Share a case and manage collaborators
Summary: You will manage who works a case: adding collaborators, reassigning the owner, and responding to access requests that cross the category wall.
Collaborators
The Overview tab carries a Collaborators card showing the case owner plus the case's collaborators. This matters for access: being an accepted collaborator is one of the relationships that grants a walled role (Investigator, ORC Analyst, Viewer, Store Coordinator) access to a case.
The owner, or anyone with edit-all rights, can add and remove collaborators using a search-by-name-or-email picker.
Hand the case to a new owner
The same Collaborators card can reassign the case to a different owner, using the same picker.
Reassigning the owner:
- Changes who is shown as Owner everywhere the owner appears.
- Records the handoff on the case's chain-of-custody timeline as an "Owner" waypoint.
- Preserves who originally opened the case: the "Opened" waypoint still credits the original owner after any number of handoffs.
- Requires the new owner to be in the same organization.
Only someone who could already manage collaborators, the current owner or a manager-level role, sees the reassign control.
How access requests work across the wall
Case data sits behind the category system (the Chinese Wall). When someone on another team hits a match to your case but cannot see it, they can request access to that one specific case.
- On the case's Matches tab, a walled user who sees a "locked" match can select Request Access to that case.
- The request reaches the case's assigned manager (and the moderating roles) through the Notification Center bell as a Case Access Request.
- Granting access adds the requester to the case as a read-only collaborator. It does not change the case's labels or its owner.
- The requester is notified of the outcome through their own notification bell.
For the full model, see Labels and case visibility and Roles and access.
Conflict alerts
When the platform detects that a person or entity on your case also appears on another case, an alert goes silently to the owner and the assigned investigator of the conflicting case, the people who can act on it, whether or not the person whose save triggered the match can see that case.
Each side of the alert is partitioned: a reader is shown only the side they could already open. The other side's entity name and case identity are withheld, reading as "matched in a case you don't have access to." No alert crosses a category boundary to anyone else.
About the case-share email
When a case is shared with named people from the case's secure-sharing surface, the platform sends a Case Share email that links straight to the case. Each recipient gets a personalized message, so no recipient learns who else the case was shared with. When someone is added as a collaborator, an Investigator Assigned email is sent.
Both emails are sent after the change is saved. A failed email never undoes the share or the collaborator change, and you are told the share succeeded.