Here are the answers to some Frequently Asked Questions regarding Trackvia's features:
How can I add images into a record?
First thing you need to do is to create a uploaded picture or image field type to your database. Once you add this field you can upload any image into a record. On the display tab of your report settings you can choose for your images to appear as either an icon, thumbnail, wallet or full sized image.
How do I create an email template?
Trackvia allows you to create your own email templates in HTML or plain text. To create an email template in text choose the "save as" option in word and select plain text as the type. You can also create your own templates in HTML which will allow you to include images and links. There are many HTML editors out there to choose from that make creating HTML documents easy. If you would like to create these templates from scratch you can go to one of the following sites for a quick tutorial in HTML.
How do I add the unique record locator to my report?
If you look at the Edit Report Settings page, you’ll notice that Record Locator is in the unused fields at the bottom. Just click the green plus sign to add it to the report.
How do I change my default report?
The default report can only be changed from showing on the Database Overview page or not. We recommend that you create a few separate, filtered and formatted reports, each of which shows you a specific aspect of the database. You may add up to 9 reports to the database overview page, and this just tends to make the database more usable as you get the benefits of having lots of fields in one database while using Reports to slice and dice the database into specific, targeted subsections.
How do I delete a database or report?
To delete a database, click the Setup link (in the horizontal gray bar toward the top of your screen, on the right side) and then click the red X icon next to the database you wish to delete. This will delete the entire database, including records. To delete a report, go to the database overview page for the appropriate database, click the Reports link (under the Tools option toward the upper middle of your screen) and click the red X icon next to the report you wish to delete. This will delete the report, but does not delete any records or fields from the database.
Can I format my report to only show a certain number of characters for a certain field?
Yes, you can format each report to show as many or as few characters as you wish. In the Edit Report section, click the "Display Options" tab (upper right corner), set the number of characters you wish displayed for each field, and then click Save Changes. In the report, that field will now display (more...) for any records that exceed the number of characters to be displayed.
Can I get a report to only show me updated records?
Yes, this is pretty easy in Trackvia. What you do is create a new report, and set a Filter for that report that only includes records that have been updated within a certain number of days. (Use the "Filter" tab on the "edit report" page to do this...Filters are explained in a Help article that you’ll see if you click Help in the upper right.) The filter should be set on the "Last Updated" field, which is a built-in Trackvia field in your database. If you set the filter for "minimum of 0 days ago" then only records updated today (whatever day you’re looking at the report) will be shown. You could create and save standard reports such as "updated today" and "updated today and yesterday" and "updated last 5 days".
Can I create subcategories in Trackvia?
For the most part, Trackvia's sophisticated Reports features makes subcategories unnecessary. This is because you can use fields in the database to accomplish the same thing as subcategories, and then filter the records into various reports that show you exactly what you want to see. For example, you might create a drop-down field that has 3 choices: document ownership, document characteristics, and document estimates. Then you would have additional fields for each record that apply to that type of record (ex. Document characteristics). Then you'll create a report that is filtered to show only Document characteristics records. You can also create a Checkbox Group field type in Trackvia, and then you can select various attributes that apply. For example, you would have 3 checkbox groups: document ownership, document characteristics, and document estimates. Each of these fields would have various attributes that apply, and you can check one or more of those attributes for each record. And then, you can create filtered reports that show only the records that match various criteria.
