Tools
| NOTE: Depending on your Access Control settings, some features described in this documentation may be different or not available. |
The tools provide for application and document template administration. Tool categories include:
Administration
The administration tools allow for the management of user access control to organize what end users can perform, application settings that control BackTrack's behavior, and an interface error log that is useful if a custom billing system interface is utilized.
Back To TopAccess Control
Access control allows the application administrator or super users to manage end-user functionality. It is based on computer login ID, computer name, and role for each licensed user. All unlicensed users will be limited to read-only access. The maximum number of licensed users depends on the license purchased from Aquagistics.
To determine the maximum number of licensed users for your particular license, go to the main menu, select Help, and About. The about form will list the licensee and number of licensed users, as well as other useful information.
The application administrator should be set-up during the initial database installation. Once the application administrator is established, the access control settings for each additional licensed user can be added.
It is a good idea to make a list of licensed users that includes login IDs and computer names to make user entry easier.
Available user roles include:
- Administrator
- Super User
- Standard User
- Enforcement Officer
- Limited User
- Read Only
There can be only one application administrator. The application administrator can perform all functionality within backtrack. Super users can also perform all functionality, with the exception of limited access control capabilities.
Standard users can perform most functionality, but cannot access the Tools or generate notices. This is the recommended user role for most users.
Enforcement officer users have limited access to BackTrack, but complete access to the Major Violations portion of the Enforcement section. This is designed to allow for elevated violation management and tracking beyond the typical cross-connection personnel responsibilities.
Limited users can only add note and image records to most basic datasets, but cannot delete or edit records beyond notes and images.
Read only users cannot perform any modifications to data. This is the same as not having the user in the access control at all. This setting can be used to temporarily give a licensed user read only status.
The name portion of any access control record is for information purposes only. The login ID portion is used to match the computer login ID to ensure the user is authorized to use BackTrack. The computer name portion matches the machine name of the current user.
To add a licensed user, open the Access Control form and select the Add tool. This will open a blank data entry form for you to populate with the above information. Once all the fields are populated, click on the Save tool to save the record to the database. This new user can now perform the role that has been assigned.
Clicking on the Edit tool opens the licensed user's record in the detail form. Clicking on the Delete tool will prompt you to confirm the record's deletion from the database. Deleted users instantly become read only users.
Obviously, since the computer name is used in conjunction with the user's login ID to identify licensed users, the access control settings have to be modified when computer names change due to system maintenance. Special care should be taken when BackTrack's application administrator's computer name changes. This computer name setting should be modified prior to physically changing the computer name, or the value can be modified within the database outside of BackTrack.
Application Settings
The application settings control how BackTrack functions when performing critical enforcement operations. The Applications Settings form can be accessed by clicking on the Tools category within the Explorer Bar or by clicking on the Edit tool in the main menu.
Important: Notice generation and testing are affected by the application settings values, so great care needs to be taken before making modifications. Making big changes to these settings can have a negative effect on notice generation.
The application settings are divided into the following categories:
Backflow Device Testing
The backflow device testing settings affect all backflow device notifications and tests. Notice related values specify the number of days between notices and items included in the notice packages that get generated. Test related values affect the way backflow device tests are graded.
Annual Test Notices
These three dictate the number of days to use when generating the first, second, and final notices to test. Setting the number of days before second notice to zero will cause BackTrack to skip the second notice. Setting the number of days before the final notice to zero will cause BackTrack to skip the final notice and generate a service termination letter instead.
Repair Notices
These three settings dictate the number of days to use when generating the first, second, and final notices to repair. Setting the number of days before second notice to zero will cause BackTrack to skip the second notice. Setting the number of days before the final notice to zero will cause BackTrack to skip the final notice and generate a service termination letter instead.
Public Backflow Device Testers List
When generating the Public Backflow Device Testers List, BackTrack omits testers that either have had their certification suspended or their certification has expired. The value for the certification grace period allows you to include the testers to be included in the public backflow device testers list if their certification expiration date falls within the grace period specified. Checking the "Randomize testers list" checkbox will randomize the order of the testers within the public backflow device testers list. Un-checking the checkbox will sort the testers on last name.
