Task 3.5: Implement Tags

Purpose:  Creates custom list of tags that may be added to any form or case.  Tags make sorting, searching, and analyzing data easier, by allowing you to assign categories to your forms.  Every form has a Tags field, allowing the user to select the categories that apply and “tag” the form.

Open

Because each agency’s needs may be different, you will need to decide which tags you want to be available for selection when filling out forms.

Requirements: TraCS Office computer, web client and system admin account.

• Take a moment to consider a list of categories that you would like to use to organize your forms.  Here are some suggestions to get you thinking:

•  Start TraCS. 

•  Sign in with a System Admin Account.

•  Select the Tools tab on the ribbon menu.

•  Open the Tags utility form:

  • From the Tools ribbon menu, click the Code Lists button.

  • Select Tags.

Open

• Verify that the correct TraCS Agency Number for your agency appears.   (If you support multiple agencies in the same TraCS database, you will want to login as a system admin for the agency you want to configure.

Add Tag

• Click the blue bar labeled

Open

Note: the Delete Group button will delete the current group it is above.

Open

• Enter the requested data.

Open

• Enter a unique two-digit code number for the Tag Code field.

• Enter a description for the tag in the Form Tag field.

• Select the forms on which you want the tag to be available in the Forms Used On field.  (Selecting All will make the tag available on all forms.  Selecting Case will allow the tag to be entered in the case information dialog screen to tag the case.)

•  Click the validate button  to validate the form and add/delete/update the tags to TraCS.

Delete from Table

Open

• Click the blue bar labeled Delete Tag to open groups.

• Open

  

  Choose the Tag to Delete

• After the first time the group will auto open if data is entered

• when all deletions are entered click Validate to remove them from the table.

Modify the Table Contents 

Open

• Click the blue bar labeled Update Tag to open groups.

• Open

  

  Choose the Tag to Update

• After the first time the group will auto open if data is entered

• Enter a description for the tag in the Form Tag field.

• Select the forms on which you want the tag to be available in the Forms Used On field.  (Selecting All will make the tag available on all forms.  Selecting Case will allow the tag to be entered in the case information dialog screen to tag the case.)

• when all updating is complete click Validate to remove them from the table.

After updating table

• User accounts for all Office are updated as soon as you click Apply.  However, a distribution will need to be created and run in order to push the changes to mobile clients. 

• Mobile Clients

  • Regular system – requires a distribution to get changes sent to the Field units

    • Complete Task 4.1 to make a new distribution. (Note: for web services agency see task 4.9 for alternate to running a distribution)

  • Web Services System – set up with a batch server can set up a automatic system to distribute table updates

  • Hosted Environment – All local tables (e.g. Ordinance, court schedule, etc.) will be updated by the agency, which can be done using any web client. All table updates are due by the End of the Day before the tables are updated. Distribution of the updated tables will be processed and ready early every morning. Distribution will run the next time the user logs in and logs off if distribution is set to automatic download.