4.3 Report Management: Creating / Editing Fields of a Report Template

Updated Sep 08, 2020

Once you have created a report template, you can then add the fields that employees will fill out when filing the form.

  1. Go to Settings.
  2. Click on "Report Templates".
  3. Click on "Custom Report Forms".
  4. Click on "Field Setup".

A window will appear with a graphic image of a handheld device.

Click on the "Add a field" text to add a new field.

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Select the type of field you would like to add. Please see below for a list of available field types.

Enter a label for the field. This appears on the sample mobile device.

Proceed to select additional options.

  • Required: The guard will not be able to file the report without filling out the field.
  • Confidential Field: Guards must have sufficient permissions to set or view these fields. Please see the end of this article for more information on confidential fields.
  • (Optional) Tag: Enter tags to add additional search criteria when searching forms.

When all the desired fields have been added, click on the "Save Field" button to save the changes.

Patrol Report Fields available:

Choose List 

(List Picker, Choose Multiple)

  • Officer may choose either a single item or multiple items using a drop-down menu.

System List 

(Client, Vehicle, Employee, Sites Locations, Incident/ Maintenance Types):

  • System lists pull from data created in the TrackTik cloud application. Site Locations and Incident/Maintenance Types allow guards to tag site location created in the client profile with incident/maintenance issues to develop property statistics.
  • Client, Vehicle and Employee lists allow the officer to store the report with a specific employee, vehicle, or client.

Draw Fields & Signature Box

(Signature, Vehicle, Body Injury, Trailer, Golf Cart, Bus)

  • The draw fields are diagrams officers can mark up by using their finger to draw on the touchscreen. 
  • Each type of draw field has a specific diagram for officer to use. 
  • The Signature Box provides the officer a line to sign their name.

Text Fields

(Text Box vs. Comment Box)

  • Both the text and comment boxes allow the officer to capture notes with the keyboard on the device.
  • The Text Box is intended for short description such as a name or location, whereas the Comment Box is intended to capture long narrative of detailed text. 
  • For this reason, the Comment Box also features a Talk-To-Text function that allows officer to capture text notes by speaking into the phone.

Scanner Fields 

(Text Box with Barcode Scanner, ID Card Scanner)

  • Scanner fields use the camera on the device to focus and read most types of barcodes. 
  • The Text Box scanner allows guards to read the information off a barcode and type in an item The ID Card Scanner is designed to read the barcode on most drivers’ licenses in North America.

Time & Date Pickers

  • These fields are dials the officers can use to note a specific time and date. However, the time and date the report is completed will be automatically stored in the report.

Picture

  • The Picture field uses the camera on the device to capture pictures of the scene. There is no limit to the number of pictures that can be included in a report form. There are three types of picture fields that you can integrate into form templates:
    • Picture: The picture field is a button that you tap to snap a picture with your device's camera. Snap the picture, and it will automatically be integrated into the report.
    • Picture from Gallery: Select an existing picture from your device's gallery to integrate into the report. This is handy in emergency situations if a guard must take pictures quickly and if they do not have time to open a report form before snapping pictures.
    • High Quality Picture: This is also a button that the guard clicks to snap a picture and immediately integrate it into the report form. This picture is of higher resolution than the ones taken with the other picture button.

For any field you add to the report form, you can check the box if it should be a required field. If a field is required, the guard will not be able to complete the report without filling out the field.

Confidential Report Fields - Permissions

You can set fields in a report template to be confidential, as well as set who can view these fields. The first step is to configure the necessary permissions.

Note:  When a report is generated that contains confidential fields, those will fields also be marked as Confidential in the report.

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  1. In your portal go to Settings.
  2. Click on Roles & Security.
  3. Click Admin Portal Roles → Administrator. The list of settings is displayed.
  4. Locate the Patrol folder and click to expand it.
  1. Select from the two following permissions:
  • Set Confidential Fields
  • View Confidential Fields

Select these permissions to be able to set up confidential fields and view them later.

Set Report Fields as Confidential

  1. In your portal go to Settings → Report Templates. The list of report templates is displayed.
  2. From the list, locate the report you want to change, and at the right side of the row click Field Setup. The report editing screen opens.
  3. Click Add a field.
  4. From the drop down choose field type. A new check box called Confidential Field has been added for the following three field types: 
    • Text Box (Regular)
    • Comment Box
    • Number
  1. Select the check box next to Confidential Field and then click Save Field. The report template is saved. With this option enabled, this field will only be viewed by users who have View Confidential Fields permission enabled.

How Confidential Fields Are Displayed

If a user has the authorization to view confidential fields, the user will be able to see the information normally.

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If a user does not have the authorization to view confidential fields, the user will see Confidential as shown below.

Previous Article 4.2 Report Management: Creating/Modifying the Report Template
Next Article 4.4 Report Management: Creating Custom Report Categories

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