Every Power Automate flow is restricted to a single starting trigger at the top followed sequentially by one or more executable actions, assembled on a no-code drag-and-drop canvas.
Aug 27, 2026
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DTLA transfer
DTLA
DTLA client account transferred to Onshore as of the July 28, 2026 meeting.
Jul 28, 2026
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AI Tool Selection Guidance for Karney
Copilot / ChatGPT / Claude
Microsoft Copilot recommended for M365 ecosystem tasks; Claude recommended for long-document reasoning and contract analysis; ChatGPT recommended as a versatile tool for image generation, data analysis, and custom GPTs
Jul 27, 2026
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Claude Dispatch and Customize Features
Claude AI
Dispatch is a beta feature for handing off tasks across devices; Customize enables creating named skills such as blog posts for different brands, a ConnectWise tool, and a daily morning briefing
Jul 23, 2026
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Client user AI readiness
Katie
Katie has encouraged the initial 12 users to read The AI Driven Leader and use Claude over the past year; a smooth launch is expected with the initial user group.
Jun 17, 2026
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E5 Compliance Add-On vs Full E5
Microsoft
Insider risk management reporting and data loss protection for internal monitoring require the E5 Compliance add-on, not E5 Security. Upgrading to full E5 is more cost-effective than adding E5 Compliance as a separate component to E3 + E5 Security.
Jul 24, 2026
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VLOOKUP for ID-to-Name Mapping
Microsoft Excel
VLOOKUP can be used to map IDs to names using a two-sheet workbook. Syntax: VLOOKUP(lookup_value, table_array on Sheet2, col_index_num=2, FALSE) for exact matches; fill handle populates the formula through filtered lists.
Jun 5, 2026
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College to Career Program - Team Size and Roles
Client - College to Career Program
Approximately 30 staff including leadership, supervisors, case managers, and educational coaches; supports college students many of whom are international in a hybrid work model
Aug 27, 2026
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AI tool sprawl risk with Claude and Copilot
Claude / Copilot
Having multiple AI add-ins visible simultaneously causes user ambiguity and drives reversion to familiar tools like Copilot; AI tooling should be standardized and duplicate add-ins removed
Jun 18, 2026
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Dual-property private infrastructure pattern
Peer group participant
One participant runs a resilient dual-property setup across Las Vegas and Ventura with UniFi tunnel and Cloudflare fronting for low-traffic personal use cases.
Aug 11, 2026
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Planned Training Programs
Christi
Asynchronous module programs are planned for three AI tools in sequence: Copilot (four modules, in progress), Claude, and ChatGPT.
Aug 25, 2026
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Microsoft E7 and spiff incentives for reps
Microsoft
Microsoft heavily incentivizing sales reps on E7 SKU, Dynamics, Power Apps, new Azure commits. Regular renewal gives reps 0.25-1% commission. E7 gives 3%. Dynamics 5%. These spiff incentives drive what reps push.
Jun 3, 2026
✓
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SCHARP badging system upgrade - all locations next week, ADT installing
SCHARP Access Control
ADT is upgrading badging systems at all SCHARP locations next week (late April 2026). Quote being signed today. One location excluded (Robert will share which one in mapping channel). Badge issues or alarms should go to Gaston. Door control issues escalate to Christi. From 04-22 all-hands.
Apr 22, 2026
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Custom connector build estimate
Crimson IT
Building custom API connectors for Clio and LawPay is estimated to require 3 to 5 hours of development work.
Aug 27, 2026
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Security awareness training vendor
Cyber Ready / Cyber Site Ready
Current security awareness training vendor is Cyber Ready/Cyber Site Ready; contract is ending and the client is not renewing. Replacement is KnowBe4, targeted within two months.
Jun 18, 2026
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Copilot Data Leakage and Oversharing Protections
PEC
All available data leakage and oversharing protections for Copilot have been implemented for PEC. Team references files and SharePoint sites responsibly with no oversharing incidents observed in the past week.
