Managing Users

Overview

There are three ways for TraCS administrators to manage users.

TraCS Configuration Manager - The Configuration Manager may only be accessed on machines that have the TraCS desktop application installed.

TraCS Web User Management Portal - The user management portal may be accessed from any device that has the Internet.

Active Directory - Active Directory (AD) login may only be used by self-hosted agencies.

Configuration Manager

The Configuration Manager may only be used on machines where TraCS is installed.

For information on how to access the Configuration Manager, see this page.

Hosted Agencies may use the Configuration Manager or the Web User Management Portal to add and update users.   TraCS is happy to manage your users for you.   Email support@tracsflorida.org or submit a ticket to the help desk with the name, badge/ID, email address, and access permissions and we will assist.

Non-hosted agencies who use the Configuration Manager must manage their own users.

Non-hosted agencies that use Active Directory (AD) for TraCS should not use the Configuration Manager to add or update users.   User management is done via Active Directory.

Searching for Users

Once you log in to the Configuration Manager, go to the Users tab and press User Editor.

To search for an individual user, enter the information into the appropriate Search field(s) at the bottom and then press Search.
This is an exact match search.   The asterisk (*) wildcard must be used for partial searches.

To get a full list of your active users, press Search.
You may copy this list to Excel by pressing Ctrl-A (select all), Ctrl-C (copy), and Ctrl-V (paste) into Excel.

Once the list appears, you may use the fields at the top of the list to filter and search.
This is a Contains search.
The asterisk (*) wildcard is not needed but may be used if desired.
You may also use the filters to narrow your search.

To search for inactive users, change the Inactive User field to True and press Search.

IMPORTANT!

DO NOT inactivate, reset the password, or make changes to any User ID that has tracs in the name.
These accounts are used by the TraCS team to add numbers and also for exporting your forms to HSMV and the clerk.
Making changes to these accounts or inactivating them will cause your exports to stop.

DO NOT inactivate, reset the password, or make changes to any User ID that has recordsdataentry in the name.
These accounts are used by the TraCS team for numbering forms.

Exporting the User List

You may copy your user list form the Configuration Manager into Excel, CSV, or Notepad.

On your keyboard, press Ctrl-A (select all), Ctrl-C (copy), and Ctrl-V to paste into Excel, CSV, or Notepad.

Adding, Inactivating, Reactivating, and Updating Users

Adding Users

You will need the following information for your new user(s):

First Name
Last Name
Badge/ID number
email address
Title
Access Levels that will be granted.

Log into the Configuration Manager.
If you are not already on the User tab, go there and then press User Editor.
Press Search at the bottom to get a list of your users.

The easiest and fastest way to add a new user is to copy from another user's profile.

Find an existing user that matches the permissions of the person you will be adding.
Highlight that user and press Copy.   A copy of the user's profile will be created.
On the right side, under User Information, copy and paste the new user's email address into the User ID field.
Change the Badge Number, Name Last, Name First, Title, and Email Address fields to match your new user.
If the Signature Field has "Signature Entered" click the down caret (v) and then press Clear to remove the signature.
Clear out the information in the User Defaults ID field and leave it blank.   It will automatically be created for the new user once you save.
Press Apply at the bottom right.
You will be prompted to set a password.
If you would like to manually set a password, press Yes and enter a password.
If you would like to use the default TraCS password, press No.
The user's account has been created.

You will notice that users have Access Level(s) under User Information (top section) on their profile as well as Access Level(s) under Associated Users (bottom section).   The User Information levels are a combination of what the user may do to their own forms and what they may do to other people's forms.   The Associated User levels are what a user may do to other people's forms.

If a level is under Associated Users, you must have a matching level in the User Information section in order for the profile to work properly.   For example, a typical officer will have the ability to create and edit their own forms but only search, view, and print forms for others.   They will have Records and Reporter in the User Information section and Records under Associated Users.   A typical Records user will have Records in both places since they only need to search, view, and print forms.   Supevisors will need the ability to approve and reject reports.

This is what a typical officer's account will look like.   See this section for a typical supervisor account.

If you have officers who need the ability to update other users' reports but not approve and reject them, add Reporter to their Associated User access levels.   Examples would be a THI or Hit & Run investigator.

Inactivating Users

Log in to the Configuration Manager and search for the user you wish to inactivate.

Change the Inactive User field to False and the press Apply or, press the Deactivate button and press Apply.

IMPORTANT!

DO NOT inactivate any User ID that has tracs in the name.
These accounts are used by the TraCS team to add numbers and also for exporting your forms to HSMV and the clerk.
Inactivating them will cause your exports to stop.

DO NOT inactivate any User ID that has recordsdataentry in the name.
These accounts are used by the TraCS team for numbering forms.

Reactivating Users

To reactivate a user, change the Inactive User field at the bottom left side to True and press Search.   The list will show in italics.

Select the user you wish to reactivate.
Press the Activate button or change the Inactive User field on the right side to False.
Make changes to the name, badge, email, and/or access levels as needed.
Reset the user's password, then press Apply.