Notice Printing Options
Each notice generated can include a populated test report and public testers list. Checking the "Include backflow device test report" will cause BackTrack to generate and save a populated test report. Checking the "Include public testers list" will cause BackTrack to generate a testers list for each notice generated. Checking the "Print Repair Notices" checkbox will cause BackTrack to print all backflow device repair notices during notice generation. Checking the "Print Termination Notices" checkbox will cause BackTrack to print termination letters during termination letter generation.
Passing Test Parameters
The values for passing test parameters are the minimum passing value allowed each backflow device type within BackTrack. These values are used to grade (pass/fail) tests when entering backflow device tests into BackTrack.
Inspections
The inspections settings affect all potable water service inspections, non-potable water site inspections, and cross-connection tests.
Potable Service Pre-Inspection Letters
This setting sets the number of months before performing a potable water service inspection that a pre-inspection letter will be generated. Potable water service pre-inspection letters, once generated, place the potable water service into the inspection queue.
Potable Service Install Device Letters
These three settings dictate the number of days to use when generating the first, second, and final letters to install a backflow device. Setting the number of days before the second letter to zero will cause BackTrack to skip the second letter. Setting the number of days before the final letter to zero will cause BackTrack to skip the final letter and generate a service termination letter instead.
Potable Service Inspection Deficiency Letters
These three settings dictate the number of days to use when generating the first, second, and final letters to mitigate found deficiencies. Setting the number of days before the second letter to zero will cause BackTrack to skip the second letter. Setting the number of days before the final letter to zero will cause BackTrack to skip the final letter and generate a service termination letter instead.
Non-Potable Site Pre-Inspection Letters
This setting sets the number of months before performing a non-potable site inspection that a pre-inspection letter will be generated. Non-potable site pre-inspection letters, once generated, place the non-potable site into the inspection queue.
Non-Potable Site Install Device Letters
These three settings dictate the number of days to use when generating the first, second, and final letters to install a backflow device. Setting the number of days before the second letter to zero will cause BackTrack to skip the second letter. Setting the number of days before the final letter will cause BackTrack to skip the final letter and generate a service termination letter instead.
Non-Potable Site Inspection Deficiency Letters
These three settings dictate the number of days to use when generating the first, second, and final letters to mitigate found deficiencies. Setting the number of days before the second letter to zero will cause BackTrack to skip the second letter. Setting the number of days before the final letter to zero will cause BackTrack to skip the final letter and generate a service termination letter instead.
Pre-Cross-Connection Test Letters
This setting sets the number of months before performing a cross-connection test that a pre-cross-connection test letter will be generated. Pre-cross-connection test letters, once generated, place the non-potable site into the cross-connection test queue.
Cross-Connection Test Deficiency Letters
These three settings dictate the number of days to use when generating the first, second, and final letters to mitigate found deficiencies. Setting the number of days before the second letter to zero will cause BackTrack to skip the second letter. Setting the number of days before the final letter to zero will cause BackTrack to skip the final letter and generate a service termination letter instead.
Reports
This setting allows you to specify a logo to be used in all non-template based reports. The logo setting is optional.
To specify a logo, click on the "Load Logo Image" button to locate a image file of the logo. The selected logo appears. To remove the logo, click on the "Remove Logo Image" button.
Licensing
Here you can view/print the Aquagistics Licensing Agreement and make modifications to your existing license to add additional licensed users.
To modify your existing license, click on the "Modify License Information" button. This opens a form where you can adjust the number of licensed users and enter the corresponding license key that was purchased from Aquagistics.
The license name, number of licensed users, and license key must all match for the license changes to take effect.
Interface Error Log
If you make use of a customized billing system interface to maintain account records, the interface error log will list all errors encountered during the account transfer operation.
Error records can be exported to Excel by clicking on the Tools tool, then selecting Export To Excel from the pop-up menu.
To clear the error log, click on the Tools tool, then select Clear Log from the pop-up menu.
Call-Lists
If you utilize a telephone calling service to notice customers of pending enforcements actions, you can use Call-Lists to export lists that can be supplied to the telephone calling service for making the calls. If the telephone calling service supplies call results file, it can be imported to produce account notes attached to the account records.
To produce a Call-List, select Tools/Administration/Call-Lists and click on Export To File. When the grid is displayed, select a Call-List Enforcement Item from the drop-down-box located within the toolbar above the grid.