Aug 13, 2026
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ARC - Signature Follow-Up Protocol
ARC - Quincy or Brad
For ARC pending signatures, phone calls to Quincy or Brad are more effective than repeated emails; escalate to a call after two or three unanswered emails.
Jul 28, 2026
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Champions Group Claude Deployment Issue
Tommy Joseph / Champions Group
Claude rollout via Azure Foundry failed due to unavailable models and token limitations, requiring a switch to direct Claude Teams deployment. Financial analysts now query a data lake via chat interface instead of SQL using Claude programmed through Azure Data Factory.
Jun 5, 2026
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Christi Personal Milestone - Foster Daughter
Christi Brown
Christi's foster daughter committed to staying with the family long-term, began calling Christi mom, and asked Christi to be Gigi (grandmother) to her unborn son
Jul 21, 2026
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Copilot agent source limit best practice
Microsoft 365 Copilot Agents
Agents should be restricted to ideally 8 to 10 source files for reliability; instructions should include 'don't guess' honesty rules and require citations.
Aug 6, 2026
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Media Alpha AI Tooling and Budget Tiers
Media Alpha
All employees start with a $25 pay-per-use AI budget; most elevate to $100-$150. Advanced features unlock at higher tiers. Primary tool is Claude from Anthropic; engineering team uses Amazon Bedrock for more favorable terms.
Jun 5, 2026
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Microsoft Licensing - Current State
Katie's organization
Client is on Microsoft E3 license with E5 Security add-on at $51/user/month. E5 Security focuses on external threat protection and does not include compliance features needed for internal monitoring.
Jul 24, 2026
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N8N Compliance Profile
N8N
N8N is compliant with HIPAA, SOC, and ISO standards, making it acceptable within Crimson's security posture when self-hosted on a managed desktop.
Jun 16, 2026
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Angel Availability Constraints
Angel
Angel is on vacation the week following the June 4-5 on-site dates and has a daughter's graduation on Wednesday of that week, limiting availability for follow-up work.
Jun 5, 2026
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Azure VM cost for Ollama / Llama hosting
Azure
As of February 2026, running a mid-tier Llama model on an Azure VM cost approximately $800 to $1,000 per month.
Aug 11, 2026
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Power Automate premium connector examples
Microsoft Power Automate
Premium connectors requiring a paid license include Asana, Monday, Word template actions, and DocuSign. Adobe Acrobat Sign has transitioned to the free standard tier.
Aug 27, 2026
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Main lodge exterior AP coverage requirement
Main lodge
Main lodge exterior APs must be positioned to cover the parking lot. Floor plans are being revised to reflect this requirement.
Jun 6, 2026
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AI training content strategy
Christi
Tailored AI training for Foundation must include org-branded scenarios, dual Microsoft-only and Google-only workflow tracks, and alumni communications examples that capture authentic stakeholder voice for AI-generated messages.
Sep 2, 2026
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Microsoft 365 File Opening Modes
Microsoft 365 / Teams / SharePoint
Files can be opened via Open in App (full features, preferred), Open in Browser (most features, quick edits), or Edit in Teams (minor changes during meetings). Opening mode does not change the file storage location.
Jun 5, 2026
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Thread Re-enable Governance Model
Thread
Controlled re-enable policy is one feature per week, owned jointly by Christi and Olivia, with explicit sign-off before each activation; prioritization and categorization features are excluded from re-enablement
Jun 5, 2026
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Foothill Family IT Assessment strategy - full onboarding intelligence gathering
Foothill Family
Foothill Family IT/Security assessment is strategic - goal is to collect full onboarding-level information so Crimson can make a proposal to take over IT. Want to capture contracts, costs, infrastructure, policies, backup status, change management, open positions assessment. Two outcomes: (1) IT director decides to leave, or (2) Crimson proposal is financially compelling. Using same playbook as SCHARP takeover. Not charging onboarding fee if they convert. Per 5/4/2026 kickoff meeting.
May 5, 2026
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Weingart contract renewal
Weingart
Weingart signed a five-year extension with Crimson IT after winning the RFP.
