Creating/Modifying the Report Template

Some examples of custom report templates include activity logs, incident reports, and time-off request forms. You can find a list of pre-defined report templates here.

Creating/Modifying the Report Template

If you need to modify a specific report template, the recommended approach is to archive the current template and create a new template with the necessary changes. This ensures that your modifications are implemented without affecting existing reports.

1. Select the Settings tile from the main TrackTik menu on the left of the main application window.
2. From the Settings menu, select the Report Templates option.
3. Under Custom Report Forms, select "New Custom Report."
    

 

4. This will load the New Custom Report Form window.
    

5. Add information for the report and create rules for where and when the report form will be accessible. 

Note: You can review this information and edit forms at any time by selecting the Edit button next to the report's name in the main Patrol Settings window.

6. Once the fields have been completed, click "Save" to save the report form.

• Navigate to Runsheets in the BackOffice.
• Select the relevant runsheet(s) you wish to edit.
• Click the file icon to edit the runsheet settings.
• Scroll down to the report template section and assign the desired template as the default report template for those specific runsheets.

Options

Available to all Regions

• Available only to Multi-regional portals from Head Quarters (HQ) or view all regions level. 
• This option helps Administrators standardize report templates across multiple regions. Administrators are the template owners, so an admin can only edit it with access to HQ.

Regions to exclude: Make the report template available to select regions in your multi-regional portal.

Name

• Give the report form a name. 
• This name appears in the mobile application when security guards select a report form.

Information/Instructions (Optional)

• You can add additional information or instructions about when to use the report form. 
• Officers can view this information below the report's name on the mobile device. 
• Typically, used to describe when to use the report form.

Category

• Use report categories to organize report forms. 
• Optional field that only organizes report forms in the dashboard. 
• They do not affect any functionality of the mobile application.

Status

Archive report forms that are no longer valid or required. The active report form is available.

When archiving a parent report template, you may see two options: Archive and Relink. Here is what each option does and when to use it:

• Archive: Archives the parent template and all of its child templates. Choose this when you want to fully retire the parent template and anything that inherits from it. After archiving, neither the parent nor child templates will be available for reporting.
• Relink: Archives only the parent template and relinks the child templates to a different, active parent template. Choose this if you want to retire the parent template but keep the child templates in use. You will be prompted to select the destination parent template.

Permissions and device limitations

• Archiving and relinking must be done in the web portal by an admin or a user with the necessary template-management permissions.
• These actions cannot be performed from the mobile app.

Best practice

• Before archiving a parent template with child templates, decide whether those child templates should continue to be used. If so, use Relink and select the correct new parent template to preserve reporting continuity.

Templates appearing achived in a report 

If templates appear "archived" in a report, they may be active templates belonging to archived regions. By default, Data Lab returns active templates regardless of the region’s status.

How to filter out templates from archived regions

• Add a status filter so only templates linked to active accounts/regions are returned.
• In the query builder or SQL editor, restrict by account/region status. Example filters:
• Account/Site status: AccountStatus = 'ACTIVE'
• Region status or archived flag: RegionStatus = 'ACTIVE' or RegionIsArchived = false
• If your report uses UI filters (context filters), add Account Status = Active and/or Region Archived = No.

Step-by-step (query builder)

• Edit the report in Data Lab.
• Locate the filter or criteria section and add a new condition.
• Field: Account Status (or Region Status)
• Operator: equals
• Value: Active
• Save and rerun the report.

Verification

• Cross-check the list of templates against the Accounts/Regions module and confirm those shown belong only to active accounts/regions.
• If counts still look off, add both Account and Region status filters to ensure neither archived accounts nor closed regions appear.

Common pitfalls

• Filtering by template archive status alone will not exclude templates linked to archived regions.
• If you use multiple joins (Templates -> Regions -> Accounts), ensure the filter applies to the correct entity (for example, Account or Region status).

Assign to

• Assign the report form to a specific site, make it available to all locations, or select On Demand.

Note: "On Demand" will remove the report from the list of reports available on the mobile device. You can assign "On Demand" reports to Zones with the Zone Reporting option. Use the On-Demand option and create a Zone to assign specific reports to certain sites.

Through Zone Report Settings, you can ensure these reports are available only to selected sites within that zone.
 

Default Language

• Select the language for the report form.

Support multiple languages

• This allows the user to translate the report template into at least one other language. This makes it easier for users that speak different languages to fill out the reports on their mobile devices. The report will open in the phone's default language. If no translation is available, it will open in the default language of the report template.

Approve Automatically

• Reports must be approved before they are available in the client portal. 
• If a report form is set to approve automatically, it is immediately available to clients. 
• This is common for maintenance reports or activity log entries.

For Admin Eyes Only

• Keeps a report visible only to users in the Admin portal. The user will still see the report template on the mobile application to create a new report. Make the report On Demand to remove the report from the list of templates available on the mobile device.

Notify Alert Queue

• Identify this report as an Important Report. 
• Important Reports automatically trigger the Alerts/Important Reports notification when submitted.
• To have report information displayed within notification emails instead of as attachments, ensure the 'Notify alert queue' flag is enabled for the Incident Report or any specific report you are setting up.

Exclude from Shift Report

• Set report forms to be excluded from the Shift Report.

Template filter dropdown availability

Newly added templates will not appear in the Template dropdown used for filtering until there is at least one report created using that template. This prevents the dropdown from listing templates that have no data yet.

Make a new template appear

1. Confirm the template is active/published. If your portal distinguishes between draft and published templates, ensure the template is active.
2. Create the first report using the template:
   • Start a new report in your reporting area.
   • Select the template you just added.
   • Complete the required fields and save/submit according to your workflow.
3. Refresh the page where the dropdown is used. If it still doesn't update, sign out and back in to refresh your session.

Make sure your filters include the new report:

• Adjust the date range to include the report's creation date.
• Include the appropriate statuses (e.g., Draft, Submitted, Approved).
   

Common reasons a template still doesn’t appear

• No report exists yet. Create at least one report using the template.
• Insufficient permissions. Ask an administrator to confirm access to the template and its reports.
• Template not active/published.
• Wrong context/type. Some views list only specific template types; ensure the template type matches the filter context.
• Scope or assignment. Verify the template is assigned to the site/region you’re working in and that the report was created within the same scope.
• Date/status filters exclude the report.
• Caching/session. Perform a hard refresh or sign out/in after creating the first report.

PDF layout and formatting

• Report PDFs have a fixed layout, and font size cannot be changed. The system does not support custom fonts, font scaling, or granular layout edits like line spacing or margin changes.

What you can control

• Which fields and sections appear by designing your report template.
• Branding elements such as logos (dual branding) and, in some cases, header details.
• Data exported via CSV/Excel for post-processing outside the platform.

Alternatives if you need different typography

• Export to Excel/CSV and apply your own formatting in a separate document.
• Use a custom Data Lab export and build a tailored report in your BI tool.

• Available to all regions and excluded regions
• Category
• Assign to
• The type of report (dispatchable task, regular)
• For admin's eyes only
• Optional tag
• Required field option in "Field Setup."
• "Section" is not removed from the fields in the field setup

The original order of the fields will also remain the same.

 

 

2. Click "Copy Report."
    

 

3. Enter a name for the new report template.
    

 

4. Click "Save."
    

 

2. Click "Export Template."
    

 

3. Copy the string.
    

 

4. Click the "Import Template Package" button and paste the string. Click the Save button.