What are Merge Document Variables?

Merge Documents Variables

Merging documents is one of the most important functions in STAC, and the variables are the engine that powers the merge.

There are hundreds of variables available in STAC that list virtually any field stored in the database. There are variable that prints events, relationships, charges, sentences, etc, and the variables are organized by the Variable Type which closely correlates with the different areas in STAC.

Since each agency can create it’s codes to track events, relationships, images, etc, it can also create variables to print the data stored in these areas. For example, if a user creates a new Relationship code to track a new party related to a case, they can also create variables to output data about this relationship.

As we mentioned before, except for some motions and a few other documents that require attorneys to type specific facts about a case, every document should be 100% ready. After the merge the users should not have to make a single correction. Any document that requires updating after every merge is a strong indication of bad data quality or the use of an incorrect variable.

There is one type of variable that displays a field where the user merging the document can type a text that will be merged into the document. This variable should be rarely used! There are situations where data is needed in a document that may not be stored in the database, and that is the reason this variable was created. However, this variable should not be used in place of collecting the data in the case and merging it.

The first five fields in the Variable Add/Edit screen are the most important. The variable should clearly reflect the output of the variable. Once a variable is created it should never be renamed after it’s added to a document template because renaming a variable will break any document that uses that variable. Users can change the properties of a variable without breaking the document, but renaming a variable will result in documents not merging properly. The Variable Type and Variable Column fields are where users can define what the variable does. The fourth and fifth fields are where users define the codes that this variable will be looking for. For example, to print the date of the next hearing, users would choose Next Event for the type, Date for the column, and Hearing for the code.

This module will discuss the different types of variables that can be used with merged documents.

Incident Variable:

Variable Type	Description
INCIDENT	Fields related to a case. In addition to the case number, county, and other fields, this category includes fields that list the SA or PD name, clerk name, etc.

Incident variables return fields from the incident table, like Case number, Clerk number, County, Case Type, and Trial Location, etc. Additionally, this variable returns values associated with the fields associated with the case, like the address for each location, name of the Elected Official, and others

Variable Column	value or where it can be set
ADDRESS	Office address set in the location code table
CASE_NUMERIC_PORTION	Numeric portion of a case without leading zeros
CASE_SUB_TYPE
CASE_TYPE
CASE_YEAR
CIRCUIT OR COUNTY	Circuit or County based on the court type code table
CITY	Office city set in the location code table
CLERK
CLERK_NUMERIC_PORTION	Numeric portion of Clerk# without leading zeros
CLERK_TYPE
CLERK_YEAR
COMMENT
COUNTY
COUNTY CHIEF ASSISTANT	This value is set in the county code table
COUNTY CIRCUIT NAME	This value is set in the county code table
COUNTY CIRCUIT NUMBER	This value is set in the county code table
COUNTY CLERK	This value is set in the county code table
COUNTY NAME 1	This value is set in the county code table
COUNTY NAME 2	This value is set in the county code table
COUNTY PUBLIC DEFENDER	This value is set in the county code table
COUNTY SHERIFF	This value is set in the county code table
COUNTY STATE ATTORNEY	This value is set in the county code table
COUNTY STATE ATTORNEY BADGE	This value is set in the county code table
COURT_TYPE
CRIME_LAB
CRIMINAL, TRAFFIC, JUVENILE
DEFENDANT_LETTER
DEPARTMENT
DEPARTMENT_PHONE	This value is set in the department code table
DIVISION PARALEGAL	This value is set in the department division detail table
DIVISION PHONE	This value is set in the department division detail table
DIVISION SECRETARY	This value is set in the department division detail table
DIVISION SUPERVISOR	This value is set in the department division detail table
EFILE_UCN
FILING_NO
GUIDELINE_DEPARTURE
INCIDENT_ID
INCIDENT_NO
INCIDENT_NO_PRINTABLE	Case# formatted with dashes if used in the mask
INCIDENT_TYPE
LOCATION
MAIL_ADDRESS	Office mailing address set in the location code table
MAIL_CITY	Office mailing city set in the location code table
MAIL_STATE	Office mailing state set in the location code table
MAIL_ZIP	Office mailing zip set in the location code table
MED_EXAMINER
NEW CLERK NUMBER
PHONE_1	This value is set in the county location table
PHONE_2	This value is set in the county location table
PHONE_3	This value is set in the county location table
PHONE_4	This value is set in the county location table
PHONE_COMMENT_1	This value is set in the county location table
PHONE_COMMENT_2	This value is set in the county location table
PHONE_COMMENT_3	This value is set in the county location table
PHONE_COMMENT_4	This value is set in the county location table
SENTENCE_GUIDELINE
SENTENCE_GUIDELINE_RANGE
SENTENCE_POINTS
SPECIAL_CODE_1
SPECIAL_CODE_2
SPECIAL_CODE_3
STANDARD CLERK
STATE	Office State set in the location code table
TRIAL LOCATION
VIOLENT_CRIME
ZIP	Office ZIP code set in the location code table

