Knowledge Base

1,603 records

SubjectTypePerson or SystemClient/TrackDetailSourceDate CapturedPromote to HuduNotes
Adapto Inbox reference projectWestwood / ClaudeAdapto Inbox serves as the reference exemplar project; it includes documented context files covering tech stack, authentication justifications, and workflows that Claude reads before beginning work.Sep 8, 2026·
Elisa maternity leave workload transitionElisaElisa is going on maternity leave; admin and finance duties are being redistributed to Maggie, Steph, and Christian with April overseeing; simpler client reports will go to Maggie and Steph while more complex items are retained by April.Sep 3, 2026·
Claude model selection policyClaudeOpus is the default model for most work; Sonnet and Haiku are used for mid and low complexity tasks; Fable is reserved for exceptional high-end cases due to higher cost.Sep 8, 2026·
Developmental Periods OverviewChild Development FrameworkKey developmental periods: Prenatal (conception to birth), Infancy and Toddlerhood (first two years), Early Childhood (preschool years), Middle Childhood (school age), and Adolescence (puberty onset through adulthood). Significant events during adolescence can have lifelong impact.Sep 7, 2026·
THP and SILP Transition PathwayDCFSNon-minor dependents can transition from foster care to THP to build independent living skills and then to SILP before age 21. SILP requires the youth to secure their own rental; the department provides structured support but not upfront housing funds. Maintaining an open case is required to access these pathways.Sep 4, 2026·
Accounts payable cycleCrimson IT FinanceAccounts payable runs twice a month on the 15th and 30th; TS billing occurs at month end, creating a concentration of finance workload during those periods.Sep 3, 2026·
Microsoft 365 Copilot Enterprise Data ProtectionMicrosoft 365 CopilotEnterprise Copilot operates within the client Microsoft tenant, respects existing permissions, does not train public models, and displays a shield icon to confirm enterprise data protection is active and cannot be disabledSep 4, 2026·
Adapto Inbox - Product ArchitectureAdapto InboxAdapto Inbox has two versions: a white-labeled version deployable into a client Microsoft tenancy via Azure, and a cloud-based version for personal Google and Microsoft accounts. Both are at beta stage.Sep 3, 2026·
Copilot Chat Work vs Web ModeMicrosoft 365 Copilot ChatWork mode grounds responses in organizational data from Outlook, OneDrive, and SharePoint while respecting permissions; Web mode uses public internet sources but maintains enterprise data protections in both modesSep 4, 2026·
Adobe Acrobat Pro - interface overviewAdobe Acrobat ProKey interface areas include the Home tab, All Tools panel, right-hand panel (AI assistant, comments, bookmarks, page thumbnails), and tabbed open PDFs across the top.Sep 4, 2026·
ShareWeb discount negotiation for large prospectShareWebCrimson IT is negotiating improved bundle pricing with ShareWeb for a prospective client with approximately 1,800 seats; ShareWeb was still in internal review as of this meeting.Sep 3, 2026·
Copilot Model Picker GuidanceMicrosoft 365 Copilot ChatAuto model selection is recommended; Claude Sonnet and Opus are generally strongest for drafting and rewriting tasks; GPT is strongest for research, citations, and structured outputs; model picker was enabled for CoStar Foundation groupSep 4, 2026·
AI Evolution Toward AgentsAI IndustryAI is evolving rapidly from reactive assistants to proactive agents and is becoming more deeply embedded in workplace tools including Outlook, Teams, Word, and Excel. Human judgment is expected to become more valuable as a result.Sep 3, 2026·
Copilot DLP guardrailMicrosoft Copilot / AlereA Data Loss Prevention guardrail blocks prompts containing sensitive information such as social security or credit card numbers, requiring the user to rephrase the prompt.Aug 5, 2026·
Copilot Initial Project ClosureCrimson IT / PECThe initial Copilot setup, security, and training project is complete and closed. Any further cleanup work will be provided at no charge. PEC added to client list for ongoing Copilot feature updates, meeting invites, and training.Aug 13, 2026·
Belay E5 Upgrade DriverBelayThe E5 upgrade is being driven by a potential insider threat situation requiring Microsoft Purview for insider risk management.Jul 24, 2026·
Aaron Kotick Deal IQ vendor negotiation expertAaron Kotick (Deal IQ)Aaron Kotick, founder of Deal IQ from Toronto. Helps negotiate IT vendor contracts - model is negotiate best offer first, then call them, they take percentage of further savings. Does ~1000 negotiations/year. Previously competed against JB.Jun 3, 2026·
AF Staff using personal Google Drive for work files - HIPAA violationAF Staff (general pattern)During Word training, Christi reminded staff that personal Google Drives are not HIPAA compliant. She noted she has seen AF staff doing this in the past and has had to rescue files from people who left the organization and saved files improperly. This is a recurring risk pattern requiring ongoing reinforcement.May 12, 2026Source: AF Word Training 2026-05-12. Training topic for compliance reinforcement.
