Bookmarks

What tabs are able to be bookmarked?

• Event Tab
  
• Image Tab
• Note Tab
• Relationship tab
• Image Review Screen
  

CIP Cloud Storage

Can users use the OCR or PDF indexing on images that are in CIP Storage?

If the image needed is in the CIP cloud storage, the user can request for it to be retrieved and brought back into STAC.

Once the user has requested that those files be deleted from STAC, they still have a 10-day grace period before being deleted from the storage, however STAC will no longer bring up those file(s) during an OCR/PDF indexing search.

What happens to files once a case is deleted?

When the case is deleted from STAC using the Delete wizard, the images are also deleted from the CIP cloud storage.

The system sends a request to have the images deleted from the storage, but there is a built-in safety net of 10 days after the request is sent to mitigate a mistake or other such scenario.

The files that are set for deletion are not easily accessible to the user. However, the circuit can contact CIP and someone from our team can go in and manually cancel the deletion process and make it available again in STAC.

Once the delete is made, as far as STAC knows the file is deleted. However, it does sit in the CIP could storage for 10 days after that deletion before the file(s) are actually deleted from storage.

When the Storage files are set to be deleted and there is the safety net period, are those files viewable?

No, once the file(s) is requested to be deleted from storage the file will no longer be available in STAC.

However, STAC does keep the file in storage for the 10-day grace period before actually performing the deletion of the file from the cloud storage.

Will the file destruction, such as the purge feature work with records in CIP Storage?

Yes, the file(s) and cases that are set for deletion will be deleted from the cloud and will not need to be brought back into STAC first to be deleted.

CIP Portal

Are there any translation capabilities when sending text messages or phone calls through the Portal?

Text messages and phone calls can easily be translated to other languages as part of the basic CIP Portal services.

The translation services are super handy especially with the large population in Florida that speaks Spanish, Portuguese, and Creole.

STAC can translate to a few languages currently, including:

1. Creole
   
2. English
   
3. French
   
4. German
   
5. Italian
   
6. Portuguese
   
7. Spanish
   

How to add a Collaborator in the Portal?

A message comes back from the CIP PORTAL and is added to the Image log when a recipient adds a new collaborator.

The comment field displays the email of the collaborator that got added.

All collaborators will have full access to ALL the user's files. The user is warned about this while they are adding a new collaborator.

How do I know the status of a phone call or text message that was sent from STAC?

When the message was sent but the response from the provider is still pending:

The status field will be -> SENT, while the Delivered field will be -> Pending.

When the message was successfully delivered:

The status field will be updated to -> DELIVERED, and the delivered field will read -> text/voice message delivered.

When the message was not successfully delivered:

Then the status field will be updated to -> UNDELIVERED, delivered field will be -> text/voice message delivered, and the error message field will show the error message from the provider’s platform.

 Why did I not receive an email with a link to the discovery?

Possible Causes:

a. The link was sent to an incorrect email address

b. The email may be in Junk or Spam folders

c. Discovery is still uploading to the Portal

Troubleshoot:

• Confirm the correct spelling of the email address

• Check Junk or Spam folders. Also, users are not required to go through the link in the email, if they have documents pending, they can still log into the CIP Portal at https://portal.cipi.net/ with the account credentials related to the address with which the discovery was shared and access all of their files.

• If files are still uploading to the portal, wait and check back later. Large files can take hours to complete the upload process to the CIP Portal. Files over 5 gigabytes (5 GB) upload overnight.
  
  

  

  It’s also possible that the office’s servers might have blocked the email due to security firewalls. In this case, users should ask their IT administrator to allow emails from portal@cipiemail.net

I received an email, but the link does not work, and I cannot validate a new account or reset my password

• The URL link may have expired. Please request a new one or
• Some antivirus and malware protection software's perform an email scanning service; in some cases this scanning service will rewrite the URL. Known malware/antivirus providers that perform this service are:
  • Microsoft Office 365 - Advanced Threat Protection
  • McAfee - ClickProtect
  • Proofpoint - URLDefense Targeted Attack Protection

Solution:

I didn’t receive a file that I was supposed to

Please log in into the CIP Portal and double check the file is there. Users may have not received an email notifying about the new file. If users see the file but didn’t receive an email, they can change their email preferences to be notified about every single one.

I’m having issues downloading files

Causes:

a. Large file downloads may be abruptly interrupted with a “Network error” message. Internet Browsers are not able to handle the download of such large files properly. Users can easily resume any interrupted download by:

b. the workstation/computer may not have enough available disk space

Troubleshoot:

A1. Manually resuming the interrupted download

• Safari (Mac):
  • Click the Downloads button in the Safari toolbar (it looks like an arrow pointing downward);
  • Locate the interrupted download, then click the orange circular arrow button;
  • The file should resume downloading.
• Chrome (Mac / Windows) or Edge (Windows):
  • Go to Options (3 dots button in the Chrome toolbar) and then ‘Downloads’;
  • Users should see everything they have ever downloaded, including files that have failed to complete;
  • Underneath the source URL of the failed download, users should see a Resume button: Click this and the download should resume where it stopped.

A2. Using a download manager

• A Download manager resumes any interrupted download automatically and also speeds up the download process considerably
• Users can use any download manager for any platform. One option is Free Download Manager
• If users use Chrome or Edge they need to install a plugin that integrates with Free Download Manager.

B. The CIP Portal displays the size of the file the user is trying to download. Check the available space on the drive location where the user will be saving the file. If the number is less than the size of the download, then the workstation/computer will not download the file.

Is there a way to see who received text messages when sending mass texts?

If a circuit is sending a mass text, there is not an easy way to see if all the messages were sent or received.