Relationship Variables:

Relationship variables return multiple datasets for the relationships listed in the case. There are multiple types of relationship variables, and the most important types are Relationship, Relationship list or selected, and relationship document. The additional types are also described in this section.

Relationship

Relationship variables are to be used with relationships that are unique in a case, like the judge, the prosecutor, the defense attorney, the defendant, etc. It will return only a single record regardless of how many relationships of that type there are in a single case. One of the most common mistakes is to use this type of variable to print victims. Since many cases have no victim or one victim, the variable works most of the time, but in cases with multiple victims, this variable will only print the first victim, and the document will be incorrect because of the missing victims. This variable type returns individual fields from the directory, address, and relationship tables, in addition to special fields where data is preformatted, like the name or address of a person

Relationship List and Relationship Selected

These two types are to be used with relationships that can be multiple in a case, like officers, victims, and witnesses. They return different lists with names, addresses, phone numbers, badge numbers, etc. These lists can be concatenated using different concatenation to render lists or paragraphs. The basic difference between Relationship List and Relationship Selected is that the list will merge all records matching the specified criteria to the document, while the relationship selected displays a list on the screen during the merge process to allow the operator to select or deselect names that will be merged into the document

Relationship Document

Relationship Document variables work exclusively with Relationship Documents. These variables do not require any additional settings because the document tells the variable which relationship should be printed. An easy way to understand this variable is to think of subpoenas. Subpoenas are generated for multiple relationships in a case and the selection of the person or entity being subpoenaed is made by the document. Relationships Document variables return the data about the individual or entity the document is processing.

Type	Description
RELATIONSHIP	Relationship in a case. This variable should be used exclusively for relationships that are unique to a case like a defendant, judge, or current attorney.
RELATIONSHIP DOCUMENT	This variable only works on Relationship Documents and list fields for the relationships selected during the merge process. For example, when merging subpoenas for multiple witnesses, this category of variables prints the data related to each selected relationship
RELATIONSHIP DOCUMENT EVENT	Lists of events data related to the directory selected on a Relationship type document. Allows printing events related to a selected relationship
RELATIONSHIP DOCUMENT EVENT LIST	Lists of events data related to the directory selected on a Relationship type document. Allows printing events related to a selected relationship. Prints list of events
RELATIONSHIP LIST	List of relationships on case
RELATIONSHIP SELECTED	List of relationships on case
CASE RELATIONSHIP LIST	Lists relationships in consolidated cases.
CASE RELATIONSHIP SELECTED	Lists relationships in consolidated cases.

Event Variables:

There are two basic types of event variables: Variables that print a single event and variables that print a list of events.

All Events can be FIRST, LAST, NEXT, AND PREVIOUS types print a single event. They return records based on the event date.

