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 it 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.

Crashes in Open, Rejected, or Validated status will have an "Unofficial" watermark on the FLHSMV printed report.

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 button to get a list of Validated forms that are ready to be accepted.

Keeping up on accepting forms means that the Agency Validated Forms button will work efficiently and give an accurate list of forms that are awaiting approval instead of a list of 100's or 1000's that have been overlooked.

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 - Per Florida State Statute (FSS), crashes must be submitted to HSMV within 10 days.   If they are not in accepted status, they will not process.

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

Uniform Boating Citations (UBC) - Per FSS, all boating citations must be submitted to FWC and the COC within 5 days of issuance.   They do not submit to the COC electronically.   However, FWC accepts PDF copies.   If you are set up to export PDF copies to FWC, if they are not in accepted status, they will not process.

FIBRS & UAA - In a future release, FIBRS and UAA information will transmit to FDLE.   If they are not in accepted status, they will not process.

Exporting for RMS or Outside Vendor

Crash, UTC, Warnings, Parking, Tow, or other forms that we have set up to export for your RMS or an outside vendor will not process if they are not in Accepted status.

Analysis Reports

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

Reports such as UTC FDLE Bias Based Policing, Warning Ethnicity Race and Gender, and DUI Race and Gender Summary are often needed for accreditation.

The FLHSMV Seatbelt and FLHSMV Texting reports are needed for FDLE mandated quarterly reporting via DAVID

The Officer Summary Report shows a count of forms completed by officers at the agency.

If you are not accepting your forms the results on these and other reports will not be accurate.

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.