Training Structure PreferenceClient OrganizationDepartmental training is preferred for heavy Excel users needing deeper guidance; a tailored executive session is recommended for leadership use cases.Jul 23, 2026·
Monti insider risk incidentMontiAn insider risk security incident occurred at client Monti. Vince is the confirmed account manager for this client.Jul 24, 2026·
Christi Brown - August 2026 Scheduling ConstraintsChristi BrownChristi has AI teaching commitments the week of 2026-07-28 and has 2026-08-18 reserved for a college dorm move-in, reducing availability for deployment work during those periodsJul 21, 2026·
Outlook Copilot prioritization configurationOutlook CopilotCopilot prioritization uses sender-based, domain-based, and keyword-based rules to label high and low priority email. Unclassified email defaults to medium. Fewer high-confidence rules are preferred to avoid misclassification. Security tool alerts (Sophos, Avanan, KnowBe4) and building announcements are downgraded to low priority.Jun 18, 2026·
Nylia platform - Time Machine moduleNyliaTime Machine provides a visual timeline of a technician's day showing the delta between time logged and actual time spent in a ticket; used for managerial oversight of productivity and location without active monitoring unless an issue is flaggedJun 5, 2026·
Scharp technology roadmap rockScharpChristi's rock to execute the Scharp technology roadmap is on track as of Q2 2026.Jun 5, 2026·
Iron Gate Claude Enterprise rollout - 36 current users, moving to EnterpriseIron Gate / Reuben DavidsohnIron Gate has ~36 Claude users currently. Getting requests for Claude from every team. Claude Teams cap is 150. Moving to Enterprise - $20/user with budget pool. Reuben (COO) presenting to leadership. Grant (President) actively building an application and put out call last year for AI tools. Anzor committed to delivering documentation by Wednesday. 12-month rollout across 3 phases may be too slow for IGP. From 04-21 project meeting.Apr 22, 2026·
Invoice unbatching processMaggie, Elisa, MaricarInvoices must be unbatched by Finance (Maggie, Elisa, Maricar) before edits such as adding comments or notations can be made in ConnectWise.Jun 16, 2026·
Conditional Access and Sherweb PEC accessSherwebExisting Conditional Access policies can block Sherweb access. PEC discounts can still be applied with CA in place; support access requires adding Sherweb as a CA exception on a case-by-case basis. No immediate CA changes are required.Jun 16, 2026·
Kevin certificationKevinKevin recently earned his Security+ certification as of approximately mid-2026.Jun 6, 2026·
Hudu client summary structure updateMike / HuduNew sections for pod lead and onsite lead have been added to Hudu client summaries; pod leads and onsite leads are responsible for keeping these current.Aug 27, 2026·
Ada - meeting summarization featureAda appAda has a meeting summary feature using Microsoft transcripts to auto-generate key decisions and action items; not yet publicly available as of August 2026Aug 5, 2026·
Copilot custom agent: sharing and discoverabilityMicrosoft Copilot Agent BuilderAgents can be shared with anyone in the organization via link and appear in the agents list; folder organization is not currently supported. Naming conventions such as [Client] or [Internal Operations] are recommended for discoverability.Jul 22, 2026·
Pete promoted to CEO at Crimson ITPete (Crimson IT)Pete officially promoted to Chief Executive Officer at Crimson IT. Title changed effective June 3, 2026. Anzor changed to Chief Visionary Officer - setting AI vision for company.Jun 3, 2026·
Monitor and Docking Station Replacement - Ticket ClassificationInternalReplacing a monitor or docking station is classified as a service ticket, not a project.Jul 28, 2026·
Criteria for Promoting AI Build to Managed ProductAI Community of PracticeFour criteria discussed for elevating an internal AI build from a personal tool to a managed product: repeat use, multiple stakeholders, writing into a system of record, and regulated or audit requirementsJul 30, 2026·
