Page 96 of 128

97 8 Resource Management Add a Group 1. Click on Groups on the left panel of the Resource Management form. The Group List is populated with the current organizational structure. Group Detail and Group Members is populated according to the selected group in the Group List. 2. Depending on where the Group should be added, right-click on that group and select option Add Sub-Group. 3. In the example above, if you want to add Team D to the Bank Fraud Unit, right click on the Bank Fraud Unit group and click Add Sub-Group. 4. The Group Details and Group Members will be cleared. 5. The Organizational Full Name and Organizational Full Code is entered by the system and cannot be changed. 6. The Parent Group is set to the group which you right-clicked on to create a new subgroup. In this case Bank Fraud Unit. 7. Enter the Organizational Name, this is the name of the new group, and all other required fields. Officer is the person in charge of the group. 8. When all relevant information has been entered, click Save. Note that the Group Members grid has been activated. 9. Add Group Members by clicking the [+] at the bottom of the Group Members grid. The Resource Selector is displayed. Select the Person/s you wish to add to this group. Click OK. It is possible for a person to be a member of more than one group. Now select the person s position within the group. 10. The Start Date is the date on which the user access rights for this group should be enabled. If the user is temporarily assigned to this group add the End Date. On reaching the End Date, access rights will be withdrawn Delete a Group To delete a group, right-click on the group you wish to delete and select Delete Group. The group and sub-groups are deleted Edit a Group Edit a group by selecting the group and editing the details in the Group Detail or adding people to the Group Members grid. Click the Save button at the top left of the gocase application to save any changes. Note: The group membership box can be expanded by clicking on the arrows to the right of the group membership. 8.2 Persons Before a person can be granted access to use the gocase application, they need to be added as a Person in Resource Management. The Person will be linked to a gocase account when the account is created. Creating a Person entry in the Resource Management Module does not give a person access to gocase. gocase User Guide Page 97 of 128

98 8 Resource Management Add a Person 1. Add a Person by right clicking on the Person node in the left panel of the Resource Management Form and selecting Add New Person. 2. The Person Resource List is removed and an empty Personal Details form is displayed. 3. Enter the required information in the Personal Details panel and click the Save. 4. The Person Resource List is displayed and the new person is selected by default. Note that the Group Membership grid has been activated. 5. To add the person to a group, click on the [+] button at the bottom of the Group Membership grid. A new row has been added to the grid. 6. Click in the Group Name. The Resource Selector is displayed with all the Resource Groups. Select the group/s which the user will belong to and click OK. Now select the Position, Start Date and if applicable End Date and click Save. 7. The Account Status will show N/A until the Person has been mapped to a gocase User. gocase User Guide Page 98 of 128

99 8 Resource Management Delete a Person It is not possible to delete a Person. People are linked to changes made to information in the application and that link cannot be broken Edit a Person 1. To edit a person, select the person from the Person Resource List. 2. Update the Personal Details or add/remove the person to/from a group. 3. Once all the changes have been made click Save. gocase User Guide Page 99 of 128

100 9 Content Management 9 Content Management Content management provides a document management tool for any documents which are not linked to a Case File. Security is an integral part of Content Management. Each user in the system has a folder to which only he/she has access. eclatto share a document with another user, the user has to be granted permission to view/edit the document. There is also a Public folder which is visible to all users in the system. This can be used for storing organization templates and general documents. Content Management provides a Search feature. This allows the user to search through all documents he/she has access to within the Content Management Module. 1. Select Content Management from the gocase portal menu. This launches the Content Management system. 2. Three default folder types are available in Content Management: Root, My Folder and Public. 3. My Folder may be used to store your private documents. 4. The Public folder can be used for any documents which should be accessible to all users. 5. Documents are listed in the panel on the right. There are two viewing options: Card View and Grid View Card View: gocase User Guide Page 100 of 128

101 9 Content Management Grid View: 6. To switch between the two views, click the icon. 9.1 Folders There are three default folders in Content Management: Root, My Folder and Public. You can Add a Folders, Delete a Folders and Edit Folder Details Adding a Folder 1. To add a folder, right-click on My Folder and select from the context-menu. 2. The folder window pops up. 3. Enter the Folder Name and Folder Type. 4. Setting the Folder Type sets the icon used in the folder and document list. It does not affect the content of the folder. 5. Any file type may be added to any folder type. gocase User Guide Page 101 of 128

