Report Management: Creating and Editing Report Template Fields

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This article contains the following sections:

Adding Fields to a Report Template

Patrol Report Fields Types

Confidential Report Fields - Permissions

Set Report Fields as Confidential

How Confidential Fields Are Displayed

 

Adding Fields to a Report Template

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

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

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

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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.

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Patrol Report Fields Types

 

Choose List 

(List Picker, Choose Multiple)

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

System List 

(Client, Vehicle, Employee, Sites Locations, Incident/ Maintenance Types. These fields allow you to create report drop-down lists for incident categories, sites, employees, locations, and vehicles):

  • System lists pull from data created in the TrackTik cloud application. Site Locations and Incident/Maintenance Types allow guards to tag site locations created in the client profile with incident/maintenance issues to develop property statistics.
  • Client, Vehicle, and Employee lists allow the user 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 users can mark up by using their fingers to draw on the touchscreen. 
  • Each type of draw field has a specific diagram for users to use. 
  • The Signature Box provides the user a line to sign their name.

Text Fields

(Text Box vs. Comment Box)

  • Both the text and comment boxes allow the users to capture notes with the keyboard on the device.
  • The Text Box is intended for short descriptions such as a name or location, whereas the Comment Box is intended to capture long narratives of detailed text. 
  • For this reason, the Comment Box also features a Talk-To-Text function that allows users 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 of 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 that the users can use to note a specific time and date. However, the time and date that 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 you can include 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 emergencies if a guard must take pictures quickly and 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 added to the report form, it is possible to check the 'required field' box. If a field is required, the guard will have to fill the field to complete the report.

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Confidential Report Fields - Permissions

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

Note:  When a report is generated containing confidential fields, those fields will also be marked as confidential.

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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.
  5. 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.

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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 the field type. A new check box called Confidential Field has been added for the following three field types: 
    • Text Box (Regular)
    • Comment Box
    • Number
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  1. Select the check box next to Confidential Field and then click Save Field. The report template is saved. 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 see the information.

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

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