Updating Existing Users

There are occasions when you will want to update a user's User ID, name, badge number, rank, email address and or access levels/permissions.

IMPORTANT!

DO NOT make changes to any User ID that has tracs in the name.
These accounts are used by the TraCS team to add numbers and also for exporting your forms to HSMV and the clerk.
Making changes to these accounts will cause your exports to stop.

DO NOT make changes to any User ID that has recordsdataentry in the name.
These accounts are used by the TraCS team for numbering forms.

DO NOT make any changes to the User Defaults ID field on a user's profile - EVER!   This field automatically fills in when the User account is created.   It should never be changed, even if the person's User ID, name, or email has changed.   The User Defaults ID will always stay the same.   If you remove the User Defaults ID or change it, you will wipe out all of the saved defaults for that user including agency info and officer name on forms, night mode, zoom settings, favorite statutes, favorite searches, and more.

Updating the Badge Number, Name, and/or Email Address

This section is for when you only need to update the badge number, name, and/or email address.   If you need to update a User ID, go to this section.

Updating the badge number, name, and/or email fields does not require a password change.

Search for the user that you want to update and then highlight them on the User List on the left side of the screen.
Their information will show on the right side.
Make changes to the badge number, name, and/or email fields.
Press Apply.

As a reminder, DO NOT make any changes to the User Defaults ID field on a user's profile - EVER!   This field automatically fills in when the User account is created.   It should never be changed, even if the person's User ID, name, or email has changed.   The User Defaults ID will always stay the same.   If you remove the User Defaults ID or change it, you will wipe out all of the saved defaults for that user including agency info and officer name on forms, night mode, zoom settings, favorite statutes, favorite searches, and more.

Updating the User ID

Changing the User ID will require a password change.

Search for the user and then highlight them on the User List on the left side of the screen.
Their information will show on the right side.
Change the User ID.
Answer Yes on the prompt that comes up.

On the next prompt, type in a password and check the box next to Force Reset.

Remember the password so you can give it to the user.
Make any other changes to the user profile that are needed (name, badge, etc.) and press Apply at the bottom right.

As a reminder, DO NOT make any changes to the User Defaults ID field on a user's profile - EVER!   This field automatically fills in when the User account is created.   It should never be changed, even if the person's User ID, name, or email has changed.   The User Defaults ID will always stay the same.   If you remove the User Defaults ID or change it, you will wipe out all of the saved defaults for that user including agency info and officer name on forms, night mode, zoom settings, favorite statutes, favorite searches, and more.

Updating Access Levels/Permissions

Search for the user and then highlight them on the User List on the left side of the screen.   Their information will show on the right side.

The Access Levels page lists the permissions that are included with each level.   Agency/System Administrators have a lot of permissions that other users do not have.   Be sure Agency Administrator/System Administrator sections on that page before granting a user an administrative role.

When granting Agency Administrator, Reviewing Supervisor, and Supervisor permissions, the User Information Access Levels and the Associated Users Access Levels must match exactly.   If they do not match, the new permissions will not work.

Resetting Passwords

To reset a password, select the user from the list on the left.
Below the User Information section on the right, press the Set Password button.
On the prompt that comes up, type the new password into the fields and press OK, leaving the Force Reset box checked.
When the user logs in using the new password, they will be prompted to change it.

Web User Management Portal

The web user management portal is available to all hosted agencies and can be made available to non-hosted agencies upon request.

The portal may be accessed by agency administrators on any device that has the internet.   The credentials are the same as the ones you use for the TraCS desktop application.

To access the web portal initially, log into TraCS, go to the Tools tab, and press the User Management button.
You will be taken to the web portal website.
Bookmark the website in your browser.

A training guide is on this page.

The portal is best used for resetting passwords and inactivating users.   If you are going to add or update accounts, use the Configuration Manager.

Active Directory (Non-Hosted Only)

Active Directory (AD) login for TraCS is not available to hosted agencies.

For self-hosted agencies who use AD to log into TraCS, add the appropriate TraCS security groups to employee's agency AD profile and then they will use their AD credentials to log into TraCS.   The first time they log in, their TraCS profile will be created, and they will show in the Configuration Manager.

If you inactivate someone in AD, it does not automatically inactive them in the Configuration Manager.   Although they will not be able to access TraCS if they are inactive in AD, it is good practice to log into the Configuration Manager and inactivate them there as well.   That way, you may run the FDLE Active User analysis report and it will return an accurate list of active vs. inactive users.

IMPORTANT!

DO NOT inactivate, reset the password, or make changes to any User ID that has tracs in the name.
These accounts are used by the TraCS team to add numbers and also for exporting your forms to HSMV and the clerk.
Making changes to these accounts or inactivating them will cause your exports to stop.

DO NOT inactivate, reset the password, or make changes to any User ID that has recordsdataentry in the name.
These accounts are used by the TraCS team for numbering forms.

If you delete an AD profile, you will no longer be able to access that user's reports in TraCS unless you are on the application server AND you are logged on under a non-AD profile.   This is the only way to access historical reports in TraCS once someone's AD profile has been deleted.