How to create a new Directory?
Where can I create a new Directory?
Users can create new Directories in the Directory module and also through the Directory Search screen when accessing it through the wizards or the relationship tab.
To create a new directory, go to Directories > New Directory
What information is found in the Directory?
The information stored in the Directory includes demographic information such as race, gender, date of birth, SSN, and so much more. It also includes information for the employees such as the Bar number or an officer’s badge number.
What controls the fields displayed in the Directory wizard?
In STAC the New Directory Wizard is controlled by the Directory Category. Based on the Category, the information and fields that are presented on the Wizard is specific to the Category selected. This is to improve the workflow and data entry when adding Businesses vs People.
What are the Directory Categories?
STAC has 4 directory categories available: Business, Criminal Justice Personnel (CJP), Employee, and Individual.
Directory Category | Description | Examples |
| Business | Companies, agencies, schools, departments | Police dept, fire dept, Bank, Store |
Criminal Justice Personnel | People in the criminal justice system that are not employed by the agency | Judges, Officers, Court reporters |
Employee | People employed by the agency | Staff, Secretaries, Attorneys, Investigators |
Individual | Non agency and non criminal justice personnel | Defendants, victims, witnesses |
How to create a New Directory?
To add a new directory, select the New directory button on the top of the Directory module and follow the steps in the wizard filling out the required information.
Depending on the Directory category, different fields will be available on each Directory Tab to improve workflows and data entry.
The New Directory Wizard contains 5 steps. All must be completed before saving the Directory.
- Profile
- Detail
- Email
- Address
- Phone
Step 1: Profile
Step 2: Detail
Step 3: Email
Step 4: Address
Step 5: Phone
Step 1: Profile
The Profile tab includes information such as:
- Directory Type (required)
- Directory Category (required)
- Name
- Date of Birth
- Demographics
- Directory warnings
The Directory Type will automatically populate the Directory Category based on the configurations set by the administrators.
What fields are available on the Profile screen?
| Fields | Description |
|---|---|
| Directory Category | Can not be updated once Directory is created. Can be Individual, Business, Employee, or Criminal Justice Personnel |
| Directory Type | Choose the Directory type |
| Status | Indicates the status of the employee such as active, inactive, or terminated |
| Title | Individuals title |
| First Name | First Name |
| Middle Name | Middle Name |
| Last Name | Last Name |
| Suffix | If applicable |
| Initials | Individuals initials |
| Nickname | Nickname or preferred name for individual |
| Date Of Birth | Date of Birth |
| Race | Race |
| Sex | Sex |
| Eyes | Eye color |
| Hair | Hair color |
| Height | Individual’s height |
| Weight | Individual’s weight |
| Ethnicity | Ethnicity |
| Citizenship | Citizenship |
| Native Language | Indicates the individuals native language, STAC will translate messages to the Directories Native language if the Translator box above is checked and the native language is indicated here |
| Translator | Indicates if the Individual needs a translator |
| Disability | Indicates if the individual has any known disabilities |
| Warning | Allows users to add a warning to the Directory. This warning will always appear next to this individuals name inside STAC |
| Warning 2 | Allows a user to have a second warning |
| Discovery Method | Set whether a Discovery will be sent by STAC to STAC exchange or by the CIP Portal. (This field is only shown for Employee and Criminal Justice personnel Categories) |
| Exclude From Documents | If checked, indicates that the directory record will be excluded from documents |
| Default paperless delivery | If this option is checked, it will automatically check the email box when the Directory record is added as a relationship in a case and this configuration is checked. (If a relationship is set for paperless delivery but does NOT have an email defined in the Directory then STAC will not be able to merge the document and will produce an error stating the relationship does not have an email defined) |
| Comment | Free text field |
Directory Warnings, Alias, and Offender types will always appear next to the individuals name anywhere in STAC, if they have one assigned in their Directory.
