The Custom Tab provides designated team members with the ability to find information in their
NCAtrak database that is not available in other reports and searches in NCAtrak. This feature is
designed to give you access to all data fields in the case record and biography of a person on a
case.
The help guide provides a reference for the key components of the Custom Tab. There are additional
resources for creating and using custom reports in the NCAtrak Help & Support menu.
NOTE: Access to data in NCAtrak is determined by the privileges granted to you by your CAC’s
NCAtrak Security Officer. If you are not allowed to see the data in a case record, you will not be
able to see it in the Custom Tab reports.
Working in the Reports Table
Select “Custom” from the “Reports” dropdown menu on the left hand side of NCAtrak.
Figure 1. “Custom” on the “Reports” dropdown menu
The Reports table is one table with two different parts: “Reports – For My CAC” and “NCAtrak Report
Templates.”
PART 1: Reports - For My CAC
The default view when you click on Custom Reports is the “Reports – For My CAC” view. This view
contains reports created by your CAC or copied from NCAtrak report templates.
• Reports in this view are only accessible to your CAC.
• The action column displays options available to you in this view.
• The report owner (the person who has edit authority over the report) and security officers can
edit, copy, run, or delete a report.
• Other users can view, copy, or run a report.
Figure 2. “Reports – For My CAC” view
PART 2: Reports – NCAtrak Templates
To access NCAtrak report templates, click on the “Show NCAtrak Report Templates” button at
the top right section of the page.
Figure 3. “Show NCAtrak Report Templates” button
This view contains report templates created for you by NCAtrak staff.
These templates are accessible to all NCAtrak users with reports privileges but will only produce
results about the user’s CAC case data.
Figure 4. NCATrak Templates Table
From this view you can run a report template to access data from your CAC’s data, or copy a report
template into your “Reports – For My CAC” part of the table, rename it, and further customize it
for your use.
Running a Report Template
STEP 1: Select Report Template
On the Custom Reports page, click on the “Show NCAtrak Report Templates” button at the top
right section.
Locate the report template you want from the list.
STEP 2: Run Report
Click on the “Run” button in the corresponding Action column of the table. If additional criteria
for the report are required, (like a start and end date) the data fields will display. Enter the
data and click “Run” again. The report will display in a separate window.
Figure 5. “Run” button on the NCAtrak Report Templates table
NOTE: If you like the template and would like to use it again, continue with the instructions to
copy a report template.
Viewing queries and other details for a Report
STEP 1: Select Report Template
Select “Custom” from the “Reports” dropdown menu on the left hand side of NCAtrak.
Locate the report you want in the “Reports – For My CAC” table or click on the “Show NCAtrak Report
Templates” button and find the report there.
STEP 2: View Report Details
Click on the “View” button in the Action column of the table.
Figure 6. “View” button on the NCAtrak Report Templates table
The report will open to the “Report Details” page. Click on “Run” to run the report or “Cancel”
to return to the list of reports.
Copying a Report Template
STEP 1: Select Report Template
Select “Custom” from the “Reports” dropdown menu on the lefthand side of NCAtrak.
Click on the “Show NCAtrak Report Templates” button at the top right. Locate the report template
you want from the list.
Click on the “Copy” button in the corresponding Action column of the table.
The Report will open to the Report Details page and the report name will contain the word
“(copy).”
Figure 7. “Copy” button on the NCAtrak Report Templates table
Click “Save” or see “Editing a Report,” below for additional editing steps.
Creating a Report
A Report is a group of queries that run and display at the same time. To create a report you must
first create the queries you want to include in the report.
Select “Custom” from the “Reports” dropdown menu on the left hand side of NCAtrak.
STEP 1: Name the New Report
Click on the “New Report” button at the top.
Figure 8. “New Report” button on the Custom Reports table
Enter the name you want to give this report in the “Report Title” field.
Figure 9. “Report Title” field
Click “Save” and the Reports Details page will display.
You, the logged in user, are identified as the “Owner” of the report by default.
STEP 2: Report Options
Tick on the desired options for your new report:
• Shared
• Case Report
• Show Filter by Information
Figure 10. “Report Options” fields
Report Options Table
| Options | Description |
| Shared | When checked, a report will be available to people from your CAC (and/or team members) authorized to access the Custom Tab. Even when shared, a person will only have access to data in the report that is consistent with their user role and privileges. |
| Case Report | Make a Custom Report accessible from the Case Report tab for the owner of the report. If this report is also shared, it will show up for all users who are allowed to access the Case Report Tab. Even when shared, a person will only have access to data as defined by their user role and privileges. |
| Show Filter by Information on Report | When the report runs, display the filter criteria for each query just below the title and above the results. |
STEP 3: Add Queries
In the section “Queries to Include in the Report, "click" on the “Add” button and a pop up box will
display.
