STAC 3 Collaboration Meeting Summary: 03/25/2026

STAC 3 Collaboration Meeting Summary: 03/25/2026

1. STAC 2 Decommissioning Strategy / User Transition

Recommended Approach

Instead of managing STAC 2 access across multiple groups:

Best Practice:

  • Create a dedicated security group (e.g., “STAC 2 Access”)
  • Set:
    • Enable Login STAC 2 = FULL (only on that group)
    • Enable Login STAC 2 = NONE (on all other groups)
  • Add all users initially
  • Remove users from that group "STAC 2 Access" as they transition

Important Note

  • STAC uses highest permission across groups
  • This method gives centralized control

Timeline Insight

2. Forms – Follow-Up from Prior Meeting

  • increased engagement from agencies
  • More tickets/questions coming in regarding Forms
  • No new major issues raised
  • Agencies are beginning to explore real-world use cases

3. Clear System Cache – Purpose & Usage

Used to refresh STAC 3 after configuration changes made in STAC 2

Examples

  • Code table updates
  • Screen customizations
  • Setup/config changes

 

Clears cached data → forces refresh in STAC 3

Important Warning

  • Do NOT overuse
    • Rebuilding cache repeatedly = unnecessary performance impact

4. CIP Portal Status Search – Troubleshooting Tool

walked through the CIP Portal Status Search screen as a key troubleshooting tool.

Used For:

  • File Shares
  • Archive Uploads
  • Link Parser / Hyperlink Center
  • Media Analysis
  • CMS conversions
  • Portal-related activity tracking

Best Practice

  • Filter by:
    • Portal Type
    • Date Range
  • Avoid using default broad view (too much data)

5. Portal Account Tools

Portal Account Lookup

  • Confirms:
    • Email delivery
    • When the receiver created their Portal account
    • Portal account activity

Reset Password

  • Sends reset email to recipient
  • Used when:
    • User cannot log in
    • Claims they didn’t receive access email

Related Data Visibility in CIP Portal Status Search

Screen shows:

  • Related images
  • Case association
  • Recipient info
  • File metadata

 

Helps track:

1. What was sent
2. To who
3. Whether it attached correctly

  

Link Parser / Hyperlink Center Behavior

  • Files only appear in Portal Status as related images IF:
    • They were added to the case as images

Important Distinction

  • Files still sitting in Hyperlink Center ONLY
    •  Do NOT appear as related images in the CIP Portal Status Search screen

Media Analysis / CMS Processing Behavior

Processing is done on the physical file, not just the image record.

Impact

  • If same file is linked to multiple:
    • Cases
    • Image records

 Actions affect ALL instances

Download Status vs. Recipient Downloaded

Download Status

  • Internal system/archive-related
  • Does NOT mean user downloaded file

Recipient Downloaded

  • Confirms:
    External user actually downloaded the file

Always rely on Recipient Downloaded for proof of access

Cancel Upload vs. Undo

Cancel Upload

  • Used when process is:
    • Still pending
    • Not completed

 Stops the process

Applies to:

  • File shares
  • Archive uploads
  • Portal jobs

 

Undo

  • Used AFTER completion

Risk:

  • If file was shared multiple times:
    • Undo may impact ALL shares, not just most recent one 

6.  Summary Page – Preview vs. Custom

Preview

  • Similar to STAC 2
  • Simple, static display
  • User view

Custom

  • STAC 3 enhanced view
  • Admin-configurable:
    • Pages
    • Queries
    • SQL
    • Layout behavior

Future Enhancements

  • Better resizing
  • Reordering improvements

 

7.  Restitution Address Handling Discussion

Problem Identified

  • Businesses (e.g., Walgreens) may have:
    • Local store address
    • Separate restitution/legal address

Challenges

  • Current system does not easily distinguish:
    • “Use this address ONLY for restitution”

 

Options Discussed

Option 1 – Address Type

  • Create specific “Restitution” address type
  • Create variables to use the specific address type
  • Use in merges

Option 2 – Separate Directory Record (Preferred by Some Circuits)

  • Create separate directory for:
    • Law firm / restitution contact
  • Use that as:
    • Victim/contact in case

  1.  Some circuits use separate directory approach

Outcome

  • No system-level solution yet
  • Configuration/workflow-based solutions recommended

8. Adoption Strategy

Do NOT wait until STAC 2 is removed.

Reason

  • Early adoption helps identify:
    • Missing features
    • Workflow gaps
    • UX issues

Allows fixes BEFORE full migration

Q&A

STAC 2 Transition

Q: What is the best way to remove STAC 2 access for users?
A: Use a dedicated security group with “Enable Login STAC 2 = Full” and remove users from that group as they transition.

Q: Is STAC 2 removal required right now?
A: No, but agencies should begin planning. Full transition is expected within 2026.


Q: Has any circuit successfully moved fully to STAC 3?
A: Yes. Some circuits have specific department that are fully on STAC 3 with no major issues.

System Cache

Q: When should I use Clear System Cache?
A: After making configuration or code table changes in STAC 2 that need to reflect in STAC 3.

Q: Can I click Clear System Cache frequently?
A: No. Overuse can negatively impact performance.

CIP Portal Status

Q: What is the Portal Status Search used for?
A: Troubleshooting portal activity such as file shares, uploads, and processing.

Hyperlink / Link Parser

Q: Why don’t I see a file in CIP Portal Status Search?
A: If the file is still only in Hyperlink Center and not added as an image, it will not appear.

Download Tracking

Q: How do I confirm a recipient downloaded a file?
A: Use Recipient Downloaded, not Download Status.

Uploads & Sharing

Q: When should I use Cancel Upload?
A: When the process is still pending and not completed.

Q: When should I use Undo?
A: After a share is completed—but use with caution. 

Q: What is the risk of Undo?
A: It may affect multiple shares of the same file, not only the most recent share. 

Summary Page

Q: What is the difference between Preview and Custom view?
A: Preview is simple and static; Custom allows admin-level configuration and flexibility.

Restitution Handling

Q: How should restitution addresses be handled?
A: Create a separate address type OR Create a separate directory record (common approach)

General Adoption

Q: Why should we move to STAC 3 now instead of waiting?
A: Early adoption helps identify issues and improve workflows before STAC 2 is fully retired.