CIP recommends the user to always ask for a reply, that way it is certain that communication was made. The users in STAC can also check the CIP Portal Status Search in the Search menu to check the status of the messages.

Is it possible to copy files from a circuits evidence server to a cloud folder and share those through the CIP Portal?

Users can share any file that is added or linked to STAC. However, those must be files stored on the circuit’s servers, not on an external cloud storage.

Is it possible to create a folder, add a collaborator and have them add files to the cloud folder and for the circuit to download those files from the Portal to their computer?

Recipients can add their own collaborators to receive files on their behalf, and STAC will track who downloaded the file and will display the name of the person that downloaded the file on the Image Log.

There are FDLE requirements we must follow in order to keep everyone’s servers secure. So, external parties can send a circuit files, but the circuit will first need to send them an authorization.

Is the transcription service an additional fee to the CIP Portal?

Video transcription and other services related to videos are only available with the CIP storage services.

Is there a limit for the amount of text sent in a text message?

A single SMS message technically supports up to 160 characters. If a text has more than 160 characters, the text will be split into multiple messages (segments) to accommodate for larger messages.

However, for SMS messaging, it is recommended to send messages that are no more than 160 characters to ensure the best deliverability and user experience.

Uploaded a PDF into STAC and now the link gives an error?

In the attached document was a link that goes to a Police Departments evidence program, when the document is uploaded into STAC the link no longer works we get an error.

The error:

Wrong Link

You have clicked on an invalid link- Please make sure that you have typed the link correctly- If are copying this link from a mail reader please ensure that you have copied all the lines in the link.

Solution:

This is an issue with the recipient. They may have a system in place that modifies the link embedded in the email.

To troubleshoot and make sure it is not a problem with the link itself, the user can always share a copy of this file with themselves and try to download it.

Portal Transfer Error

Error message:

The error above indicates the token CIP uses to send data has expired. The file must have taken too long.

How to troubleshoot

There are a couple things we can try to handle the larger files before the token expires.

The first thing that can be done is increase the “Upload block size in MB” and/or the “Upload timeout (in minutes)” in the file share section in the configurations.

The CIP Portal says I am not authorized

Causes:

a. The recipient has not yet created a CIP Portal account

b. The account credentials the recipient is using does not match the email address to which they were shared

Troubleshoot:

• Create a free CIP Portal account

• Confirm the email address to which the discovery was shared is the same email address in the CIP Portal account

The CIP Portal says my link is expired

Files are shared for a maximum of thirty (30) days. After 30 days have passed, the files are deleted.

Solution:

Contact the circuit regarding the related case to reshare the files through the Portal. (Note: Discovery shared that is still within the 30-day window as described above cannot be reshared to the same recipient’s email address again in the same timeframe.)

Portal upload error: The transfer failed

The Error: The transfer failed

When uploading files to the portal there may be an error that does not let the user send a specific file. If the error message reads "The transfer failed", it is most likely due to the connection between the webserver and the storage server getting lost while the system is attempting to upload this file. STAC then has to restart the upload.

Troubleshooting:

In order to verify the problem is with the connection, copy the file to the webserver attached to the case and try to send it.

Unable to view or open files in the Portal

Causes:

a. The files are in a “zipped” format
b. The correct viewer/player is not installed on the workstation/computer

Troubleshoot:

a. Unzip/extract the files from the zip folder. Ensure the workstation is using the correct player. (Users can conduct a brief internet search on the file extension to find a player to view the file)

Which job uploads files such as media to the CIP portal?

The CIPPortalUpload job will upload the actual files such as media, that are sent through the Portal.

The CIPPortal job handles sending things like text messages, forms, and also getting back some information from the portal such as logs on items that were previously sent.

Why did STAC automatically cancel the ZIP file process?

STAC will automatically cancel the ZIP file process if:

1. The available disk space drops below 5GB
2. ZIP file reaches 500GB

Users will know that the ZIP Process was cancelled because they will receive an error message.

Common Errors

Can users resize rows or preserve increased column height for easier hyperlink clicking? 

ERROR: Unexpected error in p_exec_webservice

If an Agency sees the error below on the SQL jobs:

ERROR: Unexpected error in p_exec_webservice: EXEC sp_OAMethod 16711422, ‘send’ [SQLSTATE 42000] (Error 50000) > > > > > ERROR: Unexpected error in p_exec_webservice using @url=

Troubleshoot

One of the possible solutions is to be sure the OLE automation is enabled by running the following SQL command:

Directory

Can users opt to compress directory entries immediately instead of waiting for overnight jobs? 

Does address validation now support ZIP+4? 

Is there a system for confidential addresses?

In the Directory, users have the ability to mark an address as confidential. If the address is marked as confidential it will NOT be printed on documents or exported.

The address will be displayed in STAC, but we will prevent it from being printed on documents. Also, when an address or phone is set to confidential it’s NOT exported.

Discovery

How to setup the configuration to send Discovery as soon as it is flagged

They need to make sure that they do NOT have anything in the Event to Share Images field in the Image Options code table. If that field is left blank, then STAC will automatically send Discovery once it is flagged.

When discovery is sent after adding an image, what information is being sent when the event to send Discovery is added to a case again?

For this situation: Files can be flagged as discovery, but they are only sent after a specific Event is added to the case, then triggering all pending Discovery in the case to be sent. If new Discovery is flagged after the special Event was added, then the new discovery will not be sent until the Special Event is added to the case again.

So, when the event to send Discovery is added to a case for the second or third time, STAC is going to send the records that are flagged as Discovery but have NOT yet been sent.

Documents

Does STAC 3 auto-save documents during editing? 

How to setup an E-service Document?

The important setup that differentiates the type of document being created is on the E-File tab of the Document maintenance screen.

The admin will need to fill out the information in the E-service section.