Figure 11. “Add” button in the “Queries to Include in the Report” section
Select one query at a time from the “Query Title” pick list and click on the “Update” button.
Figure 12. “Query Title” pick list
Repeat the steps until you have selected all the queries you want to add to this report.
STEP 4: Test Report
Click on the “Run” button to see the results of the report that you made.
Figure 13. “Run” button
If the queries you select require report parameters to be set, you will be instructed to enter or
select them from options on a new page.
Click “Run” again when you have entered the parameters (like start date and end date). The Report
will display in a separate window.
Review your report.
Close the report window when you finish reviewing it.
If you were asked for additional report parameters when you ran the report, click “Cancel” to
return to the Report Details page.
STEP 5: Save Report
Click on the “Save” button to save your report.
Figure 13. “Save” button
NOTE: if you want to edit a query in this report, locate the query name in the ‘Queries to
include in this report’ table and click ‘Edit’. For additional instructions for editing a query, see
“Edit a Query.”
Editing a Report
STEP 1: Select Report
Select “Custom” from the “Reports” dropdown menu on the lefthand side of NCAtrak.
Locate the report you want from the list.
STEP 2: Edit Report
Click on the “Edit” button in the Action column of the report you want to modify.
Figure 14. “Edit” button on the Custom Reports table
The Report Details page will display. Check or uncheck options in “Report Options” or add more
queries to be included in the report. Click “Edit” in the Action column next to any queries you
wish to edit.
Figure 16. “Report Options” fields and “Add” button on the Custom Reports table
NOTE: Only the owner of the report and the NCAtrak Security officer for your CAC can edit a report.
Click on the “Run” button to see the impact on the results of the report due to the changes you
just made.
Figure 17. “Run” button
If the queries you select require report parameters to be set, you will be instructed to enter them
or select them now.
Click “Run” again when you have entered the parameters (like start date and end date). The Report
will display in a separate window.
Review your report.
Close the report window when you finish reviewing it.
If you were asked for additional report parameters when you ran the report, click “Cancel” to
return to the Report Details page.
Make additional changes as needed, until you get the desired results for your report.
STEP 4: Save Changes
Click on the “Save” button to save your changes in the report.
Figure 18. “Save” button
Working in the Queries Table
Select “Custom” from the “Reports” dropdown menu on the left hand side of NCAtrak.
Scroll down past the Reports table to find the Queries table. The Queries table is a list of all
queries with two different parts: “Queries – For My CAC” and “Queries - NCAtrak Templates.”
Figure 19. “Queries – For My CAC”
PART 1: Queries - For My CAC
These are the queries created by your CAC or copied from NCAtrak report templates.
• Queries in this view are only accessible to your CAC.
• Your action column displays options available to you in this view.
• The query owner (the person who has edit authority over the report) and security officers can
edit, copy, run, or delete a query.
• Other users can view, copy, or run a query.
PART 2: Queries – NCAtrak Templates
Click on the “Show NCAtrak Query Templates” button at the top right section. This view contains
query templates created for you by NCAtrak staff that all CACs can access.
Figure 20. “Show NCAtrak Query Templates” button
These templates are accessible to all NCAtrak users with reports privileges but will only produce
results about the user’s CAC case data.
From this view, you can run a query template to access data from your CAC’s data, or copy a
template into your “Queries – For My CAC” part of the table, rename it, and further customize it
for your use.
Running a Query Template
STEP 1: Select Query
Locate the Query table just below the Reports table.
Click on the “Show NCAtrak Query Templates” button at the top right section of the query
table.
Locate the query template you want from the list. They are listed alphabetically by query title and
there are many.
Figure 21. NCATrak Query Templates
STEP 2: Run Query
Click “Run” in the Action column of the table for NCAtrak query templates.
Figure 22. “Run” button on the NCAtrak Query Table
If additional criteria for the query are required, (like a start and end date) the data fields will
display.
Enter the additional data needed then click “Run” again. The query results will display in a
separate window.