EVENT LIST and EVENT SELECT returns a list of events. The LIST automatically merges all matching records and the SELECTED displays a selection list on the screen

These variables can be defined using a combination of event type and/or event subtypes. The list and selected variables allow multiple events to be defined for the same list. The other variables allow one single event type and/or event subtype

Type	Description
EVENT LIST	List of events on a case
EVENT LIST FUTURE	List of events on a case with a future date
EVENT LIST PAST	List of events on a case with a date in the past
EVENT SELECT	List of events on a case. The application displays a screen to allow users selecting the events that will be merged
EVENT SELECT FUTURE	List of future events on a case. The application displays a screen to allow users selecting the events that will be merged
EVENT SELECT PAST	List of past events on a case. The application displays a screen to allow users selecting the events that will be merged
FIRST EVENT	First chronological event of a case regardless if the date is in the past or future
LAST EVENT	Last chronological event of a case regardless if the date is in the past or future
NEXT EVENT	Next chronological event of a case based on the date and time a document is merged
PREVIOUS EVENT	Last chronological event of a case based on the date and time a document is merged

Charge Variables:

There are multiple types of variables for charges that return different lists of charges. Each list has multiple combinations of count number, statute number, charge description, level, and degree.

For State Attorneys, there is a very special type called Charge Merge. Charge Merge type has variables that merge the charging document. They performed a double merge by first merging the document for each statute and then merging all these documents into the Information. Another important difference with this group is that all variables in this group list all charges on multi-defendant cases when the cases are consolidated in STAC.

Type	Description
CHARGE DISPOSED	List of the most recent disposed charges. They can the current set of charges if the case is closed or the charges disposed of in the previous sequence of charges if the case is still open
CHARGE FILED	List of the most recent filed charges
CHARGE FIRST COUNT	First count of the most recent sequence of charges. This returns only the first count
CHARGE LIST	List of the most recent sequence of charges. This is the most commonly used type
CHARGE MERGE	Variable used to create the Information. Merges the text associated with each statute used on a case. The configurations associated to this process can be located in the Document Options code table
CHARGE NOT FILED	List charges in the previous sequence that are not listed in the current sequence
CHARGE ORIGINAL	List of the first sequence of charges
CHARGE SENTENCE	Charges that are related to a sentence
PRIMARY CHARGE LIST	First sequence of charges on a case

Sentence Variables:

The sentence variable lists the records listed in the sentence tab. There are many variables in the type to allow listing sentences either as a list or a paragraph. In addition to using the List Concatenator when defining the variable, there are additional settings in the Amount Type code table to allow print time, currency, and other amounts properly.

Type	Description
SENTENCE	Lists sentence record on a case

Email Variables:

Email variables were created to be used exclusively with the functions that can generate an email. All common variables are available to be used in emails, but when generating an email from the Image tab, for example, there are specific variables that are related to the image being email like the image type, subtype, date, etc. That is why these variables are broken into different types, and they are available on the Email Template screen based on the Email Category

Type	Description
EMAIL	Basic fields for an email. I.E. recipient, office name, Email comment
EMAIL ASSIGNMENT	Email field related to an assignment. Used during the approval process
EMAIL DOCUMENT	Email field related to a Document. Used when emailing documents during the merge process
EMAIL EVENT	Email fields used on emails created upon adding an email
EMAIL IMAGE	Email fields for email created from the Image tab
EMAIL INVESTIGATION EVENT	Email fields for email created from the Investigation tab
EMAIL NOTE	Email fields for email created from the Notes tab
EMAIL REQUEST	Email fields used for the request module as requests are created and approved
EMAIL SUBPOENA	Emails fields related to subpoenas. Used during the merge

Email variables return fields from the specific module they are referencing, like the Email Image Variable Type will give the users fields based on the Image tab. The fields include the code, comment, date, document, filename, image ID, etc.

Below, we can see the variable column options for the Variable Type Email Image.

