How to share files via CIP Portal?

Introduction

The CIP portal is a secure website used to transfer all the evidence. There are no limits on how many files or how large these files can be.

A recipient must have a free account at the CIP Portal. And the circuit needs to have the CIP Portal in order to Share an image via the Portal.

Once the recipient logs into the Portal, they will be able to see a list of files submitted in the last 30 days.

Once the recipient downloads a file for the first time, that information is sent back to STAC and an entry is added to the image tab indicating who downloaded the file and when the file was downloaded.

How to share files via CIP Portal?

To share an image via the portal, go to: Image Tab > select file > Right click menu > Discovery/Share Portal > Share via CIP Portal

Users can pick a relationship in the case or search for a different recipient, add a comment, and choose an email template to be sent with the image.

In case we make mistakes, there is an option to “undo” the Share via CIP Portal. If a file has already been downloaded, this undo process won’t recall or remove the file from the recipient.

STAC always requires the UCN information to share the file via CIP Portal. However, when the case does not have a Clerk No or UCN, STAC will set the UCN value as the Case No in order to share the file via CIP Portal.

The email templates that are displayed in the drop down come from the Email/message Templates code table with a category=Image

How recipients view files shared via CIP Portal?

Once a file is uploaded to the Portal, an email is automatically sent to the recipient indicating there are new file(s) waiting to be retrieved.

If the recipient follows the link in the email they received, they will be able to login or create a free account to the CIP Portal if they do not already have an account.

Once they login, they can access their files and download and view the submissions that are waiting for them. Files are only stored for 30 days, once that time expires, the file will need to be resent for the recipient to be able to access the file again.

How to know if a file that was shared via CIP Portal was downloaded?

Users will know if an image was shared via the portal and if it was downloaded by looking at the Image Log table in the Image tab.

The log will show the date the file was shared, the recipients email and name, the user that sent the file, and any comment. A new entry on the Image log will appear once the Image shared via the portal is downloaded by the recipient.

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