How To Create an Advanced Search

Overview

There are several ways to search for information within TraCS.

There are over 50 pre-built analysis reports that are available to all users.

You may perform basic searches by using the Form, Case, and Custom tabs.   With these searches, you are restricted to the fields that are available on those tabs.

You may perform more complex searches by creating an Advanced Search or Ad Hoc Query.   These searches can query virtually any field on a form.

The process of creating the queries is the same.   Both types of queries may be shared with other users.   The type of query you create depends on how you or your client wishes to view the results and what you want to do with them.   The differences between the two are outlined here.

Advanced Searches

Advanced Search results show in the Forms Manager.
Because the results show in the Forms Manager, an advanced search may be created more quickly than an ad hoc query.
You do not need to add fields to your query that already exist in the forms manager, such as Case Number or User ID.
You may open forms and look at them right away.
You may copy and paste your results into Excel, CSV, Word, or Notepad (Ctrl-A, Ctrl-C, Ctrl-V).   Excel is best.
You may create an email notification based on your criteria.

You cannot print or email your results.
You cannot customize the way the results look in the Forms Manager.
You cannot export your results.   You may only copy and paste to another application, such as Excel.
Query sharing may only be done via the Configuration Manager.

How to Create an Advanced Search Query

Go to the Advanced tab and select Advanced Searches.
Press New
On the Advanced Form Search screen that appears, give your query a name.
Add criteria one at a time by making a selection from the Form, Group, Field, and Action lists, and then pressing Add.
When you are finished adding criteria, press Finish to save your query.

Advanced Search Query Examples

Example 1 - Validated Crashes Over 3 Days Old

Create a new query.

Select Crash Form (Form list), Form Information (Group), Form Date (Field), Occurred (Action).
In the Value(s) section, press New.
In the window that comes up select Before, Previous, put 3 in the number field, and select Day.
Press OK and it will be added to the Value(s) list.
Press Add and the criteria will show in the Search Criteria section.

Select Crash Form (Form), Form Information (Group), Status (Field), Exact Match (Action).
In the window that comes up, select Validated.
Press OK and it will be added to the Value list.
Press Add and the criteria will show in the Search Criteria section.

Your search window should look like the one below.   Press Search to test your query.   If there are matching results they will appear in the forms manager.

This is a good example of a query where you can set up an email notification that goes to supervisors at the agency.   Instructions on how to do it are on this page.

Example 2 - Crashes with Micromobility Devices (Scooters, e-Bikes, etc.)

This query will return crashes within a date range where the non-motorist description is Other Pedestrian (E-Bike or E-Scooter, wheelchair, person in a building, skater, pedestrian conveyance, etc.) AND the E-Bike/Scooter/Micromobility Device field is marked YES.

Keep in mind that the query results will include different types of micromobility devices including e-bikes, e-scooters, motorized scooters, and hoverboards.   The definition of a micro-mobility device is in FSS 316.003(41).   Consider requiring that your officers add consistent text to the narrative to indicate the type of device that was involved.

Create a new query and name it Crashes with e-Bikes & e-Scooters

Select Crash Form (Form list), Form Information (Group), Form Date (Field), Range (Action)
In the Value(s) section, press New.
In the window that comes up, check the box next to Prompt user for search value.
In the Prompt Text field, type the text you want to see when the date prompt comes up.   For example, "Enter Date Range (Required)."
Leave the Required box checked and press OK and it will be added to the Value(s) list.
Press Add and the criteria will show in the Search Criteria section.

Select Crash Form (Form), Form Information (Group), Status (Field), Includes Any (Action).
In the Value(s) field, press New and select Accepted and Submitted.
Press OK and it will be added to the Value list.
Press Add and the criteria will show in the Search Criteria section.

Select Crash Form (Form), Form Information (Group), Form Type (Field), Does Not Contain (Action).
In the Value(s) field, press New and type the letter U in the Enter Value to be Searched for Field.
Leave the other fields as is.
Press OK and it will be added to the Value(s) list.
Press Add and the criteria will show in the Search Criteria section.   This will eliminate crash updates from the search results.

Select Crash Form (Form), NonMotorist (Group), NonMotoristDescription (Field), Equals (Action).
In the Value(s) field, press New and select Other Pedestrian (E-Bike or E-Scooter, wheelchair, person in a building, skater, pedestrian conveyance, etc.).
Press OK and it will be added to the Value list.
Press Add and the criteria will show in the Search Criteria section.

Select Crash Form (Form), NonMotorist (Group), RentedScooter (Field), Includes Any (Action).
In the Value(s) field, press New and select Yes).
Press OK and it will be added to the Value list.
Press Add and the criteria will show in the Search Criteria section.

If you plan on requiring your officers to add text to the narrative to indicate that what type of device was involved, such as "micro" or "e-bike," you may add a criterion so that information is searchable.

Select Crash (Form), Narrative (Group), Body (Field), Contains (Action).
In the Value(s) section, press New.
In the window that comes up, check the box next to Prompt user for search value.
In the Prompt Text field, type the text you want to see when the date prompt comes up.   For example, "Enter Narrative Text (Optional)."
Uncheck Required box checked and press OK and it will be added to the Value(s) list.
Press Add and the criteria will show in the Search Criteria section.

Your search window should look like the one below.

Press Search to test your query.
You will get a prompt like the one below.

If there are matching results they will appear in the forms manager.   The NonMotoristDescription, RentedScooter, and Body columns will show at the far right.