Assign user personas, roles, groups, and responsibilities in Investigative Case Management

By default, Investigative Case Management comes with roles, personas, and responsibilities that can be assigned to existing users on the platform.

Assigning user roles

Assign roles to members of your investigative organization Investigative Case Management application so that your users can have delegated access to Investigative Case Management features, capabilities, and data.

There are a few guidelines for assigning roles to users:

• Determine who will be working on the investigative cases for the organization, and what actions each user would be taking on the case. For more information on the roles available in Investigative Case Management and to determine which makes sense for each user, see Roles installed with Public Sector Digital Services and Investigative Case Management Personas
• Create as many users as needed in your organization.

Role required: admin

To assign roles to a user within an organization:

1. Make sure a user record has been created within the organization. Navigate to All > User Administration > Users to create a user record, or open an existing user record.
2. In the Roles related list, select Edit.
3. In the Collection list, select the desired roles, and then select Add
4. Select Save.
5. Repeat as many times as needed until all desired users are added to and associated with the organization and have the desired role.

You can also create user groups and assign roles to them. Users assigned to the group inherit the roles.

Using assignment groups to create organizational teams

There are a few guidelines for creating groups:

• Create one group for administrators and assign the admin role to this group only.
• Create as many groups as needed in your organization. For example, create an investigator group for each supervisory agent team, and a larger investigator group for the investigators for the entire organization, and a group for all the supervisory agents with their manager. Assign the necessary users to those groups, and then assign the necessary role to those groups if you haven't already. You can create groups first, assign a role to the group, and add users, or you can add user roles individually and then add them to the group. All users in a group will inherit the group role.

To delegate access to cases and create organizational teams, you can create assignment groups. This is different from creating case teams at a case level within an investigative case in ICM, where you assign team responsibilities instead of roles. These do not affect roles at the user level. To create a user assignment group:

1. Navigate to All > User Administration > Group to create group record.
2. Select a group Name.
3. In the Group Members related list, select Edit.
4. Select one or more names in the Collection list.
5. Select Add and Save.
6. Repeat as many times as needed until all desired users are added to the group.
7. In the Roles related list, select Edit.
8. Add the desired roles to the group.
9. Select Save.

For more information on the roles available in Investigative Case Management and to determine which makes sense for each user, see Investigative Case Management roles and Investigative Case Management Personas

Responsibilities

The following is a list of all responsibilities that are provided with the Investigative Case Management application by default. Responsibility definitions can be used to build teams of users in the Teams tab within the Investigative Case Management workspace. You can assign these using the dropdown menus on the Teams tab. For information on creating case teams, see Create a case team for an investigative case

Responsibilities are different than user roles; responsibilities are tied to the case only and determined at the case level. These can only be assigned once a case has been created. A user can have multiple responsibilities across cases, per case, and a user's responsibility within a case does not affect a user role.

The following is a list of all responsibility definitions that are provided with the Investigative Case Management application by default. Responsibility definitions can be added and removed as needed using the responsibility definition table. For information on how to configure responsibility definitions, see Configuring Investigative Case Management responsibility definitions.

Configure Case Access for Office and Assignment Groups

Use the x_snc_icm.case_write_access and x_snc_icm.case_read_access system properties to extend write access and restrict read access to cases based on Assigned Office, Assignment Group, or both, to allow automatic case access alignment with organizational units without manual Teams tab management, preserving existing access pathways and role-based permissions.