Even E-service documents require the Administrator to add the E-file relationship because that is the relationship that will approve the document.

Where are the documents located after merging

There are multiple types of documents and users often have trouble locating their documents. 

Once a document is merged it will automatically be added to the document tab, even while it is still pending approval. If there was an image type/sub-type set in the document configuration it will only display on the image tab after the document was approved. However, e-file and e-service documents have a few more conditions that need to be met before the document is saved in the image tab.

If a document is in the pending review and it gets rejected; the document will be removed from the case.

E-file and E-service documents

All documents will be saved in the document tab. The only other place that e-file and e-service documents will be saved is in the image tab. E-file and E-service documents will only be saved in the image tab if it satisfies 3 conditions:

• The image type/sub-type is filled out on the e-file screen.
• The e-file and/or e-service document was approved.
• The document was received by the e-service recipient or FACC.

Only after all 3 of the above conditions are met, will the e-file and/or e-service document be saved in the image tab of the associated case.

E-documents

All documents will be saved in the document tab. E-documents will be saved in the document tab and in the image tab if the image type/sub-type are filled out on the information screen.

The e-document will only be added to the image tab if the image type/sub-type is filled out in the Information screen and after the document gets approved.

Queries to help with Document Maintenance

Many circuits end up accumulating a number of documents because users are always asking for a new document. As system administrators, it is difficult to keep track of all the documents. The queries below will show some document related data.

This first query shows users how many times active documents have been merged since 1/1/2025. Administrators can easily adjust the date for a longer/shorter timeframe.

--Documents merged since ---
 select d.name, count(*) 
 From cd_document d 
 join tb_event e on e.document_id=d.document_id 
 where d.inactive='N'  and d.document_id>0 
 and e.dt_created>='1/1/2025'
 group by d.name
 order by COUNT(*) desc

This second query displays all active documents that have not been merged since 1/1/2025.

These queries can be used to identify documents that could be inactivated. Keep in mind, having unused documents can not only take more of the system administrators time, but it also take time from users when they have to decide between the numerous different templates.

The query below displays duplicated document records that point to the same template. This can be very problematic because a change in one of these records can break the merge when users try to merge using one of the other records. In STAC, the same document can be displayed under multiple categories.

-- duplicated documents by template
select file_path , count(*) From cd_document where inactive='N'  and document_id>0 group by file_path  order by COUNT(*) desc

What situations cause a Document to be deleted from the Document Tab

It is important to note if any document gets merged but then it is rejected in the Document Pending Review. The document will be removed from the case completely (this includes removing the Document from the Document Tab)

All the merged documents will be saved in the Document tab. 

If the image type/sub-type is filled out for the e-document and email on the information screen, it will also appear on the image tab, but it will only appear after the Document was approved.

• Efile and Eservice Documents will NOT be deleted/removed from the Document tab, even if the associated Document Event or associated Subpoena/Deposition gets deleted from the case.

• E-documents and Email document
   can be deleted if the document is configured to add the record to the image tab. Then, the users can delete the Document Event or the Image associated to the document and this will REMOVE the e-document or email document from the Document tab. If the subpoena or depositions are deleted then the image, event, and Document gets deleted from the entire case including the Document tab.
  
  

  E-file and E-service Documents will NOT be deleted/removed from the Document tab and only E-documents and email documents that are not configured to be added to the image tab will remain on the document tab and cannot be deleted
  

E-file

There are multiple reasons why a document is not E-filed, especially when using the Test environment. When debugging these issues, verify in the E-file/Document tab if there are entries in the Log section of this screen. Users will either not see any records, which indicates an attempt to e-file or they will see an error message, usually with a message from FACC.

STAC does NOT communicate directly with the local clerk's office. The data goes from STAC to FACC. FACC then repackages the data and then forwards the data to the clerk’s office. The same process happens to bring the data back from the Clerks. The clerk communicates with FACC and then STAC gets the data from FACC.

How STAC identifies a User as an Attorney to be able to E-file

1. To determine if the user is an attorney

• This process impacts a lot of process, that includes the decision of which Pending Review screen will be open, if the Attorney dropdown will be available on the E-File image screen, etc.

• Directory ID greater than zero
• Directory Status is different than I-Inactive
• Directory Bar No is not null
• Directory Type is different than OTH
• The Directory must have the same Directory Type defined in the relationship types code table. The Relationship Type must be Active and the internal relationship is either ASA (when agency is a SA) or APD (when agency is a PD).

2. To determine attorney’s list for the E-file Image screen

Criteria:

• Directory Type is not * or OTH
• Directory Status is A-Active
• Directory Bar No is not null
• The Directory must have the same Directory Type defined in the relationship types code table. The Relationship Type must be Active and the internal relationship is either ASA (when agency is a SA) or APD (when agency is a PD).

3. To determine if the directory who prepared the document is an attorney on the E-file Approval workflow

Criteria:

• Directory Bar No is not null
• Directory must be a relationship in any case that the internal relationship on the relationship type code table is either ASA (when agency is a SA) or APD (when agency is a PD)

How to troubleshoot when e-file documents receive an FACC Status Error

When a document is e-filed in STAC, we first receive a Portal filing Id, this means that FACC has received the filing. Then, STAC will wait for a filing response from FACC.

Sometimes, after already receiving all of the information above users will get an error stating “FACC Status error: Document cannot be e-filed”

Troubleshoot:

This means that there was an issue with FACC trying to repackage this information to send it to the Clerk.

To troubleshoot this error, we recommend the circuits to contact FACC. When contacting FACC, they will inquire for the Portal Filing ID number of the case in question and they will be able to further assist the user in understanding why they could not E-file the document(s).