You can sort and/or filter data columns, select the rows you want to include in the list, and right-click on a selected row to display a pop-up menu. Click on the Save Selected Row(s) To File tool and provide a filename. Click on Save to save the file.
To import a Call-List Results file, select Tools/Administration/Call-Lists and click on Import Results. Once the gird is displayed, click on the Open File tool located in the toolbar and point to the file to be imported.
When the file is loaded into the grid, click on Save Results to Database tool. This will create a note attached to each account in the grid containing the telephone call result.
Enforcement Document Templates
Manage enforcement document templates using BackTrack's built-in word processor. These document templates include database fields that are populated during notice generation, and include a wide variety of document types.
Each document template includes the ability to edit text and add/remove database fields to tailor the document to meet your needs. The document template editor includes basic word processor functionality, including the ability to import and export document templates from Microsoft Word® or a special binary format.
Important: When importing document templates from a Microsoft Word® file, the database fields will have to be re-inserted using the Insert tool located on the toolbar. This is because Microsoft Word® cannot save the database fields in the proper format.
It is highly recommended that all customized document templates be saved to a binary file for backup purposes. Importing a document template from a binary file does not require further modifications to be used to generate enforcement documents in BackTrack.
Backflow Device Documents
Templates for backflow device enforcement documents include:
- Annual Test First Notice
- Annual Test Second Notice
- Annual Test Final Notice
- Repair First Notice
- Repair Second Notice
- Repair Final Notice
- Test Report
The due dates for each notice generated will be calculated using the corresponding values entered into the Application Settings form.
Annual Test First Notices
A annual test first notice is sent to the water service customer when a backflow device is due for testing and certification. If the water service has more than one backflow device, and the notification month values are the same, only one annual test first notice will be generated listing each backflow device to be certified.
Annual Test Second Notice
If the annual test first notice becomes due and a passing backflow device test has not been entered into BackTrack, a second notice to test will be generated. This notice typically has a shorter duration of time before becoming due.
Annual Test Final Notice
If the annual test second notice becomes due and a passing backflow device test has not been entered into BackTrack, a final notice to test will be generated. This notice typically has a very short duration of time before becoming due. Once a annual test final notice becomes due and a passing backflow device test has not been entered into BackTrack, a service termination letter will be generated.
Repair First Notice
If a failed backflow device test is entered into BackTrack, a repair first notice is generated and sent to the water service customer. One repair first notice is generated for each failing backflow device installed on the water service.
Repair Second Notice
If the repair first notice becomes due and a passing backflow device test has not been entered into BackTrack, a second notice to repair will be generated. This notice typically has a shorter duration of time before becoming due.
Repair Final Notice
If the repair second notice becomes due and a passing backflow device test has not been entered into BackTrack, a final notice to repair will be generated. This notice typically has a very short duration of time before becoming due. Once a repair final notice becomes due and a passing backflow device test has not been entered into BackTrack, a service termination letter will be generated.
Test Report
A test report is used by the certified backflow tester to record the backflow device test results. One test report is generated per backflow device to be tested. Each test report contains information on the backflow device to be tested. Test reports completed by the certified backflow device tester get returned to the water purveyor. It is these test reports that are used to enter backflow device tests into BackTrack.
Inspection Documents
Templates for inspection enforcement documents include:
- Water Service Inspections
- Non-Potable Site Inspections
- Cross-Connection Test Documents
Water Service Inspection Deficiency Templates
Water service deficiency templates are items that describe water service deficiencies that get inserted into deficiency letters to inform the customer of the actions required to mitigate deficiencies found during inspection. They can be single sentences or multiple paragraphs and can include formatted text. Water service deficiency templates are presented to the end user as a list of checkboxes with deficiency descriptions. Checking a checkbox next to the deficiency description will include the selected deficiency template into the water service deficiency letter to be generated. Multiple deficiency templates can be selected per water service inspection deficiency letter.
Water Service Inspection No Violations Letter
A no violation letter is sent to the customer after a water service inspection has been performed and no violations were found.
Water Service Inspection First Deficiency Letter
If one or more violations are discovered during a water service inspection, a water service first deficiency letter is set to the customer listing each deficiency identified during the inspection. The deficiency list is derived from the water service deficiency templates, and the due date for deficiency mitigation is calculated using the corresponding value entered into the Application Settings form.