Belay access point replacementBelayTwo access points will be replaced on July 24 2026 at 9:30 AMJul 22, 2026·
After-hours support rotationGeorge / KobeGeorge is primary and Kobe is backup for after-hours support as of week 25Jun 17, 2026·
Upgrade eligible linesMichuan54 lines are due for upgrade; only 5 are smartphones, the remainder are tablets. Client is not in immediate need of new devices.Jun 5, 2026·
Power Automate email categorization capabilityPower Automate / Office 365Power Automate can categorize emails by client domain and VIP contacts using an Office 365 Outlook trigger and a shared spreadsheet; free connectors are expanding but desktop Power Automate still requires a premium license.Aug 27, 2026·
SCHARP staff only call known techs (Gaston, Robert)SCHARPSome SCHARP staff only call known techs (Gaston and Robert) rather than help desk. Help desk introductions being added to weekly updates to increase familiarity. Pete will NOT be introduced to avoid direct calls.Jun 5, 2026·
SCHARP Migration StatusSergioMigration of SCHARP items to Crimson was confirmed on track as of 2026-07-21Jul 21, 2026·
Copilot output quality expectationMicrosoft 365 CopilotCopilot produces approximately 70 percent complete outputs; users must supply the final 30 percent through review, verification, and iteration; all numbers must be verified before leaving AlereAug 3, 2026·
September All Hands facilitatorMiguelMiguel will take over facilitation of the All Hands meeting starting September 2026.Aug 27, 2026·
Child and Family Team meeting purposeDCFS multidisciplinary teamCFT meetings can be initiated when a teen parent exhibits concerning behavior and are used to formally assemble a broad support network and create a documented plan; team composition is dynamicAug 24, 2026·
Ability First staff location and contact dataAbility FirstAll Ability First staff are based in LA County; phone numbers are managed through Verizon and were confirmed to be on hand at time of meetingAug 11, 2026·
YubiKey MFA for Desktop Users Without Cell PhonesMFA/2SV SystemDesktop users (approximately 60) without cell phones will get YubiKeys for MFA instead of phone-based 2SV. This is the planned approach for the non-mobile workforce segment.Apr 16, 2026·
Synapse Secure - CIT Admin LoginSynapse SecureSynapse Secure (also referred to as Sign-in-as-Secure) is the required tool for Crimson IT staff to log into client admin accounts such as the CIT admin; Anton and Sean (Michuan) are resources for demonstrating this processJun 18, 2026·
Christi daughter graduating high school June 2026Christi BrownChristi daughter graduating high school Wednesday June 11, 2026. At grad night June 3 sending pictures to group chat. Christi on PTO week of June 9.Jun 3, 2026·
Plaud integration examples needed for Lion pitchPlaudMike has identified that examples of Plaud integrations with other applications are useful collateral for pitching Plaud training and setup services to prospective clients.Jul 24, 2026·
Crimson AI licensing model - managers/sales get all three toolsCrimson ITCrimson AI licensing: Managers/above and sales get Claude, ChatGPT, AND Copilot (all three). Technical team chooses ONE of the three. Majority on Claude due to co-work training. Personal accounts disabled for work use.Jun 3, 2026·
Alere tenant current state - app registrationsAlere Microsoft 365 tenantAlere has 22 app registrations and service principals under review; Phase 1 will remove obsolete ones.Jun 5, 2026·
Plaud NotePin DevicePlaud NotePinPlaud NotePin is a HIPAA-compliant wearable that can be worn as a necklace, wristband, or lapel pin; records meetings on Zoom, Teams, Google Meet, and Webex, and is noted as the only known device capable of recording mobile phone calls while remaining HIPAA compliantJul 23, 2026·
Copilot SharePoint source: File > Info workaroundMicrosoft Copilot / SharePointWhen Copilot returns web links pointing to SharePoint files, users can open the desktop app's File > Info to find the source location and open it directly, bypassing additional downloads.Jul 22, 2026·