102 9 Content Management Audio Documents Folder Images Mixed Video 6. Click on OK. 7. The new folder is automatically added below the node that was right-clicked to create a new folder Deleting a Folder 1. To delete a folder, right-click on the folder you wish to delete and select. 2. You are prompted to confirm that you wish to delete the folder and its contents. 3. If you confirm, the folder and its contents will be deleted Editing Folder Details 1. To change the folder Label or Images, right-click on the folder and select. 2. The Folder window pops up. 3. Edit the Folder Name or Folder Type in the Details tab and click Save. 9.2 Files You can Add Files to a folder, Delete Files from a folder and Edit File Details. gocase User Guide Page 102 of 128

103 9 Content Management Adding Files 1. To add a file to a folder, right-click on the folder you wish to add the file to. 2. Select from the context menu. 3. The Add New File window pops up. 4. If the file needs to be scanned, select the scanning software from the Select Scanning Software drop down and click on Scan. 5. Once the document has been scanned save it on the hard drive. 6. To upload a file, click the Browse button and navigate to the document you wish to attach. 7. Once selected click Open. 8. The file path is inserted in the File input field. This is a read-only field and cannot be edited. 9. Add a Label for the file and, if required, a Description. 10. Click the Upload button. 11. The file is added to the folder Deleting Files 1. To delete a file, select the file in the Files grid and click the [-] at the bottom of the grid. 2. You will be prompted to confirm delete. 3. Click on Yes to delete the file Editing File Details 1. To change the file label or description, select the file in the Files grid. 2. The Selected File Details panel is populated with the selected files information. gocase User Guide Page 103 of 128

104 9 Content Management 3. Update the Selected File Label and Selected File Description and click the Save button at the top of the gocase application File and Folder Security It is possible to grant access to another person to view your files. It is necessary to grant access for each individual file. It is not possible to grant access to a complete folder. 1. When granting access to a user to access a file in your personal folder, you must first grant access to the user to view the specific folder. 2. To do this, right-click on the folder which contains the file and select. 3. The folder window pops up. 4. Switch to the Security panel by clicking on the Security tab. 5. Add the user you wish to grant access to by clicking on the [+] at the bottom of the grid. The resource selector pops up. 6. Select one or more people or groups you wish to grant access to and click OK. 7. Now check the Read, Add, Edit and Delete check boxes for each person or role and click on OK. 8. The user has been granted access to the folder. At this stage they will only see the name of the folder and none of the contents of the folder. 9. Select the file you wish to grant access to. In the Selected File Details panel at the bottom of the screen click on the File Security button. The File Properties form pops up. gocase User Guide Page 104 of 128

105 9 Content Management 10. Add the user you wish to grant access to in the same way as granting them access to the folder. 11. When you click OK the user will see your folder and the one file in the folder. 12. The files to which you have not granted access will be hidden from the user Search 1. To Search for a document within Content Management, enter the search criteria in the Search input field 2. Click on the Search button. 3. The panel on the right switches to the Search Results grid and displays any results found for the search. gocase User Guide Page 105 of 128

106 10 Photo Montage 10 Photo Montage The Photo Montage shows a list of Persons linked to a case as a Suspect. 1. Double-click on the suspect s name in the Suspects List. This adds his/her default photo to the Image View. 2. It is possible to display more than one suspect s photo at a time by clicking on several suspects in the Suspects List. 3. Each time you select a different suspect the Photo is added to the Image view. 4. If the selected suspect does not have a photo, a default (unknown) person photo will be displayed. 5. If you click on the delete (-) button below the photos card view, the selected photo is removed from the cards. You can add it again by double-clicking on the suspect s name. 6. To display the Person Information, select the image from the Image View. gocase User Guide Page 106 of 128

107 10 Photo Montage 7. The system searches for any possible matches based on First Name, Middle Name, Family Name and Date Of Birth. All case files with possible matches are shown. To open the possible match, double-click on the link in the CIN column gocase User Guide Page 107 of 128