Water Service Inspection Second Deficiency Letter
If a water service first deficiency letter becomes due and the listed deficiencies have not been corrected, a second deficiency letter will be generated. The due date for deficiency mitigation is calculated using the corresponding value entered into the Application Settings form.
Water Service Inspection Final Deficiency Letter
If a second deficiency letter becomes due and the listed deficiencies have not been corrected, a final deficiency letter will be generated. The due date for deficiency mitigation is calculated using the corresponding value entered into the Application Settings form. Once a final deficiency letter becomes due and the listed deficiencies have not been corrected, a service termination letter will be generated.
Water Service Inspection First Install Device Letter
If, during the water service inspection, it is determined that a backflow device is required but no other deficiencies are discovered, a first install device letter is generated. The due date for backflow device installation is calculated using the corresponding value entered into the Application Settings form.
Water Service Inspection Second Install Device Letter
If a first install device letter becomes due and a backflow device has not been installed, a second install device letter is generated. The due date for backflow device installation is calculated using the corresponding value entered into the Application Settings form.
Water Service Inspection Final Install Device Letter
If a second install device letter becomes due and a backflow device has not been installed, a final install device letter will be generated. The due date for backflow device installation is calculated using the corresponding value entered into the Application Settings form. Once a final install device letter due and the a backflow device has not been installed, a service termination letter will be generated.
Water Service Inspection Compliance Letter
Once either a water service inspection deficiency letter or water service inspection install device letter has been complied with, a water service inspection compliance letter is generated to be sent to the customer.
Water Service Inspection Pre-Inspection Letter
The water service pre-inspection letter serves two purposes; it informs the customer of a upcoming inspection and places the water service into BackTrack's water service inspection queue. It also can be used to list the items that the inspector will be looking for, giving the customer a chance to become compliant before the inspection takes place. This can save everyone involved valuable time and effort.
Water Service Inspection Form
The water service inspection form is what the inspector takes into the field to perform the inspection. The form is populated with information pertinent to the water service being inspected. The template includes database fields that can be added or removed. Water service inspection forms are manually generated by the inspectors prior to going into the field to perform the inspection.
Non-Potable Site Inspection Deficiency Templates
Non-potable site deficiency templates are items that describe non-potable site deficiencies that get inserted into deficiency letters to inform the customer of the actions required to mitigate deficiencies found during inspection. They can be single sentences or multiple paragraphs and can include formatted text. Non-potable site deficiency templates are presented to the end user as a list of checkboxes with deficiency descriptions. Checking a checkbox next to the deficiency description will include the selected deficiency template into the non-potable site deficiency letter to be generated. Multiple deficiency templates can be selected for each non-potable site inspection deficiency letter.
Non-Potable Site Inspection No Violations Letter
A no violation letter is sent to the customer after a non-potable site inspection has been performed and no violations were found.
Non-Potable Site Inspection First Deficiency Letter
If one or more violations are discovered during a non-potable site inspection, a non-potable site first deficiency letter is set to the customer listing each deficiency identified during the inspection. The deficiency list is derived from the non-potable site deficiency templates, and the due date for deficiency mitigation is calculated using the corresponding value entered into the Application Settings form.
Non-Potable Site Inspection Second Deficiency Letter
If a non-potable site first deficiency letter becomes due and the listed deficiencies have not been corrected, a second deficiency letter will be generated. The due date for deficiency mitigation is calculated using the corresponding value entered into the Application Settings form.
Non-Potable Site Inspection Final Deficiency Letter
If a second deficiency letter becomes due and the listed deficiencies have not been corrected, a final deficiency letter will be generated. The due date for deficiency mitigation is calculated using the corresponding value entered into the Application Settings form. Once a final deficiency letter becomes due and the listed deficiencies have not been corrected, a service termination letter will be generated.
Non-Potable Site Inspection Compliance Letter
Once either a non-potable site inspection deficiency letter or non-potable site inspection install device letter has been complied with, a non-potable site inspection compliance letter is generated to be sent to the customer.
Non-Potable Site Inspection Pre-Inspection Letter
The non-potable site pre-inspection letter serves two purposes; it informs the customer of a upcoming inspection and places the non-potable site into BackTrack's non-potable site inspection queue. It also can be used to list the items that the inspector will be looking for, giving the customer a chance to become compliant before the inspection takes place. This can save everyone involved valuable time and effort.
