The Setup page in the Reports section of Trak provides designated team members with the ability to setup some features for all reports in the system.
Set Default Report Format for Management, Schedule, and Case Reports
This default setting for how you want the reports to display is effective for all types of Trak reports except Custom Reports. All Custom Reports are displayed in “HTML” format so you can more easily move that information into Excel, Power Point, or Word as desired.
Select “Setup” from the “Reports” dropdown menu on the left side of Trak.
Figure 1. “Setup” on the Reports menu
Use the radio buttons next to “Set Default Report Format for Management, Schedule, Case and Medical Reports”.
Options:
• PDF – non-editable, finished report format.
• DOC – open in Word format, or save to your computer as a Word document so you can edit. A pop-up window will display from your computer asking you if you want to open the file or save the file.
• HTM – a web page format you can view without page breaks.
Click on the “Save” button after you have selected the format that you want.
Figure 2. Default Report format options
Log out and log back in to Trak to apply the changes you have made. This setting will not change until you log-out of Trak and log back in the next time.
NOTE: You can select any report format at any time you are trying to run a report. This is just the report format that will be used as the default format.
Create a Custom Footer for Trak Reports
In the “Report Footer” box, enter text to be displayed at the bottom of all reports created in Trak. For example, “This report is private and confidential.” The space will hold up to 250 characters and up to 2 separate lines.
Click on the “Save” button.
Log out and log back in to apply your changes. This setting will not change until you log-out of Trak and log back in the next time
Figure 3. Report Footer text field
Define Age Groups for Custom Reports
CACs are often asked to report on the age of children served by grouping the ages. Below are two examples – both reports needing different groups.
VOCA | United Way |
0 to 6 | 0 to 2 |
7 to 12 | 3 to 5 |
13 to 18 | 6 to 11 |
18 to 100 |
|
Figure 4. Custom report age group examples
Use the Age Group table to create the group for each report. To create a new age group, click on the “Add” button.
Figure 5. “Add” age group button
Type the name of the age group that you want to create in the “Description” field of the pop up box and click “Update.”
Figure 6. “Description” field
The newly created age group will be added to the bottom of the list. Click on the “Edit” button in the row of the age group you just created.
Click the “Add” button to enter the first age range.
Figure 7. “Add” button
Use the up and down arrows to select the lower and upper age limits in the pop up box and click “Update” to save. Conversely, click “Cancel” to forego adding an age group and returning to the table.
The example below shows an age range of 0 – 6.
Figure 8. Lower and upper age limits in the pop up box
Repeat this process until all of the desired age ranges are added to the table. Click on the “Save” button to save the changes made in the new age group.
Figure 9. “Save” button
Using Age Groups in a Custom Report
Age groups are available for use in summary queries when you select either the “Alleged Victim/Client Information” or “Alleged Offender Information” Data Field Category.
The actual data field will display like this example: Alleged Victim/Client Information
The words in the blank space will be the title or name given when the age group was created. If you created the ‘United Way Age Group’ it would look like the sample below: Example: Alleged Victim/Client Information – United Way Age Group
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