SCHARP - Digital Realty LAX11 colo: pull MSA from MarketplacePortalDigital Realty / Cyxtera (LAX11)Site: US.LAX11, 200 N Nash Street, El Segundo CA. 27 messages - operational only. Authorized contacts (established 3/25/26): - Tim Elliott (telliott@digitalrealty.com) - Cindy Sing (csing@digitalrealty.com) Christi has MarketplacePortal access as of 3/27/26 (https://www.marketplaceportal.com/). AP gets invoices at ap.corp@scharpca.org. Monthly cost: in invoice PDFs (transaction 26106106000294 dated 4/1/26). Lease end / commitment term: NOT in mailbox. Pull from MarketplacePortal. Incidents: UPS A2 rectifier fault 4/9-4/13, PDU 36 re-route 4/29. Key messages: 19d7311b0a2fa12d (April invoice), 19cd353c0078ad0d (March invoice), 19d25a0e89de260b (authorized contact change).May 5, 2026·
CoWork AI capabilitiesCoWorkCoWork offers task-execution prompting beyond standard chat AI; can generate training scripts, PowerPoint decks, and Heygen scripts from existing files and brand guides; usage is token-basedJun 17, 2026·
Westwood Beta Status and Build OriginWestwood Financial / ChristiApp was originally built by Christi to resell; adapted for Westwood because Casey had similar requirements. Westwood is a full beta client and did not fund the full custom build estimated at 300+ hours.Aug 13, 2026·
Copilot licensed usersClientSix Copilot licenses being assigned: Colin, Mark, Jolie, Daniel, Sam, and Speaker 1Jun 18, 2026·
DTLA Alliance and Alere as new projectsDTLA Alliance / Alere Property GroupBoth DTLA Alliance and Alere Property Group are new projects as of the week of 2026-05-12; deadlines are pending until kickoff meetings concludeJun 6, 2026·
Enterprise AI strategy pillarsJennifer / PaulFour-pillar enterprise AI rollout strategy: Assist (employee AI assist), Connect (MCP connecting systems), Guide (role-based agents, multilingual), Optimize (analytics, lakehouse integration); Assist and Connect are in early deployment.Aug 11, 2026·
Copilot Teams Facilitator mode: organizer restrictionMicrosoft Teams CopilotFacilitator mode and the agenda timer are limited to the meeting organizer and are toggled via the More menu within a meeting; adding an agenda to meeting notes before sending invites enables timers during the session.Jul 22, 2026·
Co-work feature not enabled for AlereAlereThe Copilot co-work feature is not currently enabled for Alere but can be requested; future integrations with Asana and Canva were noted as possibilities.Aug 5, 2026·
AI Rollout Decision Dependency on JulieJulieA company-wide AI access rollout decision is on hold pending consultation with Julie. The outcome may affect future training schedules and budget planning.Aug 12, 2026·
Claude AI licensingClaude AIStandard Claude user license costs $25/month per user. Minimum plan size is five users. Higher-usage tiers exist and are priced differently.Aug 12, 2026·
After-Hours Support ContactsBogdan / GabbyBogdan is the primary after-hours support contact; Gabby is the backup.Jun 5, 2026·
Urgent alert distribution group - initial recipientsSpeaker 4, Sue, CharleneThe initial recipient list for the urgent ticket email alert distribution group includes at minimum Sue and Charlene, as specified by Speaker 4. A distribution group is used so recipients can be managed without reconfiguring the alert rule.Jun 18, 2026·
Claude Partner Program launched June 2026Anthropic / ClaudeAnthropic Claude launched partner program June 2026. Partner call June 3 at 8am. Requirements include having 10 fully certified users. Big opportunity for Crimson.Jun 2, 2026·
On-Call Schedule - Current AssignmentsKobe / JesseKobe is the primary on-call contact for the week following 2026-08-07; Jesse is the designated backup.Aug 12, 2026·
SCHARP - Box.com $1,400/mo auto-pay, account B00480549Box.comMonthly cost: $1,400.00/mo confirmed (recurring 1st of month auto-pay). Account number: B00480549 Auto-renewal: Yes - monthly auto-pay 4/30/26 payment declined, retried successfully 5/1/26. Product Support Case #3515649 (Feb 2026). Contract end date / commitment term / seat count: not in mailbox. Pull from Box Admin portal. Key messages: 19de2925cbe4f95e (5/1 payment), 19d48180fc005a41 (4/1), 19ca4934db9bcd10 (2/28), 19dde7cba4be3737 (4/30 declined).May 5, 2026·
