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How do I find out if I can enter information or not?

BackTrack uses "Access Control" to manage users ability to make changes to the data within the database. There are different levels of access that are assigned to users by BackTrack's "Administrator".

By default, a user's access level is "Read Only". Most datasets are available for use, but no changes can be made to the information. Someone with the access level of "Limited User" can only enter and/or modify images (digital photos) and notes. If your access level is "Regular User", then you can modify all primary datasets (Accounts, Devices, etc.) as well as enter backflow device tests and inspection records. Users with a "Super User" access level can perform managerial duties such as generate notices, make global configuration changes, and assign access levels to other users.

To find out your access level, go to the Help item in the main menu and click on About. The About form will display your current Access Level.

How do I find a water service account?

There are several ways to find a water service account record. The fastest way is to perform a search on the accounts. Go to Accounts and click on Search. This will display the Account Search form. Fill in what you know and click on the Perform Search tool in the toolbar or press the enter key. Pressing the Tab key will move the cursor to different fields.

Another way to find account records is to filter data columns. Go to Accounts and click on All to load all account records. Once the data is loaded, find a data column that displays a funnel-like icon on the right side of the column and click on it. This is the column's filter. It will display all the unique values within the column. Click on one and notice that only the records with matching values are displayed in the grid. Also notice that the status bar at the bottom on the screen indicates the number of records currently visible verses the total number of records. You can filter on more than one data column to "drill-down" to the records you are interested in.

All data columns can be sorted by simply clicking on the column header. Reverse the sorting order by clicking on the header again. More than one column can be sorted by holding down the Shift key when clicking on the column headers.

When one or more data columns have been filtered, the Clear All Filters tool in the toolbar become enabled. Look in the "Tools" tool. This allows for easy clearing of the filter(s).

By combining the searching, sorting and filtering capabilities, with a little practice you will be locating records in seconds. These techniques work for all the major data grids in BackTrack.

How do I find a backflow device?

Just like with water service accounts, there are several ways to find a backflow device record. The fastest way is to perform a search. Go to Backflow Devices and click on Search. This will display the Backflow Device Search form. Fill in what you know and click on the Perform Search tool in the toolbar or press the enter key. Pressing the Tab key will move the cursor to different fields.

Another way to find backflow device records is to filter data columns. Go to Backflow Devices and click on All to load all backflow device records. Once the data is loaded, find a data column that displays a funnel-like icon on the right side of the column and click on it. This is the column's filter. It will display all the unique values within the column. Select one and notice that only the records with matching values are displayed in the grid. Also notice that the status bar at the bottom on the screen indicates the number of records currently visible verses the total number of records. You can filter on more than one data column to "drill-down" to the records you are interested in.

All data columns can be sorted by simply clicking on the column header. Reverse the sorting order by clicking on the header again. More than one column can be sorted by holding down the Shift key when clicking on the column headers.

When one or more data columns have been filtered, the Clear All Filters tool in the toolbar become enabled. Look in the "Tools" tool. This allows for easy clearing of the filter(s).

By combining the searching, sorting and filtering capabilities, with a little practice you will be locating records in seconds. These techniques work for all the major data grids in BackTrack.

How do I enter a backflow device test?

If you have at least the minimum "Access Level" of "Regular User" (see How do I find out if I can enter information or not?), you can enter backflow device test information into BackTrack.

You will need to know the serial number and optionally the account number associated with the backflow device, as well as the test results as performed by the certified tester

First, you must find the backflow device record. To do this, go to Backflow Devices and select Search. This will open a search form for you to fill-in with the known information, in this case, the serial number.

Enter the serial number into the Serial Number text box and click on the Perform Search tool or press the Enter key.

If the backflow device record is in the database, it will be displayed in the data grid. You can then open the detail form by either double-clicking on the record or pressing the Enter key again.

Once the detail form is displayed, you can enter a new test record by either clicking on the Tests tool in the toolbar or right-clicking on the Tests grid within the detail form and selecting Add Test from the pop-up menu.

A blank test record will be displayed. Enter the tester name (or certification number) from the drop-down boxes, as well as the test date and the initial test values as performed by the certified tester. Also enter any final test values if applicable.

IMPORTANT: Only use the final test values if the final test was performed by the certified tester ON THE SAME DATE AS THE INITIAL TEST. If the final test was performed on a later date, enter a new test record in BackTrack and use the final test values for the new test's initial test. We do this to keep everything in order and for reporting purposes.

How do I print a blank backflow device test report?

Go to Reports and click on Blank Test Report located under Backflow Device Testers. Once the blank test report is displayed, you can use the Print tool within the toolbar to print the blank test report, or you can save it to a PDF document by using the Save tool, or send via an email attachment (if PDF format) by using the Send tool.

How do I print a list of stolen backflow devices?

Go to Reports and click on Stolen Device List located under Backflow Device Testers. Once the list is displayed, you can use the Print tool within the toolbar to print the list, or you can save it to a PDF document by using the Save tool, or send via an email attachment (if PDF format) by using the Send tool.

You could also save the list to a HTML document for posting on the internet. To do this, use the Save tool and in the dialog box, under Save as type, select Web Page, then Save.

