How To Use the Search Tabs
Overview
There are several ways to search for information in TraCS. Virtually any field that is on a form may be queried.
Quick searches may be completed by using the buttons at the upper left side of the Forms Manager.
Basic searches may be performed by using the Form, Case, and Custom tabs in the Forms Manager. These searches may be saved as Favorites.
More complex searches may be created using an Advanced Search or Ad Hoc Query.
There are also over 40 pre-built Analysis Reports and over 25 pre-built Ad Hoc Queries that are available.
The search tabs are at the bottom of the Forms Manager. If you do not see them, go to the View tab at the top of the Forms Manager and press Show Search.
The search tabs will automatically dock at the bottom. If you would like them at the top, right click on one of the tab names and click Dock Top.
Quick Searches
Officers may quickly search for their open and rejected forms by pressing the My Open Forms or My Rejected Forms buttons at the upper left side of Home tab in the Forms Manager.
Users with Reviewing Supervisor and/or Supervisor permissions may search for validated and reviewed forms for all users by pressing the Agency Validated Forms or Agency Reviewed Forms buttons.
Basic Searches
Basic searches may be performed using the Form, Case, or Custom tabs, or any combination of the three. These searches are limited to the fields that you see on the tabs.
These tabs build off one another when searching. This means that TraCS reads criteria entered on all three tabs when the Search button is pressed. For example, you may search for crashes (Form) within a date range (Form) involving a vehicle with tag ABC123 (Custom). See Combining Search Criteria for additional examples.
Always press Clear before performing a new search to remove any previous search parameters that have been entered.
On fields that allow you to type text, you may use the asterisk (*) as a wildcard.
Form Tab
The Form tab may be used to search for forms using any combination of the fields that are on the tab.
Searching from the Form tab is not the same as searching from the Case tab. See the Case Tab section for details.
Always press Clear before performing a new search to remove any previous search parameters that have been entered.
Most of the search fields are self-explanatory. Clarification on the other fields is below.
- Form Number - The unique number that is assigned to the form (citation number, warning number, HSMV crash number, etc.).
Description - The agency case number that is entered on the form. Use the asterisk (*) as a wildcard if needed.
Secondary ID - The badge/ID number assigned to the user profile.
Data Source - Change it to All to search for forms that have been Archived.
Case Tab
The Case tab may be used to search for any combination of the fields that are on the tab.
Searching from the Case tab is not the same as searching from the Form tab. See the Form Tab section for details.
The Case tab is used to search cases that have been created by the agency. See Case Information for details.
If a Number was not added on the Case Information screen, you cannot search by agency case number using this tab. You must use Form or Custom tabs to search by agency case number.
Always press Clear before performing a new search to remove any previous search parameters that have been entered.
Some of the search fields are self-explanatory. Clarification on the other fields is below.
- Type - The Case Type category that was entered on the Case Information screen (Burglary/Breaking and Entering, Fatality/SBI, Hit & Run, Robbery, etc.). If no case type was entered, it will default to General.
Status - The current status of the case (Open, Inactive, Closed, Referred to CID, etc.). This is different from the Form Status.
Owner ID - The officer or investigator assigned to the case. This may be different than the person who created the form.
Case Number - The Number that was entered on the Case Information screen. If there are multiple forms under the same case number, all of them will come up in the search results.
Description - Search for text entered in the Description field on the Case Information screen. You may use the asterisk (*) as a wildcard. For example, THI* will search for words that start with the letters THI.
Case Information
You may create a case by adding a case number on the Case Information screen that pops up when you first create your form. You may add other details such as case type and a brief description of the case.
If the initial Case Information screen popup was bypassed, you may also assign a case number by doing one of the following:
- With the form closed, highlight it, go to the RMS tab, and press the Case Information button.
With the form closed, highlight it, right click, and press the Case Information button near the bottom of the list.
Custom Tab
The Custom tab may be used to query the Custom Search Fields listed below. You may also use the Custom tab to search for forms that have attachments or forms that are locked.
