Watchlist administration

Watchlist administration manages the person and vehicle records owned by one site. Open General Administration, select the site, and choose Manage Watchlist.

This administration list is different from the operational Watchlist. The operational page can show records shared with the site or its client and provides review, flag-history, and export actions. The administration list shows only entries owned by the selected site and provides create, edit, and delete actions.

Find an entry

Enter all or part of a first name, last name, alias, ID card or driver's-license number, vehicle license number, or trailer number. Results update shortly after you type.

Use Type to limit the list to a person or vehicle record. Clear the type to include all types. Select a column heading to sort by that field, and select Refresh to retrieve the current records again. The Total badge reports the number of matching entries.

Create or update an entry

• Select Add New to create a record for the selected site.
• Open the row menu and choose Edit, or double-click the row, to update an existing record.

The editor controls the entry's identity or vehicle identifiers, description, image, notification rules, and client or site associations. See Add or edit a watchlist entry for every field and the rules that determine how broadly the record is shared.

After the editor closes, the list refreshes automatically. If a newly saved record does not appear, clear the search and type filters, then select Refresh.

Delete an entry

Open the row menu, choose Delete, and confirm the prompt. You can also delete an existing entry from its editor.

Deletion removes the record itself; it does not merely remove it from the selected site's list. Associated sites or clients may lose access to it, and its operational purpose may no longer be visible to staff. Before deleting, confirm the entry's owner, sharing associations, flag history, and applicable retention policy.

Warning

Use deletion only for records that should no longer exist. To correct identifiers, notification recipients, sharing, or instructions, edit the entry instead.

Troubleshoot the list

The Manage Watchlist card is unavailable

: Confirm that the intended site is selected, that the Watchlist module is enabled for it, and that your role permits Watchlist administration.

An entry appears on the operational Watchlist but not here

: The record may be owned by another site and shared with this site or its client. Administrate it from its owning site or ask an authorized administrator for that owner to make the change.

A known entry is missing from the list

: Clear the search and type filter, verify the selected site, and select Refresh. Search identifiers without punctuation if the stored format may differ.

A save appears successful but other sites do not see the record

: Reopen the entry and verify its client and site associations. When specific sites are selected, those site associations take precedence over client-wide associations.