If the user attempts to call the Clerks office with this error, they will not be able to assist the user because they have not received the filing yet, it is still being processed by FACC at the time of the error.

Possible causes for Documents that are not being E-filed

1- There are scheduled jobs that run on the server that handle processes like email, e-file, exchanges, etc. Be sure these jobs are enabled.

2- Under Setup > Configuration > Exchanges, there are entries for the Regular E-file and E-file or Proposed Orders. Be sure both of these exchanges are active, and that there is a valid username and password.

FACC Web addresses

Test environment

Production environment

Possible causes for Documents that are E-filed but there is no Attorney Listed at the FACC portal

The main reason for this problem is because the BAR number for the attorney in STAC does not match what FACC has on its database. Unfortunately, leading zeros in the BAR number do make a difference.

When this problem happens, you will see the filing at the FACC portal using your agency’s name as the filer.

Proposed Order documents are being sent to the wrong Judges email

STAC sends the Judge’s Bar Number to FACC which sends the document to the email they have on file.

If a judge is receiving proposed orders on the wrong email, most likely they have 2 different accounts on the FACC portal with the same bar number. Please contact FACC so they can fix the Judge’s accounts.

The Clerk receives the E-file but on the Clerk’s end they receive an error stating Case Not Found

This issue is typically something that happens on the FACC side.

When trouble shooting, the XML is not necessary. The agencies can see the UCN of the E-filed document in the log of the Document Tab. Even if a case has its number changed, users can check the exact UCN that STAC used to e-file that document

Email

Email Address fields and how they are used

There are 4 email fields available when creating a Directory. They have the Email, CC_email, Email_alternative_eservice, and Email Subpoena.

The Email_alternative_eservice is ONLY used for E-service documents. If there is NOT an email defined in this field, then STAC will use the Email and CC_email field to eservice the recipient.

The Email_Subpoena is ONLY used for documents that have the Create Subpoena Record field checked in the document configurations. If there is NOT an email defined in this field, then STACweb will use the Email and CC_email field to email the Subpoena.

All of the other emails generated for the Directories will be sent to both the email and cc_email

How to troubleshoot STAC when the emails stop working

When the email stops working, finding the cause of the problem can be a complicated process.

The easiest way to test and see an error message is to use the “Test email” button from the Email Options screen. This process calls the email server immediately and returns any error message from the email server.

Since these problems can be caused from a number of places (smtp server, network, firewall, etc), we can use a VBS script to test the email outside BOMS or STAC. In fact, this script can be executed from any server and workstation, and it should help the user identify which component is causing problems.

When testing this script, first the user must be sure they are sending an email. That means running the script from the webserver or from another server or workstation.

Keep in mind there are number of settings related to the SMTP server, including user name and password, or having your webserver whitelisted, or no validation at all.

Sample Script

The script below should be saved as a vbs file. You can change the parameters to match the credentials of your server and to test alternate settings like different ports, etc.

Set emailObj      = CreateObject("CDO.Message")
emailObj.From     = "your email address"
emailObj.To       = "recipient"
emailObj.Subject  = "Test"
emailObj.TextBody = "Test 6/30/22 10:20"
Set emailConfig = emailObj.Configuration
emailConfig.Fields("http://schemas.microsoft.com/cdo/configuration/smtpserver") = "your smtp server"
emailConfig.Fields("http://schemas.microsoft.com/cdo/configuration/smtpserverport") = 25
emailConfig.Fields("http://schemas.microsoft.com/cdo/configuration/sendusing") = 2
emailConfig.Fields("http://schemas.microsoft.com/cdo/configuration/smtpauthenticate") = 1
emailConfig.Fields("http://schemas.microsoft.com/cdo/configuration/smtpusessl") = false
emailConfig.Fields("http://schemas.microsoft.com/cdo/configuration/sendusername") = "your email address"
emailConfig.Fields("http://schemas.microsoft.com/cdo/configuration/sendpassword") = "Password1"
emailConfig.Fields.Update
emailObj.Send
If err.number = 0 then Msgbox "Done"

How to setup an Event in STAC, that when entered will automatically email a specific relationship in the case?

The Event type will need the Message type to be set to Email and select an email template that should be sent to a relationship in the case when the event is added. After that Event type is saved, select the Event type that is going to send the emails > Options > Event type email relationships. That is where the administrators can select the relationship that will receive the email when the event is added.

What to do when users add events in STAC that should have triggered an automatic email but they were not sent

To troubleshoot this problem the user can use the Outbox Search option under Searches to see if the emails were generated and not sent or if they are not there at all. Additionally, the administrator can check if the jobs in the SQL server are enabled and running.

How to troubleshoot when the user receives an error sending message when configuring the email to use Gmail using Googles API

When configuring the emails to use Gmail using Googles API, and the following error appears: “Error sending message; The system cannot find the files specified.”

Solution:

1. Go to IIS > The application pool that is serving the application > Advanced Properties > Load User Profile. Please make sure it’s set to true. (this will reset the application and disconnect all users)

2. If Load User Profile is already set to true, change the user associated with the STAC/BOMS App pool to an admin account.

How to troubleshoot when users receive a SendAsDenied error when sending emails

Administrators are able to configure emails and email templates to be sent from the Agency email or the user created email. When the configurations in Email Options or Email/message Template is configured to send from or send as the User created. The administrator must make sure that the users account is authenticated to allow them to send the email.

Error:

Error sending message; Error sending email via smtp. Transaction failed. The server response was: 5.2.252 SendAsDenied; [AgencyEmail@net.com] not allowed to send as [UsersEmail@net.com]

Solution:

The administrator must give the user Delegate access in order for STAC to send these emails using the User created email

E-service

How are pros se defendants e-serviced when a document is configured to eservice the most current DAT?

