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How do I configure Item Management Plans?

Item Management Plans allow system administrators to design workflows for each type of Evidence. These workflows cause activities to occur (such as a Notification being sent) when certain criteria (such as Evidence type) are met.

Item Management Plans use Windows Workflow Foundation for designing.

Example:

For an Agency, the submission of a firearm (Evidence type) might require the following actions, which can be established by creating an Item Management Plan:

  • Request an IBIS search
  • If forfeitable, prepare a Weapon Forfeiture Request form to set the forfeiture date
  • If not forfeitable, notify the owner to pick up the firearm
  • If there is no action in 30 days, send a second notice
  • If there is no action in another 30 days, firearm becomes forfeitable
  • If the owner picks up the firearm, verify the owner's criminal history prior to releasing the firearm
  • Run a final criminal records check 30 days prior to forfeiture date
  • Release the firearm for destruction or auction on forfeiture date

An Item Management Plan for the Evidence type "firearm" would need to be created to control the production of the required notices at the correct times.

Note: Item Types need to be added to ChainLinx before Item Management Plans can be created for them. 

Access the Item Management Plan Master Screen

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To access the Item Management Plan Master screen, expand the Admin section on the Quicklist and then the Item Management subsection. Click on the Item Management Plan link.

Add a New Item Management Plan

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To add a new Item Management Plan, click the Add Plan button. After clicking Add Plan, the Item Type section will appear next to the button. Select the item type for the new Item Management Plan and click OK. The Item Management Plan Designer window will open:

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Drag and drop activities (steps in the Item Management Plan) from the list in the upper right-hand corner (1) onto the design area (2). As the activity is moved onto the design area, green dots will appear where the activity can be placed. Move the cursor directly over the green dot before releasing the mouse button (dropping). After an activity is placed in the design area, left-click it once to access and change the properties in the lower right-hand corner of the window (3).

The available activities are described below. New activities (which are actually To Do items that appear on user dashboards as tasks) can also be created. Please see the Creating Custom To Do Items topic for more information on how to create new activities.

After adding the activities in the order of the work for that particular item and setting the correct properties for each item, click the Save icon (4) in the upper left-hand corner or open the File menu and select the Save command option. The new Item Management Plan will appear in the Item Type list on the Item Management Plan Master screen.

NOTE: To delete an activity (remove it from the Item Management Plan workflow), left-click on it once and press the Delete key on the keyboard.

Available Activities

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Auction Activity

When an Evidence item reaches the stage in the workflow where it needs to be disposed of via an auction, assigned users (users assigned to the security role associated with the Item Management Plan) will see an Auction To Do activity in the To Do section of their dashboards.

Properties:

There are no properties that need to be set for Auction activities in the Item Management Plan.

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Cash Management Activity

When a currency-related Evidence item reaches the stage of the workflow where a cash management task will need to be performed, assigned users (users assigned to the security role associated with the Item Management Plan) will see a Cash Management To Do task in the To Do section of their dashboards.

Properties:

There are no properties that need to be set for Cash Management activities in the Item Management Plan.

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Custom Activity

Note: The red exclamation point in the upper right corner shows that there are properties that need to be entered.

Custom To Do activities can be created and used in Item Management Plans. When the workflow reaches the step where the custom To Do activity is located in the Item Management Plan, assigned users will see the To Do task in their To Do dashboard section.

Properties:

  • ActivityName - Select the activity name from the drop-down list. This list is populated with the custom To Do items created previously.
  • Message - Enter the message that will be sent to users assigned to the security role that will be selected below. Do not click the ellipsis button shown in this field.
  • RoleName - Select the security role that includes the users who will perform this task.

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Custom If/Else Activity

The Custom If/Else Activity is used when there are two possible outcomes from a previous activity. Note: If the True and False branches cannot be seen in the Custom If/Else activity, click the plus sign to the left of "customIfElse1" to expand those sections.

Other activities are dragged and dropped in the True and False branches and properties are established for each of those activities separately.

Properties:

Condition - Create the condition that will establish whether the next workflow step will use the True branch or the False branch.

To create the condition, click on the ellipsis button in the field for the Condition property. (First click on the conditionActivity1 to bring up the properties section.) The Expression Generator window will open:

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In the Expression Generator, select a value from the first drop-down list (Agency, Individual, Item, Offense, or Warrant). Depending on the selection from that list, the second drop-down list will populate; select a value from that list as well. Next, select an operand (such as LIKE, IS, IS NOT, etc.) from the third drop-down list. After the second drop-down list value is chosen, either a fourth drop-down list or a textbox will appear; select a value from the list or enter the value in the textbox. When finished selecting/entering the values, click the Append button, which will place the condition in the textbox.

Next, click the Validate button to make sure the condition can be used correctly. A message box will appear stating either it is a valid condition or that there was an error.

In the example shown in the image above, the condition is that when an item's Item Type is equal to "Gun," the condition will be true. If it doesn't match, the condition will be false.

Click OK to save the condition. Click Cancel to close the window without saving and return to the Item Management Plan window.

Continue adding/selecting properties for the other activities included in the Custom If/Else activities (for the True and False branches).

