1) Directory Structure Enhancements (Category-Driven
Fields)
demonstrated changes to the Directory structure in STAC 3,
focusing on how Directory Category now determines which fields appear on the
screen.
The system uses categories to streamline data entry:
Each category dynamically displays only the fields relevant
to that type.
Examples
Business Category
Used
for agencies, departments, or organizations
Displays
minimal fields
Demographics
(DOB, race, gender, etc.) are hidden
Employee Category
Used
for internal staff such as ASA/APD or legal assistants
Displays
employment-related information
Some
demographic fields available but not required
Criminal Justice Personnel
Individual Category
Used
for victims, witnesses, or general individuals
Displays
the full demographic set used in STAC 2
Purpose of the Change
2) Email Tab Separation
Change Implemented
Email addresses are now stored in a separate Email tab
instead of the Directory profile screen.
Future Enhancement
Discussed a future plan to convert email fields into a
grid-based system, similar to how phone numbers and addresses work.
Possible future flags may include:
Primary
Email
CC
Email
Subpoena
Email
Alternate
Service Email
Implementing this now would disrupt:
Existing
reports
Queries
Notifications
Custom
automation
Because email fields are widely referenced across agencies,
the change is being postponed to avoid breaking existing configurations.
3) Address and Phone Management Logic
Address Rules
Only
one main address per address type
Multiple
address types allowed (home, work, etc.)
If a new “main” address is added:
Address Flags
Addresses can include flags such as:
Main
Current
Confidential
Shared
Address Status Logic
The Current flag depends on the End Date:
Icons indicate address status in the grid.
Best Practice
Instead of deleting old addresses:
· Keep them
· Add an end date
This preserves history.
4) Phone Number SMS Logic
Phone numbers can include multiple flags:
Main
phone
Accept
SMS
Current
Confidential
SMS Sending Rules
When sending text messages:
STAC
checks phones marked Accept SMS
Phone
must also be Current
Main
phone is prioritized
If no valid phone exists:
STAC will not send the SMS message.
5) Directory Quick-Update Shortcuts
A major usability improvement allows directory updates
without leaving the case workflow.
From the Relationship Tab
Users can:
Add
address
Add
phone
Update
email
From the Directory Search Screen
Users can:
Edit
profile
Edit
demographics
Update identifiers (Driver’s License,
etc.)
Add
or delete addresses
Add
phones
Purpose
Allows users to update directory information during case
work without navigating to the Directory module.
6) Restitution Email Discussion
SA05 and SA12 reports that there is a need for a
dedicated restitution email address for businesses.
Example:
A business may require restitution correspondence to go to a separate
department.
Current Limitation
Using CC emails is not ideal because:
STAC currently identifies special emails based on document
processes, such as:
However, the system does not currently have a way to
identify a “restitution email scenario.”
Outcome
agreed to explore possible future solutions.
7) Jury Instruction Process Improvements
Previous Behavior
There were two ways to add jury instructions:
Wizard
process
Manual
record entry
New Behavior
The process is now unified through a wizard.
Workflow
If a case has no jury instructions:
Opening the tab automatically launches the Jury Instruction
Wizard.
The wizard then:
Instruction Filtering
Instructions already in the case:
· Will not appear again in the wizard
This prevents duplicates.
8) Jury Instruction Variable Editing
STAC 3 introduced a side-panel variable editor.
Previously:
Users had to open separate screens to update variables.
Now:
Users can edit variables directly from the instruction
panel.
Example variables may include:
Dates
Names
Custom
case details
Faster updates during document preparation.
9) Forms Feature Overview (CIP Portal)
CIP demonstrated the Forms module, which allows agencies to
collect information through the CIP Portal.
Forms allow agencies to request information from people who
do not have STAC access.
Possible recipients include:
Victims
Witnesses
Officers
Citizens
10) Evidence Collection Through Forms
Forms can also collect files such as:
File Handling
When submitted:
· Files are automatically added to the Image Tab
· Image Type and Subtype are defined by the form
configuration
Example uses:
11) Form Sending Methods
Forms can be sent in two ways.
Method 1 — Relationship Tab
Right click relationship → CIP Portal → Send Form
Requirements:
If no email exists:
The Send Form option is disabled.
Method 2 — Forms Tab
Users can send forms directly from the case Form tab.
Limitation:
The recipient must already be a relationship on the case.
12) Form Configuration
Forms are configurable by agencies.
Configuration options include:
Multi-page
forms
Field
types:
Text
Date
Dropdown
Checkbox
File
upload
Field
validation rules
Character
limits
Required
fields
Directory Field Mapping
Certain fields can be mapped to directory records:
First
Name
Last
Name
Address
Date
of Birth
Email
When the form is returned:
Users can update the directory with one click.
13) Prefill Form Fields
Forms can prefill information from the directory.
Example:
A victim receives a form where:
are already populated.
The user can confirm or correct the information.
14) Form Cancellation Feature (New)
STAC 3 introduces the ability to cancel a form.
If a form was sent by mistake:
Users can cancel it before it is submitted. (If the recipient has opened, downloaded, or completed the form, the form cannot be cancelled)
Once cancelled:
· It is removed from the recipient’s portal view.
This was not possible in STAC 2.
Q&A
Directory Structure
Q: What determines which fields appear in a directory
record?
A: The Directory Category (Business, Employee, Criminal Justice Personnel, or
Individual) controls which fields appear.
Q: Why was the directory structure changed?
A: To reduce clutter and display only fields relevant to the type of directory
record.
Email Management
Q: Why was email moved to a separate tab?
A: To prepare for future enhancements allowing multiple email records with
different flags.
Q: Will email fields become grid-based like phones and
addresses?
A: Possibly in the future, but implementation is delayed to avoid breaking
existing reports and queries.
Address and Phone Logic
Q: Can a directory have multiple main addresses?
A: Only one main address per address type is allowed. However, users can have multiple main addresses if they are different Address Types.
Q: What determines whether an address or phone is
“current”?
A: The absence of an End Date.
Q: How does STAC choose which phone number receives SMS
messages?
The system looks for phones that are:
Marked
Accept SMS
Marked
Current
Prioritizes
the Main Phone
Directory Updates
Q: Can directory records be updated without opening the
directory screen?
A: Yes. Users can update addresses, phones, emails, and profile information
directly from the relationship tab or directory search.
Jury Instructions
Q: What happens when the Jury Instruction tab is opened
with no records present?
A: STAC automatically launches the Jury Instruction Wizard.
Q: Can the same jury instruction be added twice?
A: No. Instructions already in the case are filtered out.
Q: Can instruction variables be edited after saving?
A: Yes. STAC 3 allows editing variables from the side panel.
Forms
Q: Who can receive a form?
A: Anyone with an email address, even if they do not have STAC access.
Q: Can forms collect files?
A: Yes. Files uploaded through forms are automatically added to the Image Tab.
Q: Can form responses update directory information?
A: Yes. Certain fields can be mapped to directory records for quick updates.
Q: Can a form be cancelled after sending?
A: Yes, as long as the recipient has not completed it.
CIP Portal
Q: What does the “Check Access” feature do?
A: It verifies whether the server can reach required CIP services and confirms
credentials for integrations.