Since defendants representing themselves is an exception, a lot of agencies don’t have them automated, and they just send them copies of documents using the email function on the Image tab.

One solution would be to create a relationship for PROSE and add the defendant to that role in addition to the DEF record. This allows using the mechanisms in place to automatically e-service these relationships.

Event

Will the comment be overwritten when editing in the Event Search screen?

If one record is selected, then the comment will appear in the comment field and the user will be able to edit or add any new information to the comment.

However, if the multi-select is enabled and there are multiple records selected. Then, STAC will populate a blank comment field and the new comment will Overwrite any previous comment.

Why can’t users right-click to copy text from the Event Tab comments in STAC 3? 

FDLE Data Transparency

Please make sure that your Circuit is running the FDLE tests using the Test Environment.

To contact FDLE for any questions, please call FDLE anytime from 8am-5pm eastern standard time (850)410-7140

 The FCIC number is the information that is sent to FDLE. If there is no FCIC number, then STAC will send the statute number.

FDLE has a FCIC number for ordinances. Municipal:7500, County:8500

As a prosecuting agency, we occasionally receive cases from non-arresting agencies. Since this case was not initiated with an arrest, is an Arresting Agency required?

As a prosecuting agency, we occasionally receive cases from non-arresting agencies such as the Department of Children & Families or Department of Financial Services. If our agency decides this is a prosecutable case, we Direct File an Information and the Clerk issues a Capias for the Defendant. Since this case was not initiated with an arrest, is an Arresting Agency required? If so, would the State Attorney’s Office be that agency, via the Information, so that we would use our ORI or would the agency that served the Capias be the correct agency to use?

Solution:

In this situation it is advised to use your agency as the arresting agency ORI

How to troubleshoot when users are trying to Submit cases to FDLE but none of the cases are being submitted

This error is most likely caused by 3 reasons:

• The user should check the Exchange code table and confirm the Exchange is Active and has a username and Password
• The user should check the Exchange code table and confirm the username and password are correct and check the connection to FDLE
• The user should confirm the SQL jobs are running
  
  
  
  

  Agencies will need to contact FDLE to get their agency’s username/password - Before attempting to submit data from STAC, users should go to https://cjisportal.fdle.state.fl.us/welcome and attempt to log in using their credentials

How to troubleshoot a Not Found Token error when a user is trying to submit their FDLE report

[FDLE data transparency annual report submission Token Error: Not Found]

To fix the error:

• The user should confirm the web address matches the one on the CIP website. https://cjisportaltest.fdle.state.fl.us
  
  
  

  FDLE has been instructing circuits to change their web address in the configurations. Do not change the web address! For the exchange to work, the web address needs to match what we have on the knowledge base.

How to troubleshoot an Unauthorized Token error when user is trying to submit their FDLE report

[FDLE data transparency annual report submission Token Error: Unauthorized]

This error message is most likely caused by 2 problems:

• The user should first check the configurations to make sure the ORI number is correct. Learn how to configure the ORI number.
• The second issue is that the agency account is locked, and the administrator will need to contact FDLE. The account may be locked due to multiple failed login attempts or multiple incorrect submissions.

How to correct the data when users submit data to FDLE and receive an error message indicating a case report submission error

The Error:

“Case report submission Error: [ERR_FLPRT_00402-At least one name for an arrestee or case subject must be provided with the Name Category of “provided” to indicate the name used at the time of arrest or case initiation.]"

Troubleshoot:

• The first thing that should be checked is if the case has a valid Defendant in the case.
• The next thing to check is to confirm the Defendant Directory Category is set to Individual in the defendants Directory record.
  
  

  Users will receive the error above if the Defendant in the case is assigned a Directory Category of Business, instead of a Directory Category of Individual.

How to correct the data when users submit data to FDLE and receive an error message indicating there is no FDLE Charge Level Code

[No FDLE charge level code specified for statute 782.04(1)(a)1. It is required when sending statute Chapter/Section]

To fix the data and resubmit the FDLE report:

• The user should check the level of the charges on those cases and be sure the level specified for these charges are mapped to a FDLE code in the Charge Level code table.
• The user should also verify the Charge level in the charges listed in the first sequence (ORIGINAL) and the most recent sequence with a charge Type = Filed/Amended.
• 

  STAC sends both the first sequence of charges (Sequence_id=0) and the latest sequence where the charge type is FILED/AMENDED.
• If all the Code tables have the FDLE code mapped correctly, and the user is still receiving the error. Then, the user should check the charges in the case. If they see a * in one of these fields, the user will need to edit the charge and add the appropriate FDLE Level to the actual charge in the case.
  

If one of the charges have a FDLE level = *, The user should edit the charge and add the appropriate charge level to fix the error message.

How to correct the data when users submit data to FDLE and receive an error message indicating the Disposition Action has no FDLE code

[Dispo action WD has no fdle code.]

To fix the data and resubmit the FDLE report:

• The user should check the Disposition Action and confirm that it is mapped to the correct FDLE code.
• If all the Code tables have the FDLE code mapped correctly, and the user is still receiving the error. Then, the user should check the charges in the case. If they see a * in the Dispo Action fields, the user will need to edit the charge and add the appropriate Disposition Action to the actual charge in the case.

How to correct the data when users submit data to FDLE and receive an error message indicating there is No FDLE Charge Code specified for the statute

[No FDLE Charge Degree code specified for Statute (Statute No).] -

To fix the data and resubmit the FDLE report:

• The user should check the Degree of the charges on those cases and be sure the Degree specified for these charges are mapped to a FDLE code in the Charge Degree code table.
• The user should also verify the Charge Degree in the charges listed in the first sequence (ORIGINAL) and the most recent sequence with a charge Type = Filed.
• If all the Code tables have the FDLE code mapped correctly, and the user is still receiving the error. Then, the user should check the charges in the case. If they see a * in one of these fields, the user will need to edit the charge and add the appropriate FDLE Degree to the actual charge in the case.

