TraCS Form Dates and Meanings

Dates in the Forms Manager

Form Date

This is the date that the form was created.

Submission Date

Currently, only crashes and UTC's will have a submission date.

For crashes, this is the date the crash transmitted to FLHSMV.

For UTC's, if the citation does not require a court appearance, this is the date that it transmitted to the clerk.   These citations will have a status of Submitted.   If the citation requires a court appearance, this is the date that the citation flagged with a status of Mailed.

Auto Export Dates

There are four (4) different auto export date columns in the Forms Manager, AutoExport Base 64, AutoExport PDF, AutoExport TIFF, and AutoExport XML. Each one is for a different type of export job.   Your agency may use any, all, or none of them.   A date in this column indicates that a file of that type was exported to a secure server for pick up by your agency for interna use and/or for an outside vendor.

The Auto Export dates have nothing to do with the export of crashes and citations to the state and clerk.   Those are separate jobs with separate export dates (see Submission Date above).   The dates in the Auto Export columns indicate the date that the particular export job ran and nothing else.   For example, a date in the AutoExport PDF column means that a PDF copy of the form exported to a secure server for pickup by the agency.

Dates in the Form Status Section on the Form

If you open a form and scroll down to the bottom to the Form Status section, you will see a grid with common statuses for a form.   If Validated, Reviewed, Accepted, Rejected, Voided, or Deleted was pressed, the status fields will show the most recent date and time that the button was pressed along with the User ID and badge/ID number of the user who pressed it.

The fact that the grid shows a date and time stamp is not an indicator of the current status of a form.   For instance, if a form shows a name, date, and time for Accepted, that does not mean that Accepted is the current status of the form.   It means that the Accept button was pressed at the listed date and time.

The Current Status field will show the last status button that was pressed.   A key with six common statuses are listed below the Current Status field.   All status codes are listed on this page.

Check the red bar along the very top of the form to confirm the actual current status of the form.