The available operands (and their definitions) are as follows:

= (is equal to)
<> (is not equal to)
> (is greater than)
<= (is greater than or equal to)
< (is less than)
<= (is less than or equal to)
(is) LIKE
(is) NOT LIKE
STARTS WITH
(does) NOT START WITH
IS
IS NOT

Additional statements can be added to the condition expression by selecting AND, OR, or by inserting (). Using AND will execute the workflow process if both expression condition statements are true; using OR will execute the workflow process if eithe ris true. The () may be used to give parameters to a function in the condition statement.

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Destroy Activity

When an Evidence item reaches the stage in the workflow where it needs to be disposed of via destruction, assigned users (users assigned to the security role associated with the Item Management Plan) will see a Destruction To Do activity in the To Do section of their dashboards.

Properties:

There are no properties that need to be set for Destroy activities in the Item Management Plan.

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Move To New Location Activity

When an Evidence item reaches the stage in the workflow where it needs to be moved to a new location, assigned users (users assigned to the security role associated with the Item Management Plan) will see a New Location To Do activity in the To Do section of their dashboards.

Properties:

There are no properties that need to be set for Move to New Location activities in the Item Management Plan.

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Request Approver

When an Evidence item reaches the stage in a workflow where an approval is needed, an Approval To Do activity item will be created for users assigned to the security role associated with the Item Management Plan.

Properties:

  • AlertMessage - Type in the message that will appear in the Alerts section on assigned users' dashboards. Do not click the ellipsis button shown in this field.
  • RoleName - Select the security role that includes the users who will be responsible for this activity.

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Request Witness

When this activity is added before another activity in an Item Management Plan, it will require a user to record that they viewed (witnessed) the process. This activity is commonly used before a destruction or cash management activity.

Properties:

  • AlertMessage - Type in the message that will appear in the Alerts section on assigned users' dashboards. Do not click the ellipsis button shown in this field.
  • RoleName - Select the security role that includes the users who will be responsible for this activity.

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Return Item Activity

When an Evidence item reaches the stage in the workflow where it needs to be disposed of by returning the item, assigned users (users assigned to the security role associated with the Item Management Plan) will see a Return Item To Do activity in the To Do section of their dashboards.

Properties:

There are no properties that need to be set for Return Item activities in the Item Management Plan.

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RFET Activity (Request for Evidence Transfer)

When an Evidence item reaches this disposition stage, a To Do activity of Request for Transfer will be created for users assigned to the security role associated with this Item Management Plan.

Properties:

  • Destination - Click the ellipsis button in the field for this property. The RFET Destination window will open (please see image below). Select the Agency Rep, Storage Location, or Staff Member to whom (or which) the Evidence item will be transferred.
  • RequesterName - Type in the name of the Agency requesting the transfer. Do not click the ellipsis button shown in this field.
  • RequesterPartyName - Type in the name of the person requesting the transfer. Do not click the ellipsis button shown in this field.

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Send Alert Activity

When an Evidence item reaches this stage in the workflow, an entry will be created in the Alerts section of the dashboard for users assigned to the security role associated with the Item Management Plan.

Properties:

  • Message - Type in the message that will appear in the Alerts section on assigned users' dashboards. Do not click the ellipsis button shown in this field.
  • RoleName - Select the security role that includes the users who will be responsible for this activity.

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Send Mail Activity

When an Evidence item reaches this stage in the workflow, an email will be sent to the users assigned to the Item Management Plan.

Properties:

  • NotificationName - Select the Notification from the drop-down list. Notifications must be entered into ChainLinx prior to assigning them in this activity.

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Terminate Activity

When an Evidence item reaches this stage in the Item Management Plan workflow, the workflow will stop. This activity is sometimes used with custom if/else activities when either the True or False branch continues on and the opposite branch terminates the workflow.

Properties:

There are no properties that need to be set for the Terminate activity in the Item Management Plan.

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Wait Until Activity

When an Evidence item reaches this point in an Item Management Plan workflow, the workflow will stall, wait until the selected date is reached, and then will continue progressing.

Properties:

  • Days - Click on the downward pointing arrow and select a date from the calendar. The date chosen is the date the workflow will resume.

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Wait X Days Activity

When an Evidence item reaches this point in an Item Management Plan workflow, the workflow

Properties:

  • Days - Enter the number of days the workflow should pause. After the entered number of days have passed, the workflow will resume. Do not click the ellipsis button shown in this field.

Delete an Item Management Plan

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To delete an Item Management Plan, click on the Delete Item Management Plan icon associated with the Item Management Plan in the list. A confirmation dialog box will open:

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Click Yes to delete that Item Management Plan or No to close the confirmation dialog box without deleting the Item Management Plan.

Edit an Item Management Plan

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To edit an existing Item Management Plan, click on the Edit Item Management Plan (pencil) icon associated with that Item Management Plan in the list. The Item Management Plan will open in a separate window.

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Edit the workflow as needed and either click the Save icon toward the top left of the window or open the File menu and select the Save command.

Example Item Management Plan

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In the above example, all Evidence items of type Cocaine will have an email notice sent, a delay, an alert posted, and finally a request for destruction is logged. The details of each action are based on the properties set for each workflow activity.

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