NOTE: If you like the template and would like to use it again continue with the instructions to
copy a query template.
Viewing the details of a Query
STEP 1: Select Query
Locate the Query table just below the Reports table.
Click on the button “Show NCAtrak Query Templates” and locate the query you want to see the details
of.
STEP 2: View Query Details
Click “View” in the Action column of the table.
Figure 23. “View” button on the NCAtrak Query Table
The query will open to the “Query Details” page. Click on “Cancel” to return to the list of
queries.
Copying a Query Template
STEP 1: Select Query
Locate the Query table just below the Reports table.
Click on the button “Show NCAtrak Query Templates” at the top right section.
Locate the query template you want from the list.
STEP 2: Copy Query
Click on the “Copy” button in the Action column of the table.
Figure 24. “Copy” button on the NCAtrak Query Table
The Query will open to the Query Details page and the query name will contain the word
“(Copy)” at the beginning of its name.
Click on the “Save” button to save an exact copy of the template or see “Editing a Query” below
for additional editing steps.
Creating a Query
STEP 1: Name the Query
Locate the Query table just below the Reports table. Click on the “New Query” button.
Figure 24. “New Query” button on the NCAtrak Query Table
You will be redirected to the Query Details page for entering the information for your new query.
STEP 2: Select Query Options
Enter the name you want to give this query in the “Query Title” field. Add information about the
query in the “Description” text box.
Next to “Type,” select “Listing,” or “Summary.” Next to “Special Restriction,” select “None”.
You are identified as the “Owner” of the query. Use the drop down to select a different Owner.
Check the “Shared” check box to make the query accessible to other users at your CAC.
Figure 25. Query Details fields
STEP 3: Save Query
Once you have finished entering the details for your query, click on the “Save” button to save your
query.
Figure 26. “Save” button
STEP 4: Edit the new query
After creating the new query, locate it from the list and click on the “Edit” button. You can use
the filter option to search for the newly created query.
Figure 27. “Edit” button and filter options
You will be redirected to the query details page where you can add the fields you want to be
displayed for the query and the filter criteria you want to use as well.
Figure 28. Output fields and filter criteria
Click on the “Add” button under “Output Fields” to add fields that you want to be displayed in the
query results. Click on the “Add” button under “Filter By” to add fields that will be used by the
query to choose the data that will be displayed.
STEP 5: Test Query
Click on the “Run” button to see the results of the query you just made.
Figure 29. “Run” button
If the filter criteria you selected for the new query require additional parameters to be set, you
will be instructed to enter them or select them now.
Click “Run” again when you have entered the parameters (like start date and end date). The results
of the query will display in a separate window.
Review your query.
Close the query window when you finish reviewing it.
If you were asked for additional query parameters when you ran the query, click “Cancel” to return
to the Query Details page.
Editing a Query
STEP 1: Select the query you want to modify
Locate the Query table just below the Reports table.
STEP 2: Edit Query
Click on the “Edit” button next to the query you wish to edit.
Figure 29. “Edit” button
The Query Details page will display.
NOTE: Only the owner of the query and the NCAtrak Security officer for your CAC can edit a report.
Check or uncheck options in the “Report Details” section. Edit the fields you have added in the
“Output Fields” and “Filter By” sections, if needed.
STEP 4: Test Query
Click on the “Run” button to see the impact of the changes you have made.
Figure 30. “Run” button
If the filter criteria you have selected require additional parameters to be set, you will be
instructed to enter or select them now.
Click “Run” again when you have entered the parameters (like start date and end date). The results
of the query will display in a separate window.
Review your query.
Close the query window when you finish reviewing it.
If you were asked for additional query parameters when you ran the query, click “Cancel” to return
to the Query Details page.
Make additional changes as needed until you get the desired results.
STEP 4: Save Changes
Click on the “Save” button to save your changes.