Always press Clear before performing a new search to remove any previous search parameters that have been entered.
Some fields will allow for free typing of text and others will require that a selection be made from a list.
For fields that allow free text, you may use the asterisk (*) as a wildcard.
For fields that require a selection from a list, you may only choose one.
You may enter parameters into multiple fields, for example, First Name & Last Name.
If you want to search a date range, enter the range on the Form tab. If you want to narrow the search to a certain Form Status or Form type, enter it on the Form tab. See Combining Search Criteria for details.
To search for forms with attachments, check the Only Forms with Attachments box.
To search for locked forms, check the Only Locked Forms box.
Custom Search Fields
Keep in mind that information that is entered onto forms may have typographical or spelling errors, may have special characters, or may have characters that look alike (O & 0, I & 1, B & 8, S & 5, etc.).
Additionally, names may be spelled in a variety of ways and may have spaces, hyphens, periods, or apostrophes within them. Case numbers may be entered with or without a hyphen (-) and/or with or without padded zeros.
If you do not get the search results you are looking for when using the free text fields, search again using the asterisk (*) as a wildcard.
Examples:
Last Name - S*t*Patrick will include St. Patrick, Saint Patrick, St Patrick, Saint-Patrick
First Name - M*ch*l* will include Michelle, Michele, Michael, Michel, Michaela
Case Number - *24*45678 will look for 24-45678, 2024-45678, 24-0045678, 240045678, OR24045678, etc.
DL Number - A*123*456*78*910* will include results with and without hyphens.
All Forms
- Agency Case Number
First Name
Last Name
Tag
VIN
DL Number
Zone or District - This search will only return accurate results if your officers use the Zone field, use it consistently, and enter the information uniformly.
Crash Searches
- Alcohol Tested
Alcohol Test Results
Injury Severity
Manner of Collision
Suspected Alcohol Use
Hit and Run
Emergency Vehicle Use
Hazmat Release
Unit Number
Driver Distracted By
Driver Vision Obstruction
Event Relation to Junction
Vehicle Body Type
Road System Identifier
Non-Motorist Description
Citation & Warning Searches
- UTC by Statute - UTC & Warning
UTC Court Disposition - UTC only
UTC County - UTC only
Property & Evidence Search
- Property Item
Parking/Ordinance Search
- Ordinance Type
Narrative Search
- The narrative search may be used on forms that have a Narrative section, such as Crash, FIBRS, UAA, FIR, and Trespass.
You may use the asterisk (*) as a wildcard.
Combining Search Criteria
You may combine search criteria across the Form, Case, and Custom tabs to narrow your search.
Always press Clear before performing a new search to remove any previous search parameters that have been entered.
Remember, the Case tab searches for information that is entered on the Case Information screen. If you don't update the default information with your case details, you will not get results.
Examples of searches with combined criteria are below.
Crashes (Form tab) in Submitted status (Form) within a date range (Form) involving Last Name - Doe (Custom) First Name - Jane (Custom)
Crashes (Form) in Submitted status (Form) with a case type marked as Hit and Run (Case) in Open or Pending status (Case)
Crashes (Form) in Submitted status (Form) where Hit & Run is marked Yes (Custom)
Crashes (Form) in Submitted status (Form) where the Driver Distracted By is Texting (Custom)
FIBRS Offense/Incident reports (Form) in Accepted status (Form) assigned to Detective Jones (Case) in Open or Inactive status (Case)
Any form in Accepted, Mailed, or Submitted status (Form) within a date range (Form) involving a vehicle with tag ABC123 (Custom)
Citations in Mailed or Submitted status (Form) within a date range (Form), written for 316.075(1)(c)1 - Fail to Stop at STEADY RED signal (Custom).
Favorite Searches
Search criteria entered on the Form, Case, and Custom tabs may be saved as a Favorite search.
Always press Clear before creating a new Favorite new search to remove any previous search parameters that have been entered.
