How to Create / Edit Report Templates
Report templates provide flexibility to create unique forms for different situations officers need to document. Rules can be assigned to each form that will govern which sites can access the form as well as who can view the report.
Table of Contents
Locate Field Report Templates
Build custom report forms for certain clients. Assign report forms to specific client sites and configure the fields that will appear in that report form. Access the list of report forms by clicking on the Patrol Reports icon from the Settings tile.
Create or Edit a Report Form
To create a new report form, click on [+ New Custom Report] button. This will prompt the pop-up window shown above. Here you will add the basic information for the report and create some rules for where and when the report form will be accessible. You can revisit this information and edit this form at any time by clicking on the [Edit] button next to the name of the report.
Name: Give the report form a name. This is the name that will appear in the mobile application when officers are selecting a report form.
Information/Instructions: Add additional information or instructions, the officers will be able to view this information below the name of the report on the mobile device. Typically this field is used to describe when to use the report form.
Category: Use categories to organize report forms. This is an optional field that organizes report forms in the dashboard. Report categories will not affect any functionality on the mobile application.
Assign To: Assign a report form to a specific site/zone, leave it available at all sites or select On Demand. On Demand will remove the report from the list of reports available on the mobile device. On Demand reports can be assigned to Zones with the Zone Report Settings tab.
Report Language: Select the language for the report form.
Approve Automatically: Reports need to be approved before they are made available in the client portal. Set certain report forms to approve automatically so that they are immediately available to clients. This is common for maintenance reports or activity log entries.
For Admin Eyes Only: Keep reports internal and only available to users with an Admin portal role.
Notify Alert Queue: Identify this report as an Important Report. Important Reports will automatically trigger the Alerts/Important Reports notification when they are submitted.
Exclude From Shift Report: Set report forms to be excluded from the Shift Report.
Build a New Report Form
Once you have created the report form and set the rules for the report, click on the [Fields Setup] button to start building the report form.
Add and Label a New Field
- Click on the "Add a field" text to add a new field
- Provide a label for the field. This will appear on the mobile device.
Selecting the Field Type
Choose List (List Picker, Choose Multiple): Both the choose one and choose multiple lists use a drop-down menu. The only difference is allowing the officer to select multiple items or a single item.
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 Type 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 and Signature Box (Signature, Vehicle, Body Injury, Trailer, Golf Cart): 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 the 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 box 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 narratives of 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 licences in North America.
Time and Date Pickers: These fields are dials the officers can use to note a specific time and date. However, the time and date that the report is completed will automatically be 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.
Picture From Gallery: This report fields allows officers to include a picture from their device that was captured outside of the TrackTik application. This field is particularly effective when an officer took pictures to quickly document a situation before they had a chance to open the report form in the application.
High Quality Picture: The standard images captured in TrackTik reporting are a thumbnail of the original image captured on the device. This new option allows officers to include the high quality original image. Note that this can increase the data used by the device as higher quality images will transmit more data.
Save the Field
Once the field is saved it will appear on the device on the left-hand side. Continue adding to complete the report form.
Edit Exisiting Fields
Hover over fields to edit the form. Existing fields can be dragged and dropped to reformat the form. Click on the small red box to drag and drop fields.
To change the label or the type of the field click on the "Edit" text that appears when you hover over the field.
Active / Archive Form Status
All report forms are now assigned one of two statuses. Access your list of report forms by clicking on the "Settings" tile on the left-hand side. Then select the "Report templates" option.
Active: The active status ensures that the form is available for use by officers. It will also list the form in the default "active" forms list shown when you access you list of report forms.
Archive: When the "Archive" status is assigned the report form will no longer be available for use. However, the form is still accessible in the "Archive" filtered list of report forms.
When a form is Archived:
- No longer appears in the list of available forms for officers using the mobile or web based application
- No longer appears in the drop-down menu for filtering the list of completed reports in the dashboard, employee profile, site and zone profiles
- Completed reports are still available, but can only be found by searching the completed field reports
Archive a Report Form
Follow the steps below to archive a report form.
- Click on the [Edit] button for the report form.
- In the pop-up window, click on the "Status" drop-down field. Select the "Archive" option.
- Once the status is set to "Archive" click on the [Save] button.
Access Archived Forms
By default the reports shown are the list of "Active" forms. To view "Archived" forms click on the drop-down menu above the list of reports. Select the "Archived" option from the drop-down. The list of reports will automatically update to show only report forms.