Variable Column	Value Description
Code	The CODE section plays a crucial role in identifying and categorizing records. It consists of two key components: Code Type: Denotes the primary code used for record identification, such as Event Type, Relationship, Diversion, etc. Code Sub Type: Specifies the secondary subcode for further record identification. For example, when dealing with specific hearing types, the Code Sub Type might include hearing subtypes. TIP: Not all variables require both Code Type and Code Sub Type
Comment	This pertains to the comment entered in the relevant comment field. It provides additional context or details regarding a specific record
Date	Refers to the image date
Document	This section involves extracting information from the image subtype configuration table, specifically from sources like exchanges and the CIP Portal. To determine the image type and sub type, use the corresponding code and code sub type presented below the Variable Column
Image ID	The unique identification number assigned to an image when it is entered into the Image tab
Related Name	Indicates the name associated with the image. In the Image tab, when adding or editing an image, the Name field can be activated to select a person from the case or directory linked to the image
Sub Type	Indicates the image subtype selected during the processing of the image
Type	Indicates the image type selected during the categorization process

Additionally, users can use the following Select statement to see all of the variables and their coinciding information and source. The select statement below does NOT include the write your own variables!
Select * from it_variable_list

Diversion Variables:

This variable type has different lists of diversion sanctions and diversion payments

Type	Description
DIVERSION	List of diversions on a case
DIVERSION PAYMENT	List of payments for a diversion on a case

Jury Instruction Variables:

For agencies that create Jury Instructions, these types of variables have columns that create the Jury Instruction documents. The Instructions must be previously set and be ready to be merged.

Cost Variables:

These types contain multiple lists to merge costs associated with a case.

Type	Description
COST	List costs associated with a case
COST PER CASE SELECTED	List costs associated with a case, but allow users to select records during the merge

Note Variables:

These types contain lists to merge notes associated with a case.

Type	Description
NOTE	List of notes on a case

Subpoena Select Future Variables:

Type	Description
SUBPOENA SELECT FUTURE	List subpoena fields for subpoenas that are scheduled for a future date

Code Select Variables:

The Code Select variable type is very helpful to create lists of items that can be merged into a document. A Subpoena Duces Tecum is a good example of this variable. Using the Discovery Code values to create a list of items a person could be required to produce. During the merge process, the system displays a list of possible required items and the operator can select the appropriate items to be merged. Another situation where this variable can be helpful is when paragraphs or phrases must be added to a document depending on the document or case.

Type	Description
CODE SELECT	Discovery

Input Variables:

The Input and Case variables are identical in how they work. They present an input field for the operator to during the merge to allow keying data that will be merged in the document. This variable should be used AS LITTLE AS POSSIBLE.

There are instances where the content to be merged in a document is not stored in the database, but the overuse of this variable is an indication that important data is not being captured, stored, or the variables are misconfigured. There is absolutely no reason whatsoever to have but a dozen of these variables for the whole system. If users see these variables in all documents or multiple of these variables in their documents, they should ask the system administrator to remedy this situation.

Type	Description
CASE VARIABLE	Input box that allows users to type data during merge
INPUT VARIABLE	Input box that allows users to type data during merge

Special Variables:

Type	Description
SPECIAL

Variables listed in the type Special are variables that do not belong in other categories. For the most part, they were created for specific circuits and print very specific data. In time, more columns were added, and a few columns deserve a special mention: User, User Name, and Write Your Own. There is a special section added exclusively for the Write Your Own.