Figure 31. “Save” button
Reports/Query Table
| Features | Description |
| Dual-purpose Link | This link located at the top right hand corner of the Queries table is how you access either part of the table. It changes to one of the two links below depending on which part you are viewing. • Show NCAtrak Query Templates • Show CAC Queries |
| Action Column | • View – View report or query details. • Edit – Edit report’s or query’s details. • Copy – Make a duplicate of a report or query so you can modify it. • Delete – Delete the selected report or query. • Run – Access the data a report or query is designed to generate. |
| New Report/Query | For adding/creating a new report or query |
| Report/Query Title | The name given to the report or query |
| Owner | This is the name of the person who made the report or query and has permission to edit the report or query. |
| Shared | When checked, people authorized to access the Custom Tab will be able to use the report or query. Even when shared, a person will only have access to data as defined by their user role and privileges. |
Report/Query Details page
| Report/Query Title | The name of the report or query | |||||||||||||||
| Description | A text field provided for details about the report or query that are important to your team. | |||||||||||||||
| Query Type | • Listing – This is great for when you need to see details of cases like names, addressed, providers, etc. • Summary – A summary query counts things or displays the first or last date something occurred, or shows the sum of time spent providing services recorded on session logs in the case record. • Special – A special query is designed by the NCAtrak database administrator for a specific CACs need and is not editable. | |||||||||||||||
Owner | The name of the person who has permission to edit the report or query. Security Officers can edit, view, delete, copy and run all reports or queries and can change the owner of a report or query, except for NCAtrak templates. | |||||||||||||||
Shared | Indicates people authorized to access the Custom Queries Tab who can view, copy, and run this query. Even when shared, a person will only have access to data consistent with the user role and privileges. | |||||||||||||||
| Summary Field Table | This table only displays when you are working on a Summary type of query. The table gives you the ability to select options for counting things or finding the first and/or last date something occurred, or the sum of minutes spent providing services. Summary Fields you can choose from several options: • Count of “ ”. – These summaries are just what they sound like. Select them to get stats about whatever it is counting, (alleged offender, alleged victims, Session Attendees (for all types of sessions combined), services (for all combined), etc.). • First or Last “ ” date – These summaries will display the date when an activity took place for the very first time or the last time. For example, it can be useful for looking when the last attended session was for on-going MH or VA services. • Sum of “ ” session time spent – These summaries calculate the time spent providing services recorded in the service logs in the case record. | |||||||||||||||
| Output Fields Table | This table displays when you select a Listing type of query. • Action Column – use these links to save, cancel, or delete a data field. • Data Category pick list – There are over 400 data fields available for custom queries. Here they are grouped into categories to help you find the specific fields you need. Data Category options in the drop down list closely follow the Case Tab names but there are some that are not case tabs, (for example, alleged victim information, case management, Session Logs). These options provide ‘mini- queries’ – frequently needed combinations of data fields that make query writing easier. o The Alleged Victim /Client information option for example, combines all the data fields on the personal profile and case specific sections of the person tab with the role of alleged victim/client. o Service log - this uses a mini-query that joins all the service logs into one grouping and combines that group with each data field on a service log. This gives you a simple way to write a query for questions like, “how many people got a FI and Medical services.” • Data Field pick list – This column will display all of the data fields that are available in the data category you select. You may select as many as you need for your query. Be sure to click ‘Save’ after you have selected them. The data fields are carefully identified here to help you find exactly what you need. Custom fields will display here too. • Sort Order – Use these buttons to put the data fields into the order you want them to display when you run the query. The first one in the list will display in the first column. | |||||||||||||||
| Group By Table | This table displays when you select a Summary type of query. All the options are the same as in the output fields table listed in the row above plus on more: • Column Headings – This option will allow you to select the data field you want to run across the table in a query summary. For example if you write a query to count alleged victim/clients and group them by race and gender, you can select race as the column heading and your results will look like this –
| |||||||||||||||
| Filter By Table | The filter by table displays for both listing and summary queries. It is where you specify criteria for the data you want to display in the results. For example, you might want to be able to count children served between two specific dates (like children served this quarter). Or, you might want to count services provided so you want to be sure that you count session log data for sessions with a status of ‘attended, or completed, or adjourned.” It contains the same options as the Output table plus one more: • Criteria – The criteria column give you several options that help you identify exactly what you want to filter by. o Ask When Run – Allows you to select to criteria when you run the query or report. For example if you want to select a specific provider when you run the query for services provided. o Use values provided below - Allows you to select specific data options now so you don’t have to re-enter the criteria when you run it. This is good for queries you want to run the same way over and over again. o On or After Start Date/On or Before End Date – Allows you to enter a start and end date when you run the query. |