108 11 Special Lists 11 Special Lists This Menu feature allows the user to access the list of Persons added to the special lists from within the case files. See ( Object Persons) on how to add a person to a special list. 1. Select Special Lists from the Menu in the gocase Portal. 2. The form is loaded with a list of Special Lists in the left panel. Note that these lists may vary. Charged Fugitive Missing Parolee Travel Restriction Wanted Watch List 3. Select a list in the left panel to show all persons which have been added to the list. 4. Select the person in the Persons List to show all possible cases in which the person might be involved, based on First Name, Middle Name, Family Name and DOB. The possible cases are shown in the grid on the left of the Cases and Lists panel. 5. In the grid to the right, a list of Special Lists to which the person was added is displayed, as well as the Case File from which the person was added. gocase User Guide Page 108 of 128

109 11 Special Lists 6. In both grids in Cases and Lists panel, click on the Case File link to open the Person Object in the specific Case File. 7. To remove a person from the special list, select the person in the Person List, Select the List Name in the Person appears in the following lists grid and click on the [-] button at the bottom of the grid. gocase User Guide Page 109 of 128

110 12 Exhibit Registry 12 Exhibit Registry This feature enables you to track the movement of any exhibit. The most important area to be covered when presenting evidence to a court is that of continuity; hence it is critical to be able to account for what has happened to an exhibit from the moment it was seized or located to the moment it was examined by the forensic examiner etc. gocase allows for the registration of the exhibit, movement date and type and also registers any user comments. 1. Open the Exhibit Registry by selecting Exhibit Registry from the menu on the gocase Portal 2. The Case File Overview contains details of all exhibits registered in gocase. 3. Case Files are grouped by CIN. 4. To see all the Exhibit Sets for a specific Case File ; click on the plus next to the Case File Number. 5. To see the movement records for a specific Exhibits Set, select the Exhibit. The movement details are displayed in the grid at the bottom of the list form. 6. Search for movement records by entering the CIN (or part thereof), Movement Reference Number or the Resource currently in possession of the Exhibit Set, in the corresponding input boxes at the top of the screen and click Search. gocase User Guide Page 110 of 128

111 12 Exhibit Registry 7. To clear the search results click on New Adding a Movement Entry 1. Select the Exhibit Set to add the movement entry to. 2. Click the [+] at the bottom of the grid. 3. The Movement Details form is displayed. 4. Enter the Movement Date and Movement Type. 5. Click on the button in the Received From input field to open the Resource Selector. 6. Select the resource from which the exhibit was received. 7. Click on the button in the Signed Out To input field to open the Resource Selector. 8. Select the resource to which the exhibit was signed out. 9. Enter any comments that should be recorded in the Comments field. 10. Click OK to add the Movement Details to the grid. 11. These movement details will be displayed in the Exhibit Set Move grid of the Exhibit Object in the Case File.( refer Object Exhibits) Note: It is not possible to edit or delete Movement Details. gocase User Guide Page 111 of 128

112 13 Reports 13 Reports gocase offers a flexible reporting capability for management reporting, ad-hoc queries and statistical analysis. Case information can be analyzed to find trends and patterns. gocase reports are presented in two formats: display version, which is a simplified presentation that shows results in a tabular format and document version, a more formal format geared towards official communication. The report functionality can be opened as follows. 1. Reports button in the right section of the gocase screen. 2. Hyperlink in the Main Menu on the Startup Screen. The following is a list of reports that may be generated by gocase users depending on individual access rights and roles as assigned. System Administration o Table Statistics o User Activities Analysis o Offence Distribution by Suspect Address Investigation o Person Profile o Suspects in Custody o Case Diary o Person Index o Special Lists o Crime Diary o CR Persons Management o Resources o Court Case Handling o On-going investigations o Case By Handlers My Reports My Events Workflow Log Statistics o Case By Offence o Case Reception Log o Financial Impact o Person Count By Age gocase User Guide Page 112 of 128

113 13 Reports o Yearly Distribution o Case by Status Workflow o Workflow History Log 13.1 General Report Features Reports Toolbar The reporting module has a set of icons for fast access to reporting functions. These can be found under the main application menu bar. Clears query criteria Retrieves data and runs the report. Click this button after entering the necessary report parameters Prints the report Creates chart using different set of values Exports the report in a PDF format for offline review Exports report to Excel for further analysis Data Parameters This is the standard parameter control for stipulating dates when running a report. The report is run according to the dates in the User Defined Range. Quick Date is a shortcut to changing the dates in the User Defined Range Dual format of Report Display gocase User Guide Page 113 of 128

114 13 Reports All reports are retrieved for screen display and in a printable format. By default, when a report is generated, it is displayed on the screen within the Report Data tab. Users may click the Preview tab to view the same report in a printable format. The Report Data tab shows the results in a grid format. This allows sorting, grouping etc as with all standard reports. Preview shows the data formatted in a printable display Customizable Chart Display 1. Run the report and once the results have been returned click on the charting button on the reports tool bar. 2. An empty chart is displayed in a new window. 3. The X Axis and Y Axis drop downs are populated with the information from the current report. 4. Select the X Axis and Y Axis, the colour of the chart, the Type of chart and all other settings. gocase User Guide Page 114 of 128

115 13 Reports 5. Click the button to draw the chart. 6. To show more than one result of the same data on one chart, click the on the Series List. This will allow you to select a different Y Axis. 7. Click on Draw Series Running Reports 1. To access reports on the gocase application, click on the Reports tab in the top right corner of the gocase window or select Reports from the Menu on the gocase portal. 2. The Reports tab is always available in the application. gocase User Guide Page 115 of 128

116 13 Reports 3. This will display two panels, Favourites and All Reports. 4. All reports to which the user has access are listed in the All Reports panel. 5. Each user can create his or her favourite report list by right-clicking on the report and selecting Add to Favourites. This adds the report to the Favourites panel. 6. This report will now be available from both the Favourites and All Reports panels. 7. Each user in the system maintains his/her own favourites list. 8. To remove a report from the Favourites list, right-click on the report in the favourite list and select Remove from Favourites List. 9. To run a report, click on the report in the list; the report form will be opened Report Parameters 1. Some reports require parameters to be entered before running the report. 2. Parameters are designed to filter the data according to the user s requirements. 3. Parameters are usually in the form of a date selection (refer Data Parameters )or text entry and drop down boxes. 4. Clear parameters by clicking F11 on the keyboard or the {img] button Retrieving Data Once the report parameters have been set, Click F12 on the keyboard or the data. button to retrieve Viewing the Data There are three ways to view the data once it has been retrieved: Report data in a grid formation is available on the Report Data tab which can be selected at the bottom of the screen. Formatted printable version is available on the Preview tab which can be selected at the bottom of the screen Chart is available by clicking the button on the reports toolbar Report Definitions gocase User Guide Page 116 of 128

117 13 Reports Offence Distribution by Suspect Address 1. Select Offence Distribution by Suspect Address from the Analysis heading under All Reports. 2. Select Dates for report retrieval ( refer Data Parameters) 3. Click on the retrieve button or F12 to retrieve data. 4. All the data is grouped by Offence Distribution by Suspect Address Person Profile 1. Select Person Profile from the Investigation heading under All Reports. 2. Enter a person s name or part of the name in the Person Name field under Report Parameters. 3. The report displays a list of all persons within Case Files which contain the name or part thereof. 4. In the Report Data panel the personal details, identity documents and default photo are displayed. The Preview displays all available data on the person Suspects in Custody 1. Select Suspects in Custody from the Investigation heading under All Reports. 2. Choose between Currently in Custody, Was in Custody and All under Report Parameters. 3. This will display a list of Persons objects which match the filter criteria according to the data captured in the Person Tracking panel of the Persons Object within the Case File Case Diary 1. Select Case Diary from the Investigation heading under All Reports 2. Enter either CIN, Internal Case Reference or Operational Code Name. 3. Filtering on Content Type is optional. gocase User Guide Page 117 of 128