Jun 5, 2026
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Director's house AP placement
Director's house
AP for the director's house is to be placed in the hallway.
Jun 6, 2026
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Power Automate premium license triggers at 10 actions
Microsoft Power Automate
Microsoft applies performance throttling once a flow reaches 10 actions, requiring a higher-volume premium license for complex multi-step operations.
Aug 27, 2026
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LastPass licensing cost
LastPass
Enterprise plan is $7/user/month and includes LastPass Families benefit: one personal account plus 5 family licenses at no extra cost.
Aug 19, 2026
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Copilot Excel: desktop vs web preference
Microsoft Copilot / Excel
Desktop Excel is preferred over browser for Copilot use because it offers finer control; users can choose Open in Desktop from the browser editing menu to access full Excel capabilities.
Entrotech offers managed mobility: 24x7 help desk, lifecycle management (device stock at Woodland Hills), reporting/analytics, multi-carrier support. Typical cost $5/line/month offset by plan optimization savings. Can do eSIM on business accounts, create mobile device policies, integrate with HR for auto-suspend on termination. 5 business day audit turnaround. Rep says Demetrius is best boss hes had in 24-year career. Christi dropping daughter at Target a block from school because its not cool for mom to drop off at high school. From 04-21 mobility meeting.
Apr 22, 2026
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Agent sandbox escapes
AI industry
Agent sandbox-escape incidents are real but are also being amplified for marketing purposes; group advises balancing genuine risk against hype.
Aug 11, 2026
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Marketing workflow gaps
Internal
Prior to this meeting there was no standardized process for requesting, approving, reviewing, or providing feedback on marketing work; materials were produced but not approved for production in some cases
Aug 28, 2026
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VoIP current system
Michuan
Client is currently using a system called Blue Wave and is actively evaluating VoIP replacement options including Verizon One Talk and Microsoft Teams calling.
Jun 5, 2026
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Google Workspace log ingestion
Google Workspace
Google Workspace log ingestion into Huntress SIEM is a required component of the security stack migration per Anton's direction.
Jun 18, 2026
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Crystal - Leadership Ally
Crystal
Crystal is a named member of the internal leadership team who was included in coordinating the collective response to protect a team member from Doctor Barber.
Jul 31, 2026
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Claude chat log automation requirement
Claude AI
Saving cross-computer chat logs is not a native Claude feature. Users must use Claude Code to build a custom automated process that explicitly saves chat logs locally on each computer to preserve context across sessions or after device failure.
Aug 18, 2026
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Onsite schedule
Crimson Team / Christi
Team planned to arrive onsite 2026-05-26 late morning or early afternoon. Christi has a hard stop at 11:30 and a penetration test meeting that day. Christi will be onsite Thursday 2026-05-28. Saturday work is permitted if needed.
Jun 6, 2026
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Ms. Raahi service type change
Marvin
On February 11, Marvin changed Ms. Raahi's service from MS Managed to TS Hourly, which altered how billing and hour caps are applied on her invoices.
Jun 5, 2026
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AI policy completion status
Client organization
As of August 5, 2026, all employees at the client organization have signed the AI policy documents.
Aug 5, 2026
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Ability First HQ network issue
Ability First
Network slowness reported at Ability First HQ in Fair Oaks despite a recent bandwidth upgrade; Meraki configuration suspected as root cause.
Jun 5, 2026
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Stephen Howard sender priority
Stephen Howard
Stephen Howard is identified as a high-touch sender whose emails must be elevated to high priority in Outlook Copilot, with a potential condition excluding emails where Casey is copied.
Jun 18, 2026
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Version History Availability
OneDrive / SharePoint / Teams
Version history is available only for files stored in OneDrive, SharePoint, or Teams. It shows edits by user over time and allows preview and restore of prior versions.
Jun 5, 2026
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Planning Thread Noise Issue
Planning Team
Non-operational content including geographic trivia and film release dates appeared within the planning thread, indicating a need for channel discipline and artifact hygiene.
