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

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  • Updated March 13, 2026
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    Summary of Assign user personas, roles, groups, and responsibilities in Investigative Case Management

    Investigative Case Management (ICM) provides predefined roles, personas, and responsibilities that you can assign to users within your organization to enable appropriate access and delegation of investigative tasks. This structure ensures users have the right permissions and can collaborate effectively on investigative cases.

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    Assigning User Roles

    Roles control access to ICM features and data. To assign roles:

    • Create or open a user record under All > User Administration > Users.
    • Edit the Roles related list to add the relevant roles.
    • Save changes and repeat for other users.

    Roles should be assigned based on the user’s responsibilities and actions on investigative cases. Refer to the predefined roles available with ICM and Public Sector Digital Services to select the best fit. An admin role is required to assign roles.

    Using Groups to Manage Roles

    Groups allow you to organize users and assign roles collectively, simplifying role management:

    • Create groups for different teams (e.g., administrators, investigators, supervisory agents).
    • Assign roles to groups so that all members inherit those roles.
    • Add users to groups after assigning roles or vice versa.
    • Groups enable delegation and team structuring at the organizational level but do not affect case-level team responsibilities.

    Create groups via All > User Administration > Group, add members, and assign roles accordingly.

    Responsibilities in Investigative Case Management

    Responsibilities differ from roles as they are assigned per case and define user duties within that specific case. Key points include:

    • Assigned at the case level after case creation, using dropdowns in the Teams tab of the ICM workspace.
    • A user may have multiple responsibilities across different cases.
    • Responsibilities do not affect user roles or platform permissions.
    • Default responsibilities include Case Agent, Coroner's Office Liaison, Crime Lab Technician, District Attorney, Expert Analyst, Internal Affairs Officer, Investigative Assistant, Special Agent in Charge, and Supervisory Agent.
    • Responsibility definitions can be customized in the responsibility definition table.

    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:

    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.

    teams tab

    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.
    Table 1. Responsibility table (Case Level)
    Responsibility
    Case Agent
    Coroners Office Liason
    Crime Lab Technician
    District Attorney
    Expert Analyst
    Internal Affairs Officer
    Investigative Assistant
    Special Agent in Charge
    Supervisory Agent