Step 2: Detail
The Detail page is responsible for miscellaneous information.
Users can hover the mouse over the icon next to the Name of the field to understand what the field stands for. For example, if the user hovers over the icon next to the DJJ#, they will see that it stands for Department of Juvenile of Justice Number.
This is also where the administrator can attach the user name to the users directory record. This is important when administrators are creating new user accounts.
The User Name field is only available for Employee and Criminal Justice Personnel Directory Categories.
Can STAC identify if there is a directory with matching information?
Yes, the Detail page will check for duplicated records when inputting the information such as SSN, Driver’s license number, Jacket #, etc.
If another directory has matching information, a pop-up will appear for the user to see which directories have the matching information. From the pop-up they can chose to continue creating a new directory or update the directory that already exists.
It is important to note, once the user selects to open the matching Directory, STAC will open the matching Directory in a new tab so the user can validate if it is a true match or not. The user can return to the open tab with the directory wizard and continue working on the new directory or cancel the Wizard if the matching directory was able to be updated instead of having to create a new Directory.
Fields available for Directory Category of Individual:
| Field | Description |
|---|---|
| Driver License State | Driver License State |
| Driver License | Driver License number |
| Driver License Class | Driver Licence Class |
| Social Security Number | Social Security Number |
| AFIS # | Automated Fingerprint Identification System number |
| Alien # | Alien number |
| CODIS # | Combined DNA Index System number |
| DEL # | Drug Establishment License Number |
| DJJ # | Department of Juvenile Justice Number |
| Family # | Family # |
| FBI # | Federal Bureau of Investigation number |
| FDLE # | Florida Department of Law Enforcement number |
| Federal Tax ID | Federal Tax ID |
| Jacket # | Clerk’s system id for the Directory |
| Mental Health # | Mental Health Number |
| OBTS # | Offender Based Tracking System Number |
| Offender Type | Indicates the type of offender, if applicable. If an offender type is assigned, it will appear next to the individual’s name everywhere inside STAC |
| Passport no | Passport number |
| Soid # | Sheriff Office ID number |
| SPN # | Clerk’s System ID |
| DOC # | Department of Corrections number |
| Release date | When the individual was released from the department of corrections |
| CCU File | Customer Configuration Updating file |
| CCU Date | CCU file date |
| Gang Name | Gang name |
| Job Description | Job Description |
| MCU File | Unknown meaning, this was created as a request for a circuit |
| Veteran Status | Indicates the veteran status of the individual |
Fields available for categories of Employee, Criminal Justice Personnel, or Business Categories:
| Field | Description |
|---|---|
| Badge # | Badge Number (Only available for Criminal Justice Personnel Category) |
| Bar # | Bar Number (Only available for Employee and Criminal Justice Personnel Category) |
| Username | This field is very important to link the Employee’s username to their Directory (Only available for Employee and Criminal Justice Personnel Category) |
| BOMS ID | BOMS ID (Only available for Employee Category) |
| Employee ID | Employee ID (Only available for Employee Category) |
| Notary Commission Number | Notary Commission number (Only available for Employee Category) |
| Notary Expiration | Indicates the expiration date for the Notary (Only available for Employee Category) |
| Squad # | Squad Number (Only available for Employee and Criminal Justice Personnel Category) |
| Judge Division | Judge Division (Only available for Criminal Justice Personnel Category) |
| Ori_no | Agency number (Only available for Business Category) |
Step 3: Email
The Email section is where users add any and all emails associated to the Directory.
Emails are not required to create a Directory, users can select the Next option and continue through the wizard. Although the emails are not required to create a directory, the Wizard requires the user to go through all 5 sections of the Wizard to be able to Save.