Avalon - Cloud Billing UpdatedAvalonBilling on Avalon's cloud account has been updated as of July 2026.Jul 21, 2026·
Legal intent for teenage parents in foster careDCFSThe law's primary goal is to keep a teenage parent and her baby together unless significant risk factors such as severe mental health issues, disabilities, or severe autism spectrum conditions are presentAug 24, 2026·
Copilot access best practiceMicrosoft 365 CopilotFor work context, access Copilot via office.com or the Microsoft 365 Copilot app; avoid the Windows-only Copilot app as it lacks organizational data integration.Jun 5, 2026·
Karma recognition tool at CrimsonCrimson ITCrimson internally uses a lighter recognition tool called Karma where employees receive 12 points per month to distribute to colleagues. It is considered less robust than Bonusly.Jul 21, 2026·
Sensitive data prohibition in non-approved AI toolsCotsen/Coates FoundationStaff must not input PII, donor financials, student information, or confidential grant data into public or non-approved AI tools; this is a core guardrail in the draft AI usage policy.Jun 5, 2026·
Client Training Attendance - TollyTollyTolly RSVPed for the 08-24 Copilot training session but did not attend; this was the primary expected client attendee.Aug 25, 2026·
Client escalation pathSam / Paul / MontyEstablished escalation path runs through Paul to Sam to the broader team. Client is aware of escalation points. Sam-first contact is considered lower risk than Monty-first contact during incidents.Jun 6, 2026·
Alere tenant current state - conditional accessAlere Microsoft 365 tenantOne conditional access policy is currently in report-only mode; to be reviewed and remediated in Phase 1.Jun 5, 2026·
Amazon Possibilities program card separationAmazon / Jessica / MichellePurchases for the Possibilities program made by Jessica are not on the IT card; they must be identified by matching transaction amounts and pulled via Michelle's main admin Amazon account.Aug 12, 2026·
Shadow innovation risk patternConstruction Client power usersPower users including Evan and a marketing team member have built tools on external platforms (Base44, Claude) outside enterprise oversight. Marketing previously used Claude to generate a website. This represents a recurring shadow IT risk pattern for this client.Jun 5, 2026·
Outlook Google POP sync broken - April 15 2026 updateMicrosoft OutlookApril 15 2026 Outlook updates broke Google POP account sync. Error: 800OE with sync errors. NOT a password issue - Microsoft working on fix. Kashif Khan (SCHARP CFO) was first to report. Workaround: use Gmail web version until fix released. From Christi at 04-22 all-hands.Apr 22, 2026·
Avalon - Cloud Enterprise SetupAvalonAvalon is in the process of configuring a Cloud Enterprise setup; Julius is a key contact on this initiative.Jul 21, 2026·
Dawn - High School Credit DeficitDawnDawn did not complete summer school and enters what should be her senior year with insufficient credits. School previously indicated traditional one-year graduation is unlikely without those credits.Aug 4, 2026·
Onsite team reporting changeMontiMonti officially has the onsite team reporting to her following a strategy meeting.Aug 27, 2026·
Ability First - Webcam ReplacementChristi BrownChristi ordered a replacement webcam for Ability First after giving her own webcam away. Purchase was charged to her personal card. Webcam expected to arrive at Ability First on 2026-05-26.Jun 6, 2026·
Claude Enterprise with MCP deploymentBarry / Anthropic ClaudeBarry's organization deployed Claude Enterprise with MCP and contextual chatbots; training was critical and users primarily use it for producing better reports rather than advanced workflows.Aug 11, 2026·
Crimson moving away from Comm-Direct for phones/cablingCrimson ITChristi noted shift away from Comm-Direct. Crimson to handle phones and cabling directly. Need to identify new VoIP provider.Jun 5, 2026·
Partner Interest in OpenText Portfolio ExpansionVince and AprilReseller partners expressed openness to adding other OpenText portfolio products to their service stack but have conditioned this discussion on resolution of the current pricing dispute firstAug 28, 2026·
