An external user is a person to whom you provide system access and access to one or more candidates. Users in the role of Manager can add, update, and delete external users for your account. Typical use cases are:
Another law enforcement agency who is conducting an investigation on one of your previous candidates
A user having a unique role in the investigation process such as a Polygraph Examiner
A partner agency
A customer in the case where you perform background investigations as a contracted service
External users are managed from a tab on the Account Settings labeled External Users. There is no limit to how many such users you can have. Here are the key attributes of their system access:
They can only ever see the candidates to whom you have provided access
You can add or remove access to any candidates as needed
They have read-only access to the candidate and associated case and its objects
They can generally navigate a case file the same as an investigator
They have system access only through the Access Date you declare on their form; beyond that date, their credentials are not accepted. Deleting the date in the Access Through field will revoke their access
External User can be deleted at any time with no harm to any other system records.
External User Options
For each external user, you can select options to provide access to the following case attributes:
Ability to print. If this feature is On, the user can print case reports just like you. This includes all reports. We think that in most cases, you will not want to provide this capability.
Ability to access case file attachments
Ability to access investigator comments and narratives. This selection applied to comments made on individual items such as a personal reference, and to investigative area narratives. You can either turn all on or off.
Assigning Candidates to External User
There are two ways to assign a candidate to an external user (or vice versa, because it's the same thing to assign an external user to a candidate).
On your dashboard, select one or more candidates then press the Assign External User button at the top of the list window. A dialog will appear for the select of one of your external users, which you select, then press the button to execute.
On the candidate list associated with a candidate group, use the same process as above.
When provided system access, the external user's email includes a link to the following introductory presentation:
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