| Features | Description |
| Dual-purpose Link | This link located at the top right hand corner of the Queries table is how you access either part of the table. It changes to one of the two links below depending on which part you are viewing. • Show NCAtrak Query Templates • Show CAC Queries |
| Action Column | • View – View report or query details. • Edit – Edit report’s or query’s details. • Copy – Make a duplicate of a report or query so you can modify it. • Delete – Delete the selected report or query. • Run – Access the data a report or query is designed to generate. |
| New Report/Query | For adding/creating a new report or query |
| Report/Query Title | The name given to the report or query |
| Owner | This is the name of the person who made the report or query and has permission to edit the report or query. |
Shared | When checked, people authorized to access the Custom Tab will be able to use the report or query. Even when shared, a person will only have access to data as defined by their user role and privileges. |
Report/Query Details page
| Option | Description | |||||||||||||||
| Report/Query Title | The name of the report or query | |||||||||||||||
| Description | A text field provided for details about the report or query that are important to your team. | |||||||||||||||
| Query Type | • Listing – This is great for when you need to see details of cases like names, addressed, providers, etc. • Summary – A summary query counts things or displays the first or last date something occurred, or shows the sum of time spent providing services recorded on session logs in the case record. • Special – A special query is designed by the NCAtrak database administrator for a specific CACs need and is not editable. | |||||||||||||||
Owner | The name of the person who has permission to edit the report or query. Security Officers can edit, view, delete, copy and run all reports or queries and can change the owner of a report or query, except for NCAtrak templates. | |||||||||||||||
| Shared | Indicates people authorized to access the Custom Queries Tab who can view, copy, and run this query. Even when shared, a person will only have access to data consistent with the user role and privileges. | |||||||||||||||
| Summary Field Table | This table only displays when you are working on a Summary type of query. The table gives you the ability to select options for counting things or finding the first and/or last date something occurred, or the sum of minutes spent providing services. Summary Fields you can choose from several options: • Count of “ ”. – These summaries are just what they sound like. Select them to get stats about whatever it is counting, (alleged offender, alleged victims, Session Attendees (for all types of sessions combined), services (for all combined), etc.). • First or Last “ ” date – These summaries will display the date when an activity took place for the very first time or the last time. For example, it can be useful for looking when the last attended session was for on-going MH or VA services. • Sum of “ ” session time spent – These summaries calculate the time spent providing services recorded in the service logs in the case record. | |||||||||||||||
| Output Fields Table | This table displays when you select a Listing type of query. • Action Column – use these links to save, cancel, or delete a data field. • Data Category pick list – There are over 400 data fields available for custom queries. Here they are grouped into categories to help you find the specific fields you need. Data Category options in the drop down list closely follow the Case Tab names but there are some that are not case tabs, (for example, alleged victim information, case management, Session Logs). These options provide ‘mini- queries’ – frequently needed combinations of data fields that make query writing easier. o The Alleged Victim /Client information option for example, combines all the data fields on the personal profile and case specific sections of the person tab with the role of alleged victim/client. o Service log - this uses a mini-query that joins all the service logs into one grouping and combines that group with each data field on a service log. This gives you a simple way to write a query for questions like, “how many people got a FI and Medical services.” • Data Field pick list – This column will display all of the data fields that are available in the data category you select. You may select as many as you need for your query. Be sure to click ‘Save’ after you have selected them. The data fields are carefully identified here to help you find exactly what you need. Custom fields will display here too. • Sort Order – Use these buttons to put the data fields into the order you want them to display when you run the query. The first one in the list will display in the first column. | |||||||||||||||
| Group By Table | This table displays when you select a Summary type of query. All the options are the same as in the output fields table listed in the row above plus on more: • Column Headings – This option will allow you to select the data field you want to run across the table in a query summary. For example if you write a query to count alleged victim/clients and group them by race and gender, you can select race as the column heading and your results will look like this –
| |||||||||||||||
| Filter By Table | The filter by table displays for both listing and summary queries. It is where you specify criteria for the data you want to display in the results. For example, you might want to be able to count children served between two specific dates (like children served this quarter). Or, you might want to count services provided so you want to be sure that you count session log data for sessions with a status of ‘attended, or completed, or adjourned.” It contains the same options as the Output table plus one more: • Criteria – The criteria column give you several options that help you identify exactly what you want to filter by. • Ask When Run – Allows you to select to criteria when you run the query or report. For example if you want to select a specific provider when you run the query for services provided. • Use values provided below - Allows you to select specific data options now so you don’t have to re-enter the criteria when you run it. This is good for queries you want to run the same way over and over again. • On or After Start Date/On or Before End Date – Allows you to enter a start and end date when you run the query. |