How To Update a Crash Form

Overview

Once a crash has been submitted to FLHSMV, any changes must be made via Update.

The updated crash will transmit to the state and overwrite the original crash in their system.

IMPORTANT NOTE:

Per HSMV, if the submitted crash is a Short Form, you cannot complete an update to change the Injury Severity from None to any of the other injury types.   If there is ANY indication or complaint of pain or discomfort by any of the parties involved, a Long form MUST be completed initially.   See FSS 316.066(1)(a) for details.

How to Update an Existing Crash

Driver Exchange Crashes

You cannot complete an Update to a Driver Exchange form.

If you need make changes to a Driver Exchange, open it and press Edit.   If you get a pop message that it has been approved by administration and cannot be edited, contact your administrator or TraCS Support and request that it be put back in Open status.

Be sure to revalidate once your changes are complete.

Long and Short Form Crashes

Crashes must be in Submitted status in order to complete an Update.

If the crash is in Accepted or Validated status, open it and press Edit to make changes. Be sure to revalidate when finished.

If the crash is in Submitted status, open the original crash, or, if the crash has already been updated, open the most recent update.

NOTE - When you open a version of the crash that has update(s), you will get a prompt telling you there is an update to the crash and asks if you want to open it.   This is broken.   The update will not open in a new tab.   You should search for the crash by the 8-digit HSMV number to get a list of all versions of the crash.

Press the Update Crash Form button at the top and answer Yes to the prompt asking if you want to update the crash.

If there is already an existing update, you will get a prompt telling you this and asking if you are sure you want to update this version of the crash.   If you are not sure, answer No, exit out, and check to make sure that you are updating the most recent version.   To do this type the 8-digit HSMV number into the Form Number field and Search.   All versions of the crash will appear in the forms manager.   Find the most recent version by looking at the Form Date and update that version.

On the next prompt, enter the reason you are updating the crash. The text entered here is for agency reference only and does not transmit to HSMV.

If you are not the officer who completed the original crash, you will get a prompt stating this and telling you that the original officer will be added as a witness.   Press OK.

Make your changes to the crash and validate as usual.

Once the crash is accepted by a supervisor it will transmit to the state.

How to Update a Crash From a Previous Vendor

If you need to update a crash from a previous vendor, you will have to keypunch the original crash into TraCS first.   Once the original crash is completed and flagged as Submitted, you may complete the Update.

You will need the following before starting the process:

1. A copy of the original crash report with the HSMV number.

2. For long form crashes - a saved image of the crash diagram (BMP, JPG, PNG, etc.)

3. Records Data Entry level added to your profile in TraCS.   This will allow you to type the HSMV number onto the form.

NOTE - This level cannot be given to officers who are on the road creating citations and crashes.   They will not be able to pull form numbers.   Keypunching will have to be done by someone other than a road unit.

Steps:

1. Create a new crash in TraCS.

2. Type the 8-digit HSMV number into the HSMV Crash Report # field.

3. Fill out the rest of the crash according to the original crash report.   You will be required to use the Location Tool to plot the location of the crash.

4. If the crash is a long form and your agency uses the Signal 4 Diagram tool, create the diagram and then skip to Step 6.

5. If the crash is a long form and your agency does not use the Signal 4 Diagram tool, create the diagram using the TraCS Diagram tool.

Open the TraCS Diagram and press the image icon (to the left of Zoom Percent) in the top ribbon.

Draw a box in the drawing area, browse for your saved diagram image, select it, and press Open

The image will show in the drawing area.   Close out of the diagram.

6. If the crash is a long form, add the narrative.

7. Fill out the Reporting Officer section according to the information on the original crash.

8. Press Validate.   Validation warnings may be ignored.   If there are any validation errors, correct them and validate again.   Once you get the pop up message that the form has been successfully validated, press OK.

9. IMPORTANT - Press Edit to put the form back in Open status and close out of the crash.

Do not revalidate.   You don't want a supervisor to see a validated crash and accept it.   If it's accepted it will transmit to the state and get rejected as a duplicate.

10. Contact TraCS support and request that the crash be flagged as Submitted.   We will flag it and then remove it from the outgoing transmission batch.

11. Once TraCS has flagged the crash as Submitted, you may complete the Update as usual.