5.4.4 Using Evidence Tab

About Evidence Tab

The following tasks are performed using the Evidence tab:
  • View and analyze comments and attachments previously added to the case.
  • View and analyze comments and attachments associated with the case that has been added through specific case actions.
  • Add new comments or attachments to the case under investigation.
  • Evidence has three sections:
    • Comments: This section allows you to view the comments added to the case either through the Evidence or added as a part of any actions taken on the case during investigation. The Comments section includes the creation date and time of the comment action, the user who took the action, case status at the time of the comment, and comments added.
    • Attachment: The Attachment section allows you to view the attachments added to the case either through the Evidence or added as a part of any actions taken on the case during investigation. It includes the creation date and time of the case action associated with the attachment of the file to the case, the user who took the action, case status at the time of the action or resulting from the action, any comments associated with the action, attachment name,and the Attachment count.

      When multiple attachments are attached, they appear in separate rows You can sort the attachment names alphabetically.

      You can also post attachments and comments from an external application to a case in Oracle's Enterprise Case Management application. For more information, see the OFS ECM Attachment/Comment Service Guide.

      Note:

      The attachments sent through the Send Email and Send RFI actions can be seen in the Email and Request For Information section.

      Note:

      The following activities are recorded in Audit History when user:
      • Accesses Evidence tab
      • Downloads attachments
  • Email and Request For Information: The Email and Request For Information section allows you to view the details of Send Email and Send RFI actions. For more information, see the Viewing Email Details and Viewing the RFI Details sections.

Viewing Comments, Attachment, and Email and Request For Information

This section allows you to view comments and attachments previously added to the case.

To view comments and attachment to a case, follow these steps:

  1. Navigate to the Case Summary page. Click the Evidence button.
  2. Go to Comments or Attachment or Email and Request For Information section. Click Left Arrow button to expand to view the existing Comments or Attachment or Email and Request For Information section for the selected Case ID.

    The following table provides a list of columns that the Comments section displays.

    Table 5-3 Comments Columns

    Column Name Description
    Date and Time Displays the date on which comments are entered.
    By Displays by whom comments are entered.
    Status Displays the case status at the time of the comment.
    Comments Displays comments provided for this case.
    Note: In case of detailed comments that cannot fit within the Comments text box:
    • Mouse over the Comment section to view the full comment.
    • Double click on the Comment section to expand and scroll through the comment details.
  3. Click the Attachment link against the required attachment name. The attachment is downloaded to your system.

    Note:

    You click the Attachment link, which has more than one attachment, a window is displayed. Click the Download link to view the attachment.

    The following table provides a list of columns that the Attachment section is displayed.

    Table 5-4 Attachment Columns

    Column Name Description
    Date and Time Displays the date and time on which the file is attached.
    By Displays by whom the file is attached.
    Status Displays the case status at the time of the comment.
    Comments Displays comments provided for attaching the file.
    Attachment Displays the attachment link to view the attachment.
    The following table provides a list of columns that the Email and Request For Information section displays.

    Table 5-5 Email and Request For Information Columns

    Column Name Description
    Action Click the Send Email link to view the email details.
    Response Status Current status of the response.
    Sent By The email address of the logged-in user
    Response From Value is blank when a record is for emails.
    Responded Date Value is blank when a record is for emails.
    Sent Date The Date on which the email was sent.
    Questionnaire Details Details of the questionnaire.
    Attachment Shows the count of attachments sent and received along with the email.
    Questionnaire ID Identification number of the questionnaire.

Adding Comments and Attachment

If your role permits, you can add comments or attachments to the case under investigation.

Note:

When you add comments or attachments to a case, the status of that case does not change as a result of those comments or attachments. However, the Comment action is reflected in the audit of a case.

The Add Evidence button is available on the top of all tabs.

For more information on adding comments and attachment to the case, see Adding Evidence.

Removing Attachment

If your role permits, you can remove attachments to the case under investigation.

To remove an attachment, follow these steps:

  1. Navigate to the Case Summary page. Click Evidence.
  2. Go to the Attachment section. Select the Attachment name.
  3. Click Remove. The Attachment window is displayed.
  4. Enter the comments for removing the selected attachment in the Comments box.

    Note:

    If the window has more than one attachment, select the required attachment and enter the comments in the Comments box.
  5. Click Save. The attachment is removed from the Attachment List for the selected case. For more information on the history of Attachment and the Comments, see Using Audit History.

Viewing Email and Request For Information

The Email and Request For Information section provides details about emails sent to request additional information to include as evidence.

Viewing Send Email Details

After clicking Send Email or RFI, the details of the Email are displayed. The following table describes the Email details:

Table 5-6 Viewing Email Details

Item Description
Action Click the SendEmaillink to view the email details.
Sent By The Email address of the logged-in user
Sent Date The Date on which the email was sent.
Response From Value is blank when a record is for emails.
Responded Date Value is blank when a record is for emails.
Details Value is blank when a record is for emails.
Attachment Shows the count of attachments sent and received along with the email

Viewing Send RFI Details

After clicking Send Email/RFI, the details of the RFI display. The user who is responding to an RFI can also include attachments along with the response. These attachments will be displayed in the Email and Request For Information section if question is defined with Is Document Required as Yes in the Questionnaire section.

If an RFI response is sent by any user, then the response of To user will be recorded in ECM with the To user Name on this tab.

If an RFI request has been canceled or has expired, the page which is displayed upon clicking the Questionnaire link in the email will indicate that the request is invalid.

The following table describes the column details:

Table 5-7 RFI Details

Column Name Description
Action Click the SendRFIlink to view the RFI details.
Response Status Status of the RFI. For example, Awaiting Response or Canceled.
Sent By The Email address of the logged-in user.
Sent Date The Date on which the RFI was sent. When a response is received, this field displayed the date on which the RFI response was submitted.
Response From The Email address of the user who has sent the response on RFI.
Responded Date The Date on which the RFI response was sent.
Details Click the link to view the questionnaire details, with any attachments included during the questionnaire response. This link will only display for users with appropriate permissions. Contact your system administrator to enable these permissions.
Attachment Shows the count of attachments sent along with the RFI email.
RFI ID The unique ID for this RFI.

Cancel RFI

An RFI that has not been responded to can be canceled, such as when an RFI has expired without response and a new RFI must be sent. RFIs do not need to be expired to be canceled.

Note:

This feature requires CMRFICNCL permissions. Contact your system administrator to enable these permissions.
To cancel an RFI, follow these steps:
  1. In the Email and Request for Information section, select the check box of one or more RFIs If the RFI has been responded to, an error message will display.
  2. Click Cancel RFI. A confirmation message is displayed.
  3. Click Yes to cancel the RFI. The Audit History will be updated to provide details of the canceled RFI. The case status will change once all Pending RFIs on that case have been canceled.