118 13 Reports 4. The report returns Events and Tasks for the specific Case File which have been added to the Diary of Action Person Index 1. Select Person Index from the Investigation heading under All Reports 2. Select an option from the drop-down menu in the Report Parameters to select a specific Link to Case or <<All>> 3. It returns a list of Persons and their offences, in Case Files who are linked to the Case according to the selected filter criteria Special Lists 1. Select Special Lists from the Investigation heading under All Reports 2. A list of all persons within the special lists is returned (refer 9.0 Special Lists ). 3. The results are grouped according to the different categories of Special Lists such as Charged, Fugitives, Missing, Parolee, Travel Restriction, Wanted and Watch List Crime Diary 1. Select Crime Diary from the Investigation heading under All Reports 2. Select the Report Parameters for the Crime Diary report. 3. This returns the Case Extract for the selected Case file Resources 1. Select Resources from the Management heading under All Reports. 2. Select the Report Parameters. 3. This returns a list of all the Resource groups in gocase as well as all the users belonging to the group Court Case Handling 1. Select Court Case Handling from the Management heading under All Reports. 2. Select Quick Date from the Report Parameters for a specific date range. 3. Select the Court and Judge for which you want to retrieve results from their respective drop-down menus. 4. This returns a list of all current court cases with their status for the defined date range On-going investigations 1. Select On-going Investigations from the Management heading under All Reports. 2. Select Originating Site from the drop-down menu to filter the reports by the originating site of the case. 3. This returns a list of all ongoing investigations at a specific site with the Offence Description, the Case Officer and Handling Unit as well as the duration of the case so far. gocase User Guide Page 118 of 128

119 13 Reports Case By Handlers 1. Select Case By Handlers from the Management heading under All Reports. 2. Filter by Date, Site, Handling Unit and Status. 3. This returns the number of cases and their status according to the Site and Handling Unit. 4. You can group the results by Handling Unit. My Events - List of all events in which the current user is listed as a resource or the current user is a member of a group listed as a resource either as required, optional or information only Workflow Log List of all cases and Transition States where the current user was the owner Case By Offence 1. Select Case By Offence from the Statistics heading under All Reports. 2. Filter by Date and Primary Offence Category. 3. This returns a list of Primary and Secondary offences as well as the number of cases which revolve around these offences. 4. The percentage is calculated over the total number of cases. 5. You can also display a Pie Chart for this report Case Reception Log 1. Select Case Reception Log from the Statistics heading under All Reports. 2. Select the parameters in the Report Parameters section. 3. This lists the cases which have been received within a selected time frame. 4. These are cases registered through the Initiate New Case feature Financial Impact 1. Select Financial Impact from the Statistics heading under All Reports. 2. Select Date, Items Category from the drop-down menu. The items can be categorized into Destroyed Property, Involved Property, Recovered Property, etc. 3. In the Currency Conversion field, you can either choose the option Currency as is or Convert to. 4. It is possible to convert the currency before running the report by selecting the conversion criteria in the Report Parameters. 5. If you select Convert To, another Currency field appears with a few currency options you can select. 6. Results retrieved displays the financial impact registered in the Case Details of the Case file and counts the number of cases with the same type of financial impact, displays the Value and the Currency Person Count By Age 1. Select Person Count By Age from the Statistics heading under All Reports. gocase User Guide Page 119 of 128

120 13 Reports 2. Select Date, Primary Offence, Secondary Offence and Gender in the Report Parameters section. 3. Results are filtered by the above categories Yearly Distribution 1. Select Yearly Distribution from the Statistics heading under All Reports. 2. Select the Report Parameters like Date, Primary Offence and Secondary Offence. 3. Results return a count of Primary and Secondary Offences between a stipulated start and end year. Case by Status List all cases and their current workflow status and current owner Workflow History Log 1. Select Workflow History Log from the Workflow heading under All Reports. 2. Enter the Case Number. 3. The workflow history for the specific case is returned as well as which workflow cycle the case belongs to. 4. It is possible to see the current status of the case as well as the current owner of the case. gocase User Guide Page 120 of 128

121 14 General 14 General 14.1 Resource Selector The Resource Selector is used throughout the application to select users and groups registered in the gocase application. 1. To select a user or group, click on the user or group in the Resource List and click the button. 2. This will copy the user/group to the Selected Resource list. 3. In some cases it is possible to select more than one user/group. 4. The Resource Selector will only allow you to select more than one user/group if the underlying feature allows you to enter more than one user or group. For example, when creating a new event within a case file, it is possible to assign more than one user to the event. In the Exhibit Registry, it is only possible to sign an exhibit out to one person, so the Resource Selector will only allow you to select one Resource. gocase User Guide Page 121 of 128