Creating a Favorite Search
Add your search criteria to the Form, Case, and/or Custom tabs.
Press Search. This will verify that your search is working and returning the desired results.
On the Form tab, under Favorites, Press Save.
You will be taken to the Favorites tab.
Give your search a logical name, like "My Open & Rejected Forms."
Running, Renaming, & Deleting Searches
To run the search, go to the Favorites tab, highlight it, and press Run Selected Search.
If you have multiple Favorite searches, you may use the blue up/down arrows to put them in the order you desire.
To rename a search, click on the Search Name to make changes.
To delete a search, highlight it and press Delete Search.
Setting a Favorite Search to Run at Login
If you would like a Favorite search to automatically run when you log in, check the box in the column labeled Is Default.
Go to the Tools tab at the top of the Forms manager and then User Preferences. Click on Perform Auto Search After Login and a checkmark will appear.
You may only choose one Favorite at a time to run at login.
Search Examples
Example 1 - This is a Favorite search for all forms under the TraCS user ID for a rolling 30-day range. It is set to run at login.
Example 2 - This is a Favorite search for all Validated forms for User ID's doral, kathleenp, and romans. It is set to run at login.
Updating a Favorite Search
If you make any changes to an existing Favorite search, you must resave it as a brand new search.
Take Example 2 above. You are a sergeant, and you have a Favorite search set up to query Validated forms for your squad members, doral, kathleenp, and romans. You have it saved as Squad A - Validated Forms. Amyc joins the squad.
Add amyc to the User ID list, and under Favorites, press Save. Give the search a new name and check the box in the Is Default Column. Delete the old search if desired by highlighting it and pressing Delete Search.
Advanced Searches & Ad Hoc Queries
You may perform more complex searches by creating an Advanced Search or Ad Hoc Query. These searches can query virtually any field on a form.
For instructions on how to create them, see How to Create an Advanced Search and How to Create an Ad Hoc Query.
The process of creating the queries is the same. Both types of queries may be shared with other users.
Which should you use? That depends on how you or your end client wish to view the results and what you want to do with them.
If you would like your results to show in the Forms Manager where you can open and view the forms, use an Advanced Search.
If you would like your results in a list format that can be emailed or printed, go with an Ad Hoc Query.
Advanced Search
Advanced Search results show in the Forms Manager.
Because the results show in the Forms Manager, an advanced search may be created more quickly than an ad hoc query.
You do not need to add fields to your query that already exist in the forms manager, such as Case Number or User ID.
You may open forms and look at them right away.
You may copy and paste your results into Excel, CSV, Word, or Notepad (Ctrl-A, Ctrl-C, Ctrl-V). Excel is best.
You may create an email notification based on your criteria.
You cannot print or email your results.
You cannot customize the way the results look in the Forms Manager.
You cannot export your results. You may only copy and paste to another application, such as Excel.
Query sharing may only be done via the Configuration Manager.
Ad Hoc Query
Ad Hoc query results show as a list in a report format.
You may group the results.
Because the results show in a report format, creating the query takes longer than an Advanced Search.
Each field that you want to see in your results must be added to the criteria.
The report may be exported to Excel or CSV file
The report may be printed or emailed.
You may customize the report by resizing, renaming, and reordering the columns, and adding a header, footer, and other information.
Query sharing may be done via the Configuration Manager or by exporting and sending the file to others.
You cannot open forms directly from the search results.
You cannot set up a scheduled email notification.
There are approximately 28 prebuilt ad hoc queries available for use. A list of the queries and information on how to import them to your machine are on this page.
Analysis Reports
There are over 40 pre-built analysis reports available to agencies. All users have access to them. The results are in a report format with the agency name at the top. The results may be printed, emailed, or exported to PDF or image file.
See the Analysis Reports page for further information.
Master Index Search
The Master Index search is located on the RMS tab. Instructions on how to use it are in this Master Index Searching PowerPoint.