How do I print a annual backflow summary report?

Go to Reports and click on Annual Summary located under Backflow Devices. Choosing a different year from the Year drop-down tool will change the report's year. Once the report is displayed, you can use the Print tool within the toolbar to print the blank test report, or you can save it to a PDF document by using the Save tool, or send via an email attachment (if PDF format) by using the Send tool.

How do I print a certified backflow device testers list?

There are two kinds of certified backflow device testers lists: Public and Internal.

The Public list is intended to be offered to the general public to assist them in selecting a certified tester. This list can be sorted in a random order to discourage accusations of favoritism. Only testers with up-to-date certifications are included in the list.

The Internal list is for use within your organization. It includes in-house testers and is always sorted alphabetically.

Go to Reports and click on a list type located under Backflow Device Testers. Once the list is displayed, you can use the Print tool within the toolbar to print the blank test report, or you can save it to a PDF document by using the Save tool, or send via an email attachment (if PDF format) by using the Send tool.

How do I find out how many active backflow devices a water service has?

Go to Accounts and select All.

The Devices column within the Accounts grid displays a count of active backflow devices. If the Devices column is not visible, display it by clicking Tools in the toolbar and select Choose Columns, then check the checkbox next to Devices.

By finding the water service account in question, you will be able to see how many active devices are associated with the account.

To display the devices in a list, open the Account Detail by either double-clicking on the account record or pressing the enter key on the selected record within the Accounts grid. This opens the Account Detail form that lists all backflow devices (active or not) associated with the water service account. Inactive backflow devices are displayed using grayed-out text. Double-clicking or pressing the Enter key on any selected Backflow Device record opens the Backflow Device Detail form, displaying information on the backflow device, including test records.

How do I find out how many active water services have backflow devices?

Go to Accounts and select Search.

In the Account Search Criteria form, select Active in the Status field and True in the Has Devices field, then click on Perform Search in the toolbar. This will load only active water service account records that have one or more backflow devices.

In the Status Bar located on the bottom of the BackTrack window, the number of records matching the search criteria will be displayed.

You could also load All Accounts and use the Status and Devices columns to filter for only the records you want (Active and One or More). The Status Bar will display the number of "Filtered In" records, as well as a total number of records. By changing the filter in the Devices column to something more specific, like the number 3, you can find out how many water service accounts have three backflow devices, for example.

How do I find out how many active backflow devices are in the system?

Go to Backflow Devices and select Search. In the Backflow Device Search Criteria form, select Active in the Status field, then click on Perform Search in the toolbar. This will load only active backflow device records into the grid.

In the Status Bar located on the bottom of the BackTrack window, the number of records matching the search criteria will be displayed.

To display the number of active backflow devices associated only with active water service accounts, make sure the Account Status column is displayed by clicking Tools in the toolbar and select Choose Columns, then check the checkbox next to Account Status. Click on the Filter icon in the Account Status column and select Active. The Status Bar will display the number of "Filtered In" records, as well as a total number of records.

How do I identify active backflow devices that are currently in a failed condition?

Go to Backflow Devices and select Failed/Active. This will load into the grid only active backflow device records where the backflow device is currently in a failed condition. Please note that the water service accounts may or may not be active.

To identify only the active backflow devices records in a failed condition where the water service account is also active, use the Account Status column filter to display only the Active water service accounts.

If you do not see the Account Status column, display it by clicking Tools in the toolbar and select Choose Columns, then check the checkbox next to Account Status.

How do I identify active backflow devices that are currently pending certification?

Go to Backflow Devices and select Pending/Active. This will load into the grid only active backflow device records where the backflow device is currently pending certification. Please note that the water service account may or may not be active.

To identify only the active backflow devices records in a failed condition where the water service account is also active, use the Account Status column filter to display only the Active water service accounts.

If you do not see the Account Status column, display it by clicking Tools in the toolbar and select Choose Columns, then check the checkbox next to Account Status.

How do I set up a facility?

Facilities are used to group water service account records together. This provides a way to manage all associated backflow device and inspection records together. Facility records can represent many types of entities, including large factories that span parcels, parks, landscape medians, and strip malls.

To create a Facility record, go to Facilities and select All. When the grid displays, use the Add tool located in the toolbar.

Once the blank Facility Detail form is displayed, enter the new facility name and other known information into the form and click on the Save tool. At this point, the facility record has been created, but no water service accounts have been associated with the new facility record.

To assign a water service account to the new facility record, go to Accounts and select All. Make sure the Facility Name column is displayed. If it's not, click on Tools in the toolbar and select Choose Columns, then check the checkbox next to Facility Name. Find a water service account record to assign to the new facility (sort and/or filter on Customer and/or Service Street) and right-click on the Facility Name column of the selected record, then select the new facility name from the drop-down list. Repeat for each water service account record that is part of the facility.

Optionally, you can use the Facility Name field within the Account Detail form to assign facilities to water service accounts.

To review the facility, including all backflow devices and inspections associated with the facility, go back to Facilities, select All, and open the new facility record with a double-click. From there you can open each account, backflow device, and inspection record by double-clicking on them.