Jun 6, 2026
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PEC governance stakeholders
Ronnell Jackson and Kristen (PEC)
PEC team members Ronnell Jackson and Kristen are the required approvers for Copilot sensitivity label governance decisions.
Jun 5, 2026
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QuickBooks receipt archival gap
QuickBooks
QuickBooks receipts were previously routed to a former staff email account, making them inaccessible; missing receipt statements are currently used as replacements.
Aug 12, 2026
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Ability First cabling status
Ability First
Crimson IT has completed its portion of the Ability First project but low-voltage cabling issues exist on the client or contractor side; a pivot in approach is under consideration
Jun 5, 2026
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Copilot support channel at Alere
Crimson IT
For Copilot issues email help@crimsonit.com with Copilot in the subject line and include the app, prompt used, result received, and screenshots; technicians John and Gabby are Copilot-proficient
Aug 3, 2026
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Claude Code for Azure app development
Claude Code (Anthropic)
Christi uses Claude Code via terminal or chat interface to build and modify applications. It is the primary proposed tooling for rebuilding Evan's prototype in Azure, allowing conversational modifications similar to the Base44 experience but within the company's controlled environment.
Jun 5, 2026
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SCHARP migration project greenlit
SCHARP
SCHARP has been greenlit to proceed with a Google Workspace to Microsoft 365 migration as of June 2026.
Jun 16, 2026
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Dawn - Hearing Difficulty at Drive-Thru
Dawn
Dawn reports difficulty hearing customers clearly through the drive-thru headset, leading to repeated order errors. She self-identifies this as a potential hearing issue.
Aug 4, 2026
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AF staff unfamiliar with version history feature
AF Staff (general pattern)
Version history was new to most attendees. Christi demonstrated recovering from accidental edits (Moose the cat example). Staff did not know OneDrive auto-captures snapshots on meaningful changes. This feature could reduce support tickets for lost work and accidental deletions.
May 12, 2026
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Source: AF Word Training 2026-05-12. High-value feature for user education.
Recommended AI Resources
AI COP Members
Recommended podcasts: AI Daily Brief for general news, A16Z show for broad topics, Last Week in AI for summaries. Newsletter: tldr.tech for daily tech news. GitHub: system design repository with 30,000 stars for scalability concepts.
Jun 5, 2026
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TPX-Peerless Double-Routing and Ghost Buildings
TPX, Peerless
TPX-to-Peerless double-routing confirmed - paying two carriers for single call path. Ghost building entries found in billing. Analog lines running approximately $200/line (under investigation for waste). James Hunter's invoice audits are catching these.
Apr 16, 2026
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Christi Single Point of Failure Risk
Christi Brown
Christi is serving as a single point of failure for both human logistics coordination and technical system administration, indicating a potential resource or process gap within Crimson IT operations.
Aug 25, 2026
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Scharp - Power Outage July 15 2026
Scharp
A power outage occurred at Scharp on Wednesday July 15 2026; staff verified all systems were restored correctly afterward.
Jul 21, 2026
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Scharp - Project Tracking Method
Robert
Robert's tasks for Scharp are tracked via an updated spreadsheet; he is progressing on schedule.
Jul 21, 2026
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Microsoft Purview Use Case at Belay
Microsoft Purview
Purview will be used to monitor deleted files and folders as part of insider risk management; requires E5 licensing.
Jul 24, 2026
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Scheduling method
Speaker 2
Speaker 2 uses a 'book time with me' link in their email signature for scheduling follow-up meetings.
Jul 28, 2026
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Eversave litigation hold scope
Eversave
Company-wide litigation hold is applied to all employees, not targeted at any individual, as part of the Eversave upgrade and compliance process.
Jul 24, 2026
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UBI Billing Flags
ConnectWise UBI
Three billing flags available in UBI per product mapping: billable, do not bill, or no charge (which adds a zero-dollar line item to the agreement).
Jun 5, 2026
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Gloria Rodriguez - Verizon Sr AM for AF, phone 323-823-2453
Gloria Rodriguez
Gloria Rodriguez, Sr. Account Manager, Verizon Business, Los Angeles Metro. M: 323-823-2453. Handling AF Verizon account. Business Support: 800-922-0204. Offered meeting slots week of 4/27.