If one of the charges have a FDLE Degree of *, The user should edit that charge in the Charge Maintenance and add the appropriate charge degree to fix the error message.

How to correct the data when users submit data to FDLE and receive an error message indicating there is No FDLE Number nor Chapter

[No FDLE Number nor Chapter defined for Statute (Statute No).]

To fix the data and resubmit the FDLE report:

• The user should check the Statute number in the error message and be sure the FCIC number and the Chapter are both filled out with the appropriate FDLE information.

How to correct the data when users submit data to FDLE and receive an error message indicating there is No Section defined for the statute

[No section defined for statute {charge.StatuteNumber}. It is required when sending statute Chapter/Section.]

To fix the data and resubmit the FDLE report:

• The user should check the Statute code table and be sure the Section and Subsection are filled out with the appropriate FDLE information.

How to correct the data when users submit data to FDLE and receive an error message indicating the Ethnicity FDLE code is not provided

[Ethnicity FDLE code not provided for HISPANIC]

To fix the data and resubmit the FDLE report:

• The user should check the Ethnicity code table and confirm their codes are mapped appropriately.

If users are still receiving the FDLE Ethnicity error but the Ethnicities are matched to their appropriate FDLE codes. Then, the Administrator will need to add the Unknown FDLE code to the Not Defined Ethnicity as we see in the screenshot below.

How to correct the data when users submit data to FDLE and receive an error message indicating there is no FDLE code for the Drug name?

[Drug name Heroin has no fdle code.]

To fix the data and resubmit the FDLE report:

• The user should check the Drug Name and confirm that it is mapped to the correct FDLE code in the Drug Type code table.
• The user should then confirm that the Drug Name code table is mapped to the correct Drug Type.
• If all the Code tables have the FDLE code mapped correctly, and the user is still receiving the error. Then, the user should check the charges in the case. If they see a * in the Drug Name fields, the user will need to edit the charge and add the appropriate Drug name to the actual charge in the case.

What are the FDLE Data Transparency Requirements for testing and how to achieve it through STAC?

The CJDT FDLE IEPD Certification Requirements:

• The agency must provide test files.
• 500+ successful submission for each report type applicable to the agency including various scenarios or a “typical months workload.”
• 20+ successful submissions of each action type. (Insert, delete, replace)
• The agency must be able to report all required and optional CJDT data elements for all criminal justice phases (arrest, booking, prosecution, court). This information can be found in the FDLE Data dictionary.
• The agency must have at least one successful submission with every element usually provided in a months workload.
• FDLE must verify each element has successfully populated in the database for 2 of the agencies submissions.
• Verify transactions are not being dropped.
• What elements are missing from submissions

CJDT Testing Guidelines Summary for the CJJIS Council presentation:

Prerequisite: The agency must be able to generate XML files per the specifications and successfully establish the connection with CJIS Portal.

• Volume - an average monthly workload is recommended for person-based reports (Arrest, Case, Incarceration). Fewer are expected for CJAdmin reports.
• Include elements and element combinations that the agency anticipates submitting.
• Test Insert, Replace (if applicable), and Delete action types.

FDLE will verify that elements successfully populate the CJDT database and that transactions aren’t being dropped before opening access to Production.

During testing and approval processes, it’s important to follow guidelines from Jackson Henderson at FDLE. Typically, STAC users can’t use the REPLACE action code. Instead, test updates with a follow-up Insert for review. Per Jackson Henderson at FDLE (Criminal Justice Data Transparency CJDT@fdle.state.fl.us) - “If you’re using STAC you likely aren’t able to send a submission with the REPLACE action code, so in lieu of those we simply ask that STAC users test updating at least 20 submissions with a follow-up Insert. So long as you can verify that you’ve tested this we can check it off and our DB analysts will review those as REPLACE transactions.”

• Insert: Creating a new data row for a Case submission. If a matching row is found (determined by reporting agency and UCN), the portal treats it as a ‘Replace’ action, overwriting the previous data.
• Delete: Removing a data row from a previous Case submission. If no matching row is found, the transaction will result in an error without any changes.
• Replace: Updating a data row for a previous Case submission. If a matching row is found, the portal treats it as an ‘Insert,’ creating a new data row.
• Submitting a Case Report: When an event triggers the FDLE Data Transparency Exchange in a case, the case is scheduled for submission during the next run of the Frequently SQL job. If a submission error occurs (like an Invalid Charge number), the Administrator receives a notification from STACWeb.
• Updating/replace a Case Report: Users can modify a case and resend it by adding an event that triggers the FDLE Data Transparency Exchange again. STACWeb replaces the old report with the updated one.
• Viewing / Deleting Submissions: Users can check the status of each case report by navigating to Special Activities > Exchange > FDLE Case/Annual Data Transparency Report. This screen serves both Annual and Case reports, with certain functions limited by report type.

What does it mean when users have successfully submitted cases to FDLE in the same day but notice cases on the list with no error message and no Submission Status

• STAC does NOT submit cases that do NOT have an arrest date. (As long as there is an arrest date then the case can be submitted to FDLE.)
• STAC does NOT submit cases that were not filed.
  

CIP is aware that the FDLE Data Transparency screen might be showing cases that are not sent to FDLE and are not supposed to be sent to FDLE. These cases will not have an error message or a Submission Status on the FDLE screen. There is no action needed for those cases.