122 14 General 5. To copy all resources to the selected resource list, click the button and then click on the button. 6. To remove a user/group from the Selected Resource click the button. 7. To remove all users click the button. 8. To search for a resource, start typing the name in the input. This will filter the Resource list accordingly. 9. Select Group or Person from the Type drop-down to filter the Resource List. 10. Filtering on Person enables the sub-type drop-down. Here you can filter on Functional Title Creating Favourites Lists Within the Resource Selector it is possible to create a Favourites List to have a customized list of objects (Persons, Groups) to be quickly available when displaying the Resource Selector. Clicking on the Select By Favourites Tab shows the maintenance screen for creating new collections as well as updating the resource list. gocase User Guide Page 122 of 128

123 14 General Create a new Resource Collection 1. Set a name in the Favourites Collection field 2. Click on to save the new collection 3. Click on to set it as default Add / remove an object to / from the Favourites List To add an object to the default collection select any object(s) in the Select by Name grid and click on the Favourites button. By Favourites tab. The objects will now appear in the Select Select an object from the Favourites List Open the Select By Favourites tab and select any entry which you want to use. In order to remove an entry from the favourites select the object(s) and click on Adding and Deleting rows in grids 1. To add an entry / row to any grid which allows input, click on the at the bottom of the grid. 2. To delete a row, select the row by clicking on the row. There will be a next to the selected row. Now click on the at the bottom of the grid. You will be prompted to confirm the delete. If you confirm the row will be deleted. 3. If the buttons are not active, it is possible that you need to save the current form to activate them. 4. If that still does not activate them, then it is not an editable grid and you cannot add and delete Audit Trail 1. To see the Audit Trail for any entry within a Case File, select the entry, i.e. If it is the First Name in the Persons Object, click in the First Name text box. 2. Now click on the Audit Trail button at the top of the gocase application. gocase User Guide Page 123 of 128

124 14 General 3. The Audit Trail window pops up. It displays the Record Created By and Last Modified By information. 4. To view a detailed history of the changes click on the link. This will display the full details of the audit trail. 5. To see the changes made by each user, click on the row in the top grid. 6. The Sr.No. indicates the order in which the changes were made is the last change that was made. It displays the name of the person who made the change and the details show what the data looked like before the changes were made. 8. To compare two entries, hold the Ctrl key down and click on the rows you wish to compare. 9. The data will be displayed side by side in the bottom grid. In the screenshot above, Detective 6A Team A changed the first_nam to [Miles Change] and it was [Miles] before he changed it Grid 1. To sort on any column within a grid, click in the column heading. 2. An arrow will appear in the heading indicating the direction of the sort. 3. To change the direction, click on the column heading again. 4. Sorting can also be done by right-clicking on the column heading. This will display the context menu. 5. Select Sort Ascending, Sort Descending or Clear Sorting as required. gocase User Guide Page 124 of 128

125 14 General Moving Columns 1. It is possible to change the order of columns within the grid. 2. Click on the column header, keep your finger on the mouse button, and drag the column to the new position. 3. Release the mouse button. 4. The column will be moved Filtering 1. To filter on data within a specific column, move the cursor to the column header. 2. The Filter Button will be activated. 3. Click on the button. 4. A list of values within the column will be displayed as well as some default filter values (in brackets). 5. Select the value you wish to filter on. 6. To display all data, click on the filter button and select the default value (All). 7. Right -Click in the column header to display the context menu. 8. Select Filter Editor or Clear Filter as required. 9. A more complex Filter Builder is displayed. 10. This allows the user to filter on different columns at the same time. 11. In the screenshot below, the Institution Name column value must start with a B and the Account Status column value must be Active. gocase User Guide Page 125 of 128

126 14 General Grouping 1. By default some grids have an active Group By Box, which is indicated by the dark blue strip below. 2. To group by a column, click on the column header and keep your finger on the mouse button. 3. Drag the column header to the Group By Box and release the button. 4. Your results are automatically grouped by the specific column. 5. To view all results within a certain grouping, click on the next to the Name. 6. Create sub-groups by dragging additional columns into the Group By Box. 7. Right -click on the grid heading to display the context menu 8. If the grid you are working with does not have an active Group By Box, select Group By Box from the context menu. 9. To group by a specific column select Group By This Column. gocase User Guide Page 126 of 128