Apr 22, 2026
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Leer Property Group kickoff delay cause
Leer Property Group / Kenny
Alignment for the Leer Property Group kickoff was delayed due to a holdout from a stakeholder named Kenny; kickoff confirmed for 2026-05-21
Jun 5, 2026
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Claude - CoWork feature behavior
Claude (Anthropic)
The CoWork feature in Claude is machine-specific; tasks and data do not sync across different computers even with the same login. Only chat history synchronizes.
Jul 23, 2026
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SCHARP migration billing approach
Crimson IT
Agreed to bill for migration effort in the $25,000-$50,000 range with a large discount rather than absorb costs; no prior billing agreement existed.
Jun 16, 2026
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Camp circuit reduction plan
Client camp site
Plan is to remove current secondary circuits once Starlink is operational; primary circuit cost reduction is contingent on completing the cable infrastructure project.
Jul 28, 2026
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Client AI use cases
Client
Key intended AI use cases include document review for consistency and quality control (e.g., invoices, policies), template population to generate usable documents, and automating parts of the annual review process.
Aug 12, 2026
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Josh - corporate email and domain
Josh - h5datacenters.com
Josh's corporate email is josh@h5datacenters.com; company domain is h5datacenters.com
Aug 5, 2026
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Alere training schedule by department
Alere
Alere training week of August 3, 2026: Project Management advanced users on Monday, Internal Operations on Tuesday, Executive Team on Friday.
Jul 28, 2026
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Copilot in Outlook Capabilities
Microsoft 365 Copilot / Outlook
Copilot in Outlook offers Summarize, Prioritize, and List email takeaways; priority contacts and deprioritized categories are configurable via the down arrow in the Copilot panel
Jul 23, 2026
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Scharp transition monitoring precedent
Anton
Anton assisted with a prior client transition at Scharp and has a copy of the monitoring report from that event; this serves as the procedural reference for the Foothill takeover
Aug 11, 2026
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AbilityFirst HIPAA Storage Policy
AbilityFirst
Client-identifying information must reside only in AbilityFirst OneDrive, SharePoint, or Teams. Storage in Downloads, personal cloud services (Google Drive, Box, Dropbox), or USB drives is prohibited under HIPAA policy.
Jun 5, 2026
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AutoSave cloud compatibility
Microsoft Excel
Excel AutoSave works with SharePoint, Teams, and OneDrive. It does not work with Google Drive.
Jun 6, 2026
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Disabled account document ownership blocker
Google Workspace
Approximately 20 to 26 disabled employee accounts still own shared Google documents actively used by current staff. Accounts cannot be safely deleted until document ownership is reassigned.
Jun 6, 2026
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New CFO at client
Crown Housing
Crown Housing has a new CFO; an introduction may be possible after the ongoing vendor audit is complete.
Jun 18, 2026
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Lap Rack computer refresh scope
Lap Rack
A large computer refresh of 20 or more computers is upcoming for Lap Rack; no owner or timeline assigned as of June 3, 2026.
Jun 5, 2026
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AI Progression Model: Assistants to Agents to Orchestrators
AI Community of Practice
The group discussed a maturity progression from assistants to agents to structured orchestrators with defined roles as the current framework for thinking about AI architecture
Jul 30, 2026
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Meraki/Dell hardware often has 90-day lead times
Meraki, Dell
Marquis-type gear (Meraki, Dell) often has approximately 90-day lead times. Piecemeal installs possible. Option to source faster with markup. Pete emphasized communicating hardware lead times to customers.
Jun 5, 2026
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Marketing approval requirement
April / Anzor / Pete
All new marketing projects and materials require pre-approval from April, Anzor, or Pete before work begins, especially when billable cost is involved
Aug 28, 2026
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Excel Copilot three core rules
Microsoft 365 Copilot / Excel
Data must be formatted as a table using Ctrl+T with clean headers and no blank rows; work must be done inside the Excel desktop app not the web version; operate one sheet at a time and break multi-tab tasks into separate steps
Aug 3, 2026
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Christi personal Claude subscription
Christi Brown
Christi personally pays $200 per month for an advanced Claude plan.