What to do when users submit data to FDLE and then correct the code mapping but are still receiving the error

To fix the data and resubmit the FDLE report:

• The user should confirm the mapping to the data is correct
• Then, delete the old submissions and resubmit the data

When we delete a case from STAC that data that was previously submitted to FDLE for CJDT, does that data get removed from FDLE or do we need to remove the submission before we delete the case?

The data sent to FDLE does not get removed or recalled once a case is deleted in STAC.

In this situation, the user should delete the submission first, and then delete the case from STAC

Image

Can users view the pending image records for other users in the Image Review? 

Can STAC 3 preview XML files? 

Can users redact and merge PDFs without Adobe? 

Can we only add images to a group from the image tab after an image has been added?

The field is called “Group Name for imported image records”, and it is a free text field for the use to add the Name of the group for these images. When this configuration is set, the system will add imported images from the exchange to a group. The system will append the date the images are imported to the group name. The image types that will be added to a group must also be configured in the Event Type code table

Users also have the ability to group documents after they are merged, to be saved in one group in the Image tab. This configuration is set in the Document Maintenance under the Information tab; there is a field called “Image Group Name” which is where the user can add the name of the group.

Can we use the program (7ZIP) to zip files we store into STAC

• Zipping files manually with 7zip and then uploading into STAC works just fine and from a technical standpoint there’s no issue.
  
• However, circuits should be aware the effects it might have in other areas of STAC. Zipping the files will make it so that there is NO preview of the zipped document and users would need to download the whole file and then open it to see its content.
• Also, if a circuit uses the image review it would also become useless for the zipped files, because they will not be able to be previewed.
• So, the conclusion is that it will be fine to use the 7Zip to zip files that are stored in STAC, as long as the circuit is aware the zipped files will NOT be visible in the preview and the document will need to be downloaded every time someone wishes to view the content.
  

How to find documents when user saved a document, but it is not appearing in the image tab

• All merged documents go to the document tab.

Users need to configure the document to get saved in the image tab.

This is done by: Setup > Document Maintenance (Fill in the Image Type fields on the bottom of the screen)

Is there a feature that deletes old files?

STAC has a feature called the image purge, it can be configured to the circuit's needs in the image Options code table. The purge will validate the last deposition date and age of the image to be deleted.

STAC will delete the old files first and then work its way to the more recent files that have reached the image purge date and validations.

Why don’t embedded hyperlinks work in email messages when viewed in the image tab? 

The email messages are converted to PDFs, which disables interactive hyperlink functionality. To access the original clickable content, right-click the image record from the grid view and choose Download. This preserves the original format and allows hyperlink access. The preview pane does not support this behavior.

Installation

Cannot write to folder error

If an administrator received the error below while upgrading STAC on a new IIS server.

How to Troubleshoot:

The administrator trying to upgrade will need to grant rights to the user they are logged in as.

For example, if it is an administrator or a personal account, the account must have full rights to the IIS folder, in order to run an upgrade.

Link Parser

Cannot render page for URL when using link parser?

1. The URL is incorrect
2. The URL is no longer valid
3. The URL requires a login/password

How long does conversion of CMS and Link Parser take to return to STAC?

1. If file is already on the CIP Portal Storage or not. If it is not, then it will require to be uploaded first.
   
2. File size, bigger files might take longer than smaller ones.
3. Conversion queue. Depends on how many files are pending to be converted, this can add some extra time to the conversion process.
4. Jobs cycle. The job that sends the request to Portal runs every 2 minutes. So the timing can depend on when the request was sent and when the job runs again.

Miscellaneous questions

Are there tools available to identify relationships pointing to incorrect directory types? 

Can users manually add Open, Reopen, or Dispo events? 

Can we display more than 200 items per page?

Is there a walkthrough for using the Charge tab?

1. Assignment Search
   
2. Case Name Search
   
3. Cases Viewed by User
   
4. CIP Portal Status Search
   
5. Document Search
   
6. Event Search
   
7. Form Search
   
8. Image Search
   
9. Outbox Search
   
10. Request Search
    
11. Statute Search

Notification

Can a Notification that was marked as reviewed be recovered?

Purge

Relationship

Is there a way to transfer a witness or relationship from one case to another?

Users are able to copy a single or multiple relationships to another case by drag and drop. This does not remove any relationships or information from the current case.

Simply select the relationships in the Relationship tab, then select the icon  to drag and drop the relationships to the other case.

Make sure to have the case that is going to receive the relationships on the Case list!

Request

How to find a deleted request?

All records deleted are saved in the log tables.

For the requests it is the lb_requests table where the administrator should look for z_action_type= ‘D’

Report

Are STAC 3 reports rendered in HTML or PDF? 

How to troubleshoot when users can not open Crystal reports

If it still didn’t work using Chrome or Edge browsers:

Then, we suggest the Administrator to go to IIS server C:\windows\temp and delete any file that has the extension .tmp This might be because the circuit is running out of space, and those are temporary files that were created when a user opens a crystal report.

If it still didn’t work

We also suggest:

• Update the browser
• Disable any plugins

Is there a way to recover the original SQL statement of a report?

If someone is editing a SQL statement from a report directly inside STAC and they mess it up or alter the SQL syntax, the STAC Administrator can recover the original SQL Syntax from SQL.

The administrator can recover a reports original SQL Syntax by checking the ld_report table in SQL.