Non-Potable Site Inspection Annual Inspection Form
The non-potable site inspection form is what the inspector takes into the field to perform the inspection. The form is populated with information pertinent to the non-potable site being inspected. The template includes database fields that can be added or removed. Non-potable site inspection forms are manually generated by the inspectors prior to going into the field to perform the inspection.
Cross-Connection Test Deficiency Templates
Cross-connection test deficiency templates are items that describe cross-connection test deficiencies that get inserted into deficiency letters to inform the customer of the actions required to mitigate deficiencies found during testing. They can be single sentences or multiple paragraphs and can include formatted text. Cross-connection test deficiency templates are presented to the end user as a list of checkboxes with deficiency descriptions. Checking a checkbox next to the deficiency description will include the selected deficiency template into the cross-connection test deficiency letter to be generated. Multiple deficiency templates can be selected for each cross-connection test inspection deficiency letter.
Cross-Connection Test No Violations Letter
A no violation letter is sent to the customer after a cross-connection test has been performed and no violations were found.
Cross-Connection Test First Deficiency Letter
If one or more violations are discovered during a cross-connection test, a cross-connection test first deficiency letter is set to the customer listing each deficiency identified during the test. The deficiency list is derived from the cross-connection test deficiency templates, and the due date for deficiency mitigation is calculated using the corresponding value entered into the Application Settings form.
Cross-Connection Test Second Deficiency Letter
If a cross-connection test first deficiency letter becomes due and the listed deficiencies have not been corrected, a second deficiency letter will be generated. The due date for deficiency mitigation is calculated using the corresponding value entered into the Application Settings form.
Cross-Connection Test Final Deficiency Letter
If a second deficiency letter becomes due and the listed deficiencies have not been corrected, a final deficiency letter will be generated. The due date for deficiency mitigation is calculated using the corresponding value entered into the Application Settings form. Once a final deficiency letter becomes due and the listed deficiencies have not been corrected, a service termination letter will be generated.
Cross-Connection Test Compliance Letter
Once a cross-connection test deficiency letter has been complied with, a cross-connection test compliance letter is generated to be sent to the customer.
Cross-Connection Test Pre-Test Letter
The cross-connection test pre-test letter serves two purposes; it informs the customer of a upcoming cross-connection test and places the non-potable site into BackTrack's cross-connection test queue. It also can be used to list the items that the cross-connection specialist will be looking for, giving the customer a chance to become compliant before the cross-connection test takes place. This can save everyone involved valuable time and effort.
Cross-Connection Test Test Form
The cross-connection test form is what the cross-connection specialist takes into the field to perform the cross-connection test. The form is populated with information pertinent to the non-potable site being tested. The template includes database fields that can be added or removed. Cross-connection test forms are manually generated by the cross-connection specialists prior to going into the field to perform the cross-connection test.
Service Termination Letter
A service termination letter is generated when any final enforcement document has not been acted upon by the customer.
Managerial Document Templates
Manage managerial document templates using BackTrack's built-in word processor. These document templates include database fields that are populated during notice generation, and include several document types.
Each document template includes the ability to edit text and add/remove database fields to tailor the document to meet your needs. The document template editor includes basic word processor functionality, including the ability to import and export document templates from Microsoft Word® or a special binary format.
Important: When importing document templates from a Microsoft Word® file, the database fields will have to be re-inserted using the Insert tool located on the toolbar. This is because Microsoft Word® cannot save the database fields in the proper format.
It is highly recommended that all customized document templates be saved to a binary file for backup purposes. Importing a document template from a binary file does not require further modifications to be used to generate enforcement documents in BackTrack.
Templates managerial documents include:
Backflow Device Tester Public Testers List
This document lists each certified backflow device tester that is flagged to be included in the public list and their certification is current or the expiration date falls within the grace period specified in the Application Settings form. This list is typically included with any notice to test backflow device that is sent to water service customers.
Backflow Device Tester Request For Information Letter
This letter is periodically sent to each certified backflow device tester contained in the database to request current information. This information includes telephone numbers, gauge serial numbers and calibration dates, and certification expiration dates.
Cross-Connection Specialist Request For Information Letter
This letter is periodically sent to each cross-connection specialist contained in the database to request current information.