Accepting Forms - Why It Is Necessary

Overview

All forms in TraCS should be accepted, either by a supervisor or via auto-accept.   Why?

An accepted form indicates that a form has passed validation and either a supervisor has approved it or the auto accept process has run.

Forms must be in Accepted status in order to process for export to FLHSMV, the Clerk of Courts (COC), Florida Fish & Wildlife (FWC), and/or to the agency for RMS and/or outside vendor.   Forms in Open, Rejected, Reviewed, or Validated status will not process.

Accepted forms that are exported are locked down against further Editing.

Forms must be in Accepted status to show on many of the pre-built Analysis Reports.

Supervisors may press the Agency Validated Forms to get a list of Validated forms that are ready to be accepted.   If your agency has a two-tiered approval process and you use the Reviewed feature, supervisors may press the Agency Reviewed Forms button to get a list of Reviewed forms that are ready to be accepted.

Exporting to State Agencies

Crashes - Long Form crashes, Short Form crashes, and Updates must be submitted within 10 days per FSS.   If they are not in accepted status, they will not process for export to HSMV.

Uniform Traffic Citations (UTC) - All citations must be submitted to the COC within 5 days of issuance per FSS.   If they are not in accepted status, they will not process.

Uniform Boating Citations (UBC) - All citations must be submitted to FWC and the COC.   If they are not in accepted status, they will not process for export to FWC.

Exporting for RMS our Outside Vendor

Agency RMS and/or outside vendor - Crash, UTC, Warnings, Parking, Tow, and/or any forms you have set up to export will not process if they are not in Accepted status.

Analysis Reports

Forms must be in Accepted status to show on may of the pre-built Analysis Reports   A few examples are below. See theAnalysis Reports page for further information.

Officer Summary Report - This only includes forms that have been Accepted.   If you run this report and the numbers seem off, you are not accepting your forms.

Warning Reports - Any report with "Warning" in the name will only count forms that have been Accepted.   If you run this report and the numbers seem off, you are not accepting your warnings.

Auto Accept

We can set up rules for your agency so that forms automatically switch to accepted status once the Validate button is pressed.   When auto accept is in place for a form type, supervisors do not need to accept them.

Auto accept is set up separately for each form type, so you can choose which ones you want to automatically accept upon validation.

If you would like to set up auto accept on any of your forms, contact TraCS Support.