How are the different emails used?
| Field | Description |
|---|---|
| Individuals main email | |
| CC Email | Another email address, if applicable |
| Email Subpoena | If a Subpoena document is merged (Document must have Create Subpoena Record field checked and a Subpoena Type defined), STAC will first exclusively use the email in this field to send the message. If this field is blank, the email will be sent to the Directory’s main Email address and CC_email |
| E-service Email | If E-service method is set to Email, it will first check this field, if this is blank it will send it to the main Email |
| E-Service Method | How the information will be E-serviced such as Email, Exchange, or CIP Portal (This field is only available for Directory Category=Employee and Criminal Justice Personnel) |
Step 4: Address
The address section is where users add all addresses associated to the directory.
If the agency has the CIP Portal they are able to Validate the address.
Users must Save the Address before navigating to the next screen or section. Once the address is saved, users are able to add another address, edit, or delete the address created.
By default, if a new address is added it will be set as the main address. Stac refers to the main address as the Directories current residence.
Icons:
Users have icons in the front of the addresses to help show them information at a glance.
- The Star indicates a Main Address
- The Green Check indicates a Current address (This means there is no End date for the address)
- A Red lock indicates the Address is marked as Confidential
Step 5: Phone
The phone section is where users can add any phone associated to the directory.
If an individual opt out of receiving text messages, a user should go into the Directories Phone tab and uncheck the Accepts SMS checkbox.
Users can only identify one phone number as the Main Phone.
Users must Save the Phone before navigating to the next screen or saving the wizard. Once the Phone is saved, users are able to add another Phone, edit, or delete the phone created
STAC has the Country code on the Phone tab, this is to be able to handle and identify international phone numbers.
STAC can NOT send phone calls or text messages to international numbers. This means that if the Country code is changed to anything other than +1 for the USA, the phone will NOT be able to use STAC’s automated functions.
What fields are available when adding a phone?
| Field | Description |
|---|---|
| Phone type | The type of phone number such as work, cell, or home |
| Country | Allows users to define if a number is a local number or an international number. International numbers are not able to be called or texted with the CIP Portal messaging feature |
| Area Code | Area Code |
| Phone number | Phone Number |
| Extension | Extension |
| Main Phone | If checked, then this phone number is the individual’s phone |
| Accept Sms | If checked, indicates that this phone number accepts SMS |
| Confidential | When checked it will NOT allow the individual’s phone number to be used in a merged document or sent through the exchange at all. |
| Shared | If checked, indicates that a phone can be shared by an exchange |
| Comment | Comment |
| Dt Phone Begin | Indicates the Date this number was added to the Directory |
| Dt Phone End | Indicates the Date that a new phone number was added as the main phone |
Icons:
Users have icons in the front of the addresses to help show them information at a glance.
- The Star indicates a Main Address
- The Green Check indicates a Current phone (This means there is no End date for the phone)
- A Blue Comment Bubble indicates that phone is marked as “Accept Text messages”
- A Red lock indicates the Phone is marked as Confidential
What happens to a directory once it is saved?
Once a directory is saved it will populate on the Directory list on the left side of the screen. The information will be displayed in the separate directory tabs and can be edited/updated.
Related Articles
What is the Alias Tab?
What is the Alias tab? Users are able to create an alias directory from a current directory already in STAC to keep track of directories that may be using a different name. Why create an Alias? The ability to make an alias is beneficial so the ...How to Delete a Directory?
How to delete a Directory? The delete directory option allows users to delete a Directory. It is important to note that once a Directory is deleted, the Directory is gone. A user can always make a new Directory with the same information to replace ...What is the Directory Case Tab?
What is the Directory Case Tab? The directory case tab displays the cases that a directory is associated to. The only option in this tab is to open the Case Card and from there users can use the View case option to open the case in a new tab. The ...Frequently Asked Questions
Bookmarks What tabs are able to be bookmarked? Users are able to bookmark items from: 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 ...How to edit Directories from the Directory Search?
How to edit Directories from the Directory Search? When the Directory Search screen is opened users can select the arrow next to the names to open more information about the Directory. From there users can toggle to see the current Address, Phone ...