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Hotline Data in Investigations

  • Published on Jun 27, 2026
  • 3 minute(s) read
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The Hotline Data tab provides a read-only view of the original information submitted through the online hotline portal in Investigations. It preserves the portal submission exactly as received, serving as a permanent reference throughout the investigation lifecycle. The tab displays complainant and alleged subject information while maintaining data integrity and auditability. Depending on organizational configuration, the information may also be used to automatically create and link related index records within the case.

Prerequisites

The Hotline Data tab appears on a complaint case folder only when all the following conditions are met:

  1. An administrator has activated the Hotline Data entry in Case UI configuration for the Complaint case type

  2. The complaint case originated from the online hotline portal

    1. The system identifies portal-sourced cases by a Complaint method that begins with HL- or a non-empty Portal Case Number field

  3. The case was not initiated through the Outreach module

Admin Configuration

Enable the Hotline Data Tab

  1. Navigate to Settings and then select an App Type. Proceed to Investigation and select Case Types

  2. Select Complaints and locate the Hotline Data row in the Tabs section in Case UI

  3. Select the checkbox in the Active column for Hotline Data

The Hotline Data tab becomes visible in the tab bar on portal-sourced complaint case folders.

  1. When you’re done, select Save

NOTE: The Active checkbox controls whether the tab appears in the case folder tab bar. In addition to this setting, the tab is subject to a per-case visibility check. The tab is visible only when the Complaint Method begins with HL- or the Portal Case Number field is non-empty, and the case was not initiated through Outreach.

The Auto-create and link portal indexes setting controls whether portal-submitted subject entities are automatically created in Contacts and linked to the Indexes view when a complaint case arrives from the portal.

  1. Navigate to Main Menu and then select Configuration. Proceed to Investigations Configuration and select Complaint Configuration

  2. The Complaint Configuration page is displayed

  3. Locate the Auto-create and link portal indexes checkbox

  4. Configure the checkbox according to your organization's workflow

If it is selected, the portal-submitted subject entities are automatically created in Contacts and linked to the Indexes view when the complaint arrives. Investigators can edit index fields such as Relationship, Offense, and Aware of Investigation. The Hotline Data tab continues to display the original, unmodified portal submission as a permanent reference.

If it is unselected, Portal submission data appears only on the Hotline Data tab. No entries are automatically created in Contacts or linked in the Indexes view. Investigators use Add New button in the Indexes view to manually create and link subject entries for the complaint case.

  1. When you’re done, click Save

Restrict Access by Role

By default, any user with access to a complaint case folder can view the Hotline Data tab. Use the Tab View Permission Configuration grid to restrict visibility to specific roles or groups.

  1. Navigate to Main Menu and then select Configuration. Proceed to Investigations Configuration, select Complaint Configuration

  2. Locate Tab View Permission Configuration and add role and group names in Hotline Data

  3. When you’re done, click Save

NOTE: A user who has either a matching role or a matching group is permitted to view the tab. If both the Allowed Role Names and Allowed Group Names fields are empty, the tab is accessible to all users with access to the case folder.

Viewing the Hotline Data Tab

Click the Hotline Data tab on a portal-sourced complaint case folder to view the original portal submission data.

The tab displays a standard case header (Case Number, Title, Case Agent, Initiating Office, and Case Status) followed by two read-only sections: Complainant Information and Alleged Subject Information.

You cannot edit any field on the Hotline Data tab.

NOTE: The Hotline Data tab is included in the standard Folder Report when Include all tabs is selected. Fields that your role does not have permission to view appear as Restricted on the tab.

Complainant Information

The Complainant Information section displays the fields configured for complainant data in your organization's Contacts Field Configuration. Common fields include salutation, name, address, phone numbers, and email address. Contact your administrator if expected fields are missing.

When a complainant chose to submit anonymously, an Anonymous Submission badge appears inline in the Complainant Information section header.

Alleged Subject Information

The Alleged Subject Information section displays all subject entries submitted through the portal. Each subject appears as a numbered card, for example, Subject 1 of 3, Subject 2 of 3, labeled with its entity type: Agency Employee, Individual, or Organization.

The fields displayed for each subject are configured in your organization's Contacts Field Configuration. The configured field set is applied per entity type.

NOTE: Social Security Number (SSN) fields are never displayed on the Hotline Data tab, even if SSN data was collected by the portal.