Known causes of errors in Crystal reports

• Crystal report runtime should be installed on the IIS Server. The installation can be downloaded from CIP’s website. Most servers run the 64bit version. Crystal Reports runtime and Crystal Reports designer are two distinct applications. The runtime runs on the server executing reports published in STAC, and the Designer is the tool installed on the workstation of the person writing reports.
• An administrator account should be associated with the Application Pool. This account should be the same account used for the application. This can be configured under the Advanced Settings > Identity. This account should be a domain account if there is a domain available.
• This administrator account should be added to the administrator group on the server running IIS
• This administrator account should have full rights under c:\windows\temp
• Be sure the support for the 32bit application is turned off in the Application pool. This is configured in the application pool under Advanced Settings > Enable 32-bit applications
• Crytal creates temporary files under c:\windows\temp. It is a group practice to have a job deleting these files on a set schedule, for these files are not automatically deleted by Crystal and eventually, they will cause errors when crystal attempts to create a new file if another one exists with the same name

Reports suddenly stopped working

If reports were working at one point during the day and they suddenly stop working or are appearing blank, the STAC Administrator will be receiving a lot of emails from their users.

How to Troubleshoot:

The Administrator will need to clean up the c:\windows\temp folder.

The reason this folder needs a clean up is because Crystal creates temp files whenever users run the reports like tmpXXXX.tmp and most likely it ran out of names. Once it runs out of options to name the file, it will no longer allow users to open/run reports until this folder is cleaned up.

If the administrator doesn’t want to remove everything from the temp folder, then they can just remove the tmpXXXX.tmp files.

Tips to debug issues

• Running a report inside the Crystal Reports designer will help users test the syntax and layout of the report. However, it does not test the connection when a report is published in STAC.
• If users are experiencing issues with Crystal, users should be able to change the settings above using the TEST Environment. Updating the Application and Application Pool settings causes it to restart the application. Users can change these settings on the Test without impacting the production. If users need to update the account or other setting on the server, they should wait until after business hours to avoid kicking the other users out of the application.

SQL Backups

Multiple backups running simultaneously

This is a huge issue because it invalidates all backups scheduled by CIP. Since CIP’s backups are created with the premise that we have the FULL backup created around 1am, and all of the transaction log is appended to the same backup. When an external backup is performed, CIP’s transaction logs become worthless because the full backup is outdated.

Running a 3rd party backup will most likely result in only recovering data from the last full backup instead of recovering data from the last transaction log.

Additionally, many of these 3rd party backup tools, will run multiple full backups if they perceive other backups were executed. This will cause the server to work in overload with multiple full backups being executed throughout the day and cause slowness.

Backup failed because the backup device is being used by another process

This happens when the backup software is copying the backup file created using SQL and SQL attempts to append another transaction log to that file. Since the step that appends the transaction log to the backup file is recurrent, this error is usually not serious. This is because the whole transaction log will be stored the next time the job runs, and the file is accessible.

This is only a problem when the process of backing up the backup files takes several minutes or even a few hours.

Can we delete backups created by the upgrade

A common problem is not deleting the backups created by the upgrade process.

The upgrade application creates a full backup of the database before any update is applied. CIP purposely does NOT delete the backup file at the end of the upgrade, to guarantee there is a copy available regardless of any problems. These backups created by the upgrade application are stored in the same folder the regular backups are created, but they are named using the name of the database and the date and time the upgrade was executed.

Once the upgrade is finished, these files can be deleted, but it is good practice to at least keep the most recent file.

We recommend deleting all older files before upgrading. Keeping these files will fill the disk and make the regular backups take longer for more files have to be copied.

How do the job intervals work in SQL?

Each job is set to run on a specified schedule, but sometimes the job doesn’t actually run in the interval that is set in SQL.

As far as the interval, the jobs start at the designated time as long as they are not already running.

For example, if a job that is schedule to run every 2 minutes runs for 3 minutes, the next run won’t start until the previous run is completed. Which will mean that the job is not running every 2 minutes, but it is running every 2 minutes from when the last job has been completed.

Jobs may fail from time to time, but if every run fails, please contact CIP.

Why do hyperlinks in STAC 3 reports open in the same tab and cause the user to lose their place? 

Setup Guides

Please note: These are general tutorial and setup guides to help offices automate certain process in STAC. There may be specific processes or business rules unique to each office that could require updates or adjustments to this configuration.

Automating Requests and Image Reviews

This guide will help an agency setup Request forms through the CIP Portal and trigger image review notifications when documents are submitted.

1. Create CIP Portal Form for Requests

• Go to: Configuration > CIP Portal Form > Add
• Enter the fields the office needs for the form.
  

For file uploads, map the field to “Add File Upload Images to STAC” and assign an Image Type to support image review triggers.

2. Create Relationship Type (if needed)

• Go to: Configuration > Relationship > Add
  
• Create a relationship type (e.g., “Records” or “Evidence”) if the form recipient isn’t already a configured relationship. 

3. Create Directory for Recipient

• Go to: Directory > Add New Wizard
• Set up a directory entry for the recipient (e.g., agency records or evidence department). Learn how to create a new Directory
  

Use a shared/general email that multiple staff at the agency can access.

4. Create Image Type (Optional but Recommended)

• Go to: Configuration > Image Type > Add
• Add a specific image type (e.g., “LEO Docs” or “Portal Uploads”) to help with organization and automation. 

5. Create Trigger to Add Form Recipient Relationship

• Go to: Configuration > Relationship Trigger > Add Learn how to create a relationship trigger

• Input Parameters: Select a relationship type (e.g., “Agency”) that will trigger the addition of another relationship.

• Output Parameters: Define the relationship that will receive the form (e.g., “Records”).

6. Create Trigger to Automatically Send the CIP Portal Form

• Go to: Configuration > Relationship Trigger > Add

• Input Parameters: Relationship type, location, or case type filters as needed.

• Output Parameters: Select the Request form created in Step 1.

7. Create Image Review Trigger

• Go to: Configuration > Image Trigger > Add Learn how to create an Image trigger

• Input Parameters: Image type, case filters, and action (Image Added).

• Output Parameters:

• Category: Image Review

• Action to Trigger: Image Review

• Relationship Type to Notify: Select who should review uploaded images