Jun 5, 2026
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Parallel Engagement Tracks
Client
Client has two separate tracks with Crimson IT: AI-related work and a separate reporting engagement; email about contracting elsewhere referred to reporting, not AI.
Jun 18, 2026
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AbilityFirst Stale Account Deletion
AbilityFirst
Stale AbilityFirst accounts were intentionally deleted; Robert and Gaston are now assigned to AbilityFirst tickets on a remote-only basis to build Microsoft system familiarity.
Jun 19, 2026
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Anzor management style
Anzor
Anzor has a recurring pattern of withdrawing trust after perceived failures approximately every six months, promises large deliverables with unrealistic deadlines, reacts with frustration or claims miscommunication, then praises staff after escalation calls; creates high-stress environment that rolls downhill to the team
Jun 5, 2026
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New Hire - Mari Carr
Mari Carr
Mari Carr joined the Crimson IT finance team with 16-plus years in accounting and finance serving US, UK, and Australian clients; she is replacing Jane who departs by June.
Jun 5, 2026
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Nylia platform - cost effectiveness and operational importance
Nylia
Nylia is one of Crimson IT's most cost-effective vendors delivering broad functionality across scheduling, contact sync, travel mapping, and oversight; help desk operations would be significantly impaired without it
Jun 5, 2026
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Nylia platform - Client Mapper module
Nylia
Client Mapper automatically calculates and blocks out travel time for on-site technicians using Google Maps, removing the need for dispatchers to calculate travel manually
Jun 5, 2026
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AF invoice allocation and Concur ownership governance gap
Ability First
Governance gap around invoice allocation and Concur ownership. Finance ops offered to assume intake, assignment, allocation, and automation but incumbent never granted access or training on bill sources. Need formal RACI for invoice lifecycle.
Jun 5, 2026
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Adapto Inbox code re-use approval
Crimson IT / Speaker 2
Pete conditionally approved use of Adapto Inbox personal project code to accelerate Westwood Financial inbox assistant build; condition is code must be copyright-free and officially released to Crimson; no separate charges for base code; solution presented as a Crimson product
Aug 11, 2026
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Dawn - School Contacts
Dawn / School
Dawn's school counselors are Mr. Richardson and Miss Maria. Miss Maria is the primary contact for scheduling graduation option discussions.
Aug 4, 2026
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Belinda/Kasha Secure Email Delegation
Belinda, Kasha
Belinda had access to accounts that needed password resets. Kasha now has delegate permissions for secure email review. This was a deliberate access control change - track for future audit purposes.
Apr 16, 2026
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SCHARP Website Management - Everywhere Right Now LLC
Ted Kapner / Everywhere Right Now LLC
Website managed by Everywhere Right Now LLC.
Primary contact: Ted Kapner - ted.kapner@everywhererightnow.com
Accounting: accounting@everywhererightnow.com
Manages both scharpca.org and bafma.org (confirmed via Invoice 3344).
Work history going back to at least 2022:
- Brand redesign (May 2025)
- Staging environment setup
- ECM program pages
- SUD pages
- OASIS House advertising
- Recruiting pages
ACTION NEEDED: Email Ted Kapner to introduce Christi as new IT contact.
Apr 24, 2026
✓
Source: Lorenzo Young (former CIO) Google Workspace mailbox via GAM search on 2026-04-24. Should be documented in Hudu for vendor relationships.
Legacy TTX Equipment Context
TTX
Legacy TTX equipment on the backboard predates the fiber installation and remains on-site; it is not part of current active infrastructure and is a candidate for return to vendor.
Jun 5, 2026
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Wayfinder Teams/SharePoint structure
Wayfinder
Legacy network drives are migrating into Teams under three top-level areas: Departments, Programs, and Legacy; Legacy holds straight copies from the file server