Report

One of the key aspects of Keytracker is the ability to search and produce reports for existing incidents, lost property and various other categories.

Search

There are two ways to access the 'Search' form: select 'Search' from the 'Report' menu or click the 'Search' icon on the toolbar, both are shown below:

In doing so, the following form will be displayed: 

• Choose a Search Group 

• Select the category to search on 

• Complete the Search Criteria as appropriate 

• Click the Search button 

All searches have the ability to return a report, however, those that begin with [REPORT] not only give a standard report but they also provide a graphical representation of the search.If the details have not been completed correctly, the following message will appear:

The wording of the message itself changes with relation to the detail that was incorrectly completed. Simply click 'OK' and complete the relevant detail as appropriate.

The following message may appear in some cases:

This simply informs the user that there are no results that correspond to the details supplied.

The following form will be displayed if either of the above two cases do not occur:

The above image is an example of what the Search Result form looks like.

Top Line - The top line represents the search criteria. 
 
Fields - This section shows what fields are available and if only certain fields are required, uncheck the box will remove this field from the search results. 
 

There are two options once an Item has been selected: Report and Detail.

When 'Detail' is chosen, the record is simply loaded as if it had been opened normally.

The following form is displayed when Report is chosen:

This is the feature that allows a report to be generated. This report can then be printed, saved or even emailed from here.

Printing a Report

To print a report click on the print button, , in the top left corner and the following form is loaded:

Keytracker uses the computer's default printer, see Windows Help if this needs to be changed.

Exporting A Report

To export a report click on the export button, , in the top left corner and the following form is loaded:

Format defines the format in which the report is to be exported. There are many options to choose from but PDF is often a popular choice.

There is also a choice of destination, that is; where the report is to be exported. There are a total of 5 destinations but 'Disk file' and 'Microsoft Mail (MAPI)' are the 2 most common:

'Disk file' is used to save the report to disk.

'Microsoft Mail (MAPI)' is an email function that allows a user to write and send an email and automatically attaches the report (in the selected format).

After any combination of format and destination have been chosen, the 'OK' button must be pressed. An 'Export Options' form is loaded but the form differs depending on the format/destination combination.

Searching A Report

The Binoculars button, , is used as a Search Text function. Once pressed, the following window is displayed:

Enter the search criteria and press the 'Find Next' button.

If the search criterion is met, the text will be highlighted by redlined box. The image below shows this when the criterion 'Incident' was entered:

If the search criteria cannot be found, the following message will appear: