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Update case data

Summary: You will make ongoing changes to a case: editing case-level fields, adding child records on the various tabs, and recording surveillance work.

Prerequisites

  • A role that can edit the case: Supervisor (any case), or Investigator/Store Coordinator on cases they own or are assigned to. Read-only roles can view everything described here but cannot change it.

Edit case-level details

Select Edit in the case header to open the case edit form, pre-filled. This is where you change the case name, type and sub-type, severity, division, open/closed dates, brief description, narrative, case value, who reported and initiated it, the federal-case flag, final resolution, and charges-filed date. Save to apply. Everything else about a case (members, activities, notes, case items, entities, financials, evidence, and linked incidents), is edited on its own tab, not here.

Status is not on the edit form. A case is Open or Closed, and you change that with the Close and Reopen actions in the case header, not by editing. Closing records the closed date and final resolution; reopening clears them (but leaves the charges-filed date alone). There is no whole-case delete: a case that should stop being worked is Closed.

Add records on the tabs

Most work happens on the tabs, each of which holds one kind of record. Open a tab and add records there.

Notes and Journal

External cases keep free-text notes on the Notes tab. Internal cases keep the same kind of record on the Journal tab, which also drives the journal-cadence indicator.

You can pin an answer from the case assistant (LENS) as a note. The note is named automatically from a short subject describing the question and answer, so it is recognizable in the list without opening it: you are not asked to name it.

About the LENS tab. LENS is an AI chat scoped to the whole case. The conversation is now durable per case: it can be resumed, is listed in a history sidebar, and can be renamed or deleted. It is text-only: it answers from the case's text record and no longer reads case images. Pinning an answer to Notes and exporting the transcript as a PDF both still work.

A note also carries a filing date (the date its author files it under, which need not be the day it was written), shown as a calendar date with no time of day. Comments on a note, and edit-history entries, do carry a date and time, in your own timezone.

Evidence

The Evidence tab is a grid of files with type icons, previews, and downloads. Downloads are always short-lived links generated when you select them: no permanent public link to an evidence file exists.

Image evidence carries an Add to Entity action, linking a photo to one or more members or vehicles. The link is traceable both ways: the evidence detail shows a "Used as photo for" section.

Case items

Case items are the physical stolen merchandise on a case. You can add them by hand, produce them by import, or bring them in by linking an incident (which copies its products in). Recovery is tracked per item (recovered quantity, date, and notes) and each item's state is derived as None, Partial, or Full rather than set by hand.

Activities

The Activities tab is a chronological timeline. There are 25 activity types spanning surveillance, legal actions, undercover work, intelligence, recovery, and more. Opening an activity opens a type-specific pane.

Interviews are activities of type Interview: there is deliberately no separate Interview tab. An Interview quick-filter button appears once at least one interview exists. Document Review activities are hidden by default and revealed with a toggle, because they are numerous.

Involved persons and vehicles

Both people and vehicle records open in a right-side slide-in pane with a photo gallery at the top. See Work with the Involved Persons tab for details.

Log a surveillance session

Session logging is available on the surveillance activity types only: Static Surveillance, Mobile Surveillance, Pole/Drop Cam, and Logistics Surveillance.

  1. Open a surveillance activity. Its pane has a Session Log section.
  2. Add a session log event: one discrete, timestamped thing that happened. Its type is free text with suggestions per activity ("Arrived at Location," "Subject Spotted," "Lost Visual"). Record when it occurred, its type, and optionally a description and location note.
  3. Attach photos to the activity overall, or pin them to a specific event. Photos appear as a horizontal thumbnail strip; a photo pinned to an event carries a clock badge with that event's time.

Notes on surveillance logging:

  • Uploads accept JPEG, PNG, HEIC, and WEBP up to 20 MB, several at a time.
  • A "Taken At" time is always typed in, never read from the image.
  • In a multi-file upload, the caption, "Taken At" time, and event pin apply to the first file only. The rest upload as plain activity-level photos.
  • Deleting a session-log event does not delete its photos: they un-pin and revert to belonging to the activity as a whole.

Access: Supervisors have full access; Investigators can add, edit, and delete on their own activities; read-only roles can view; External Partners cannot see surveillance activities at all.

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