Baby2Baby assessment materialsBaby2BabyAn assessment was completed for Baby2Baby similar to a Foothill engagement; Christi was not involved. Pete or Keith are the likely sources for the presentation materials.Aug 27, 2026·
Crimson Revenue Model for Mail IntelligenceCrimson ITCrimson earns revenue via Christi's build hours on the app; future updates will be made in the main codebase and pushed to Westwood in approximately 20 minutes, reducing per-client update cost.Aug 13, 2026·
Arts and Crafts building backboard re-cablingArts and Crafts buildingThe backboard was redone and devices re-plugged; port assignments and VLAN configurations may be incorrect and require verification.Jun 5, 2026·
Alere implementation complexityAlere / KarneyAlere implementation for Karney is at 50% completion; complex systems such as MRI require defined process work before completion.Jul 28, 2026·
Charl Contract Notice RequirementCharlCharl contract cancellation notice requirement changed from 30 days to 60 days; cancellation submitted for June next year providing 12 months notice; current year contract could not be cancelled.Aug 3, 2026·
Ada - Microsoft app re-verification statusMicrosoftAda is undergoing mandatory Microsoft re-verification initiated August 4, 2026, estimated to take approximately three days, blocking all new Outlook account connections until approximately August 7, 2026Aug 5, 2026·
M365 Copilot Launch PathMicrosoft 365 CopilotCopilot can be launched via Start menu by searching Microsoft 365 Copilot; identifiable by the colorful M365 logo near the taskbarJul 23, 2026·
AF - Lingo Communications issue at Crown HousingBlake Benjamin (ComDirect)Susanna Deng forwarded Lingo issue re: Crown Housing account 412469350. Christi asked Blake at ComDirect to provide options next week. Larry Stern was original ComDirect contact.Apr 22, 2026·
Dawn - HopSkipDrive Eligibility RiskDawn / HopSkipDriveHopSkipDrive may no longer be available as a transportation option now that Dawn is 18, potentially limiting in-person school attendance.Aug 4, 2026·
SCHARP AI Policy ApproachSCHARPPolicy will use a blanket restriction limiting use to leadership-approved tools only, without listing specific tools in the policy document; approved tools communicated separately via email.Aug 31, 2026·
LawPay Power Automate connector gapLawPay / Power AutomatePower Automate does not have a pre-existing connector for LawPay. Custom API connectors must be built in both Power Automate and Claude to bridge Clio and LawPay.Aug 27, 2026·
Pete RolePetePete is the CEO and the authority required to sanction the organization-wide GDAP shift and the no-work-without-ticket-project-change-request mandate.Jun 19, 2026·
Microsoft 365 Copilot permission scopingMicrosoft 365 CopilotCopilot only surfaces files the user has permission to access; organizational admins can define restricted zones Copilot cannot access; OneDrive content remains private unless explicitly shared.Jun 5, 2026·
Apollo group permissionsApollo / Google WorkspaceApollo group includes all Basma and SCHARP employees and can be used to send out shared document invites. Google handles permissions differently from other platforms and propagation may not be immediate.Jun 6, 2026·
NEST as AdaptoHub Product BlueprintNEST (Christi's Airtable base) is the operational prototype for AdaptoHub. Every pattern being built here — agent dispatch and tracking, approval pipelines (Hugo validation, blog approval gates), knowledge capture (Archie), daily briefing automation, task management with ADHD workflow, contact CRM, content pipeline, usage tracking — is a productizable module. The build team deep dive (Workstream 7) should study NEST's table architecture as the starting product spec for AdaptoHub. What Christi runs manually today is what AdaptoHub automates for customers tomorrow. This is classic dogfooding: build it for yourself first, validate the patterns, then package it.Apr 9, 2026·
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