Variable Column	value or where it can be set
AGENCY REPORT NO WITHOUT PAGE	Removes portions of the agency report number
ALIAS REAL NAME	For AKA records, this list the name defined as the real name of that person
BOOKING LIST	A list of booking number
CASE DEFENDANT	Lists all co-defendants on consolidated cases
CASE DEFENDANT DEMOGRAPHICS	Lists all co-defendants name and demographic information on consolidated cases
CASE DEFENDANT NAME	Lists all co-defendants on consolidated cases
CASE DEFENDANT, ALIASES AND DEMOGRAPHICS	Lists all co-defendants and their aliases on consolidated cases
CASE DEFENDANT, ALIASES, JACKET AND DEMOGRAPHICS	Lists all co-defendants, aliases, their JACKET No, and demographics on consolidated cases
CASES BY DEFENDANT	List of other cases for a defendant
CHARGE TITLE	Charge title for consolidated charges
CHARGE TITLE, BOND	Charge title and bond amount for consolidated charges
CHARGE TITLE, SAGES	Charge title and SAGES for consolidated charges
CONSOLIDATE CASE NUMBERS	List of consolidated cases
CONSOLIDATE CLERK LIST	List of the clerk number for consolidated cases
CONSOLIDATE FDLE, STATUTE NO, DEGREE	List of charges in a consolidated case
COUNT, CHARGE, DISPO ACTION, REASON, SENT, S COND	Lists the county number, charge description, disposition action, reason, sentence, and sentence special conditions
DEF LIST OPEN CONSOLIDATED CASES	List of open consolidated cases for a defendant
DEFENDANT AGE	The age of the defendant
DEFENDANT AND ALIASES	Defendant name and aliases
DEFENDANT AND ALIASES NAME, ID	List of consolidated cases with their directory id
DEFENDANT DEMOGRAPHICS	Name and demographics of defendants on consolidated cases
DEFENDANT DEMOGRAPHICS, NAME, RACE, AND DOB	Name and demographics of defendants on consolidated cases
DEFENDANT, ALIASES AND DEMOGRAPHICS	Name, Aliases, and demographics of defendants on consolidated cases
DOCUMENT SEQUENTIAL NUMBER	This variable lists a unique id for each document, allowing it to be used as a receipt number or a unique identifier for the document. To enable this feature go to the Document Options code table and add the Event that will be added to the Event tab with the sequential number/ID, once a case is merged using this variable
EVENT DATE FOR CONSOLIDATED CASES	Date when a case was consolidated
GUARDIAN NAME
MONTH, YEAR	Current Month and Year. This variable can be used in places like the certificate of service
OFFENSE DATE
OPEN CASES BY DEFENDANT	List of Open Cases for the defendant
RELATED CASE	List of cases Related to the current case. This can be set in the Case Tab
RELATED TO CASE	List of cases Related to the current case. This can be set in the Case Tab
SA04 CHARGE LIST
SA10 CASE NO
SPECIAL PROS DEPARTMENT PHONE
TODAY	Current date and time
USER	Current user login
USER EMAIL	Current user email address
USER NAME (FML)	Current user name
USER PHONE NUMBER	Current user phone number
USER SIGNATURE	Current user signature
WRITE YOUR OWN	Read more about WYO below

Write Your Own variables:

The Write Your Own (WYO) variable allows the system administrator to write and publish variables that are capable to retrieve any piece of data in the database. It does require knowledge in both SQL and the data structure in STAC, but for the agencies that don’t have someone who knows SQL, CIP can work with them to write variables as needed.

Another great advantage of this variable is that it allows variables to be created or modified without having to wait for a new release to be published since these variables don’t have to rely on modifications in the applications

Arguments

Two arguments can be used in this variable.

Argument	Description
:incidentid	this variable is how the application passes the id of the case being merged. This argument works on any type of document
:directoryid	The directory id is only available for documents of type Relationship. This is how the system passes the directory_id of the person selected. If a WYO variable is written using this argument and used on a Case Document, it will most likely return no results

Limitations

Write Your Own (WYO) variables can return one or multiple records. When the variable returns multiple records, be sure to set the appropriate List Connector to merge the users results as a list or as a paragraph. This variable returns only one column, so the select statement has to concatenate the result in a single column. Users should take advantage of the functions published by CIP to allow converting and format dates, time, money, and integer fields to a string so they can be concatenated. Additionally, the default behavior in SQL is to transform the whole string into a NULL value when any of the fields being concatenated is NULL, so remember to use the ISNULL function.

Write Your Own Variables

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What are Merge Document Variables?

What are Merge Document Variables?

Merge Documents Variables

Incident Variable:

Relationship Variables:

Relationship

Relationship List and Relationship Selected

Relationship Document

Event Variables:

Charge Variables:

Sentence Variables:

Email Variables:

Diversion Variables:

Jury Instruction Variables:

Cost Variables:

Note Variables:

Subpoena Select Future Variables:

Code Select Variables:

Input Variables:

Special Variables:

Write Your Own variables:

Arguments

Limitations

Related Articles

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How to setup E-service?

How to Merge Documents?

How to Configure Variables?

What are the different types of Documents?