The “Primary Person” for a household in RecTrac is considered to be the account holder. Usually, you would want this person to be an adult. There is a method for enforcing this in both RecTrac and WebTrac. This method involves a custom screen design.
Go to Management > System Management > Screen Management > Management Screen Management and create a custom screen for Household Update. (If one already exists, simply open the existing one.)
On the Birthday Field for the Primary Person, set the MaxDate field to: “DaysFromToday|-6575”. This will ensure the Primary Person has to be at least 18 years of age. To use an age other than 18, simply adjust the |-<x> value appropriately by multiplying 365 by the minimum age desired. |-7665, for example, would be a minimum age of 21.
(Optional) You can make the field “Required” by selecting the FieldRequired option from the Advanced Field Parameters screen.
Save your changes. Be sure to apply your custom screen. Refer to the Topic Doc linked below.
You can do this for WebTrac also. Go to Management > Systems Management > WebTrac Mangement > WebTrac Management Screen Management and repeat the steps above. At this time WebTrac does not prevent the user from accessing “newer” dates on the calendar, but when validating the value it will give them a message that the birthday has to be prior to <x> date.
RecTrac has the ability to make “mass changes” to text capitalization for household, family member, and address data in the RecTrac database. This is called data “beautification” in RecTrac. The changes you can make are:
All lowercase letters
All uppercase letters
First letter of text uppercase
First letter of text uppercase and rest of text lowercase
First letter of each word uppercase
First letter of each word uppercase and rest of text lowercase
First letter of each sentence uppercase
First letter of each sentence uppercase and rest of text lowercase
You can choose from a list which fields will be affected.
To access this feature, go to Management > System Management > Miscellaneous Management > Beautify Fields. If that menu item does not appear for you, your menu will have to be changed by LOGIS RecTrac support. (Contact email@example.com.) On-line help for the screen will provide more information about how to use it.
RecTrac 3.1 relies heavily on datagrids. Datagrid columns often have configurable search fields, where you can enter text to search on and indicate how RecTrac should run the search:
“Begins With” is often the default search, but “Contains” is a much more powerful search, as it will locate the search text no matter where it is in the field. It is easy to default the search to the “Contains” type:
Begin by navigating to Management > System Management > Screen Management > Management Screen Management.
Click the “Update Default Widgets?” button at the bottom of the screen.
On the Management Screen Update screen, select the “DefaultWidget_CharacterFillin” field.
On the left side, click the pencil next to “FilterOptionDefault,” and change the option to “Contains.”
Click the check to switch it back to a pencil, then click “Done” to save.
The next time you run a search from a datagrid column, it should default to “Contains.”
If you have any questions about how to set up this feature, please contact firstname.lastname@example.org.
You may not realize it, but RecTrac has a feature where you can make quick edits to file maintenance data using “in-line” editing right on the datagrid, without opening the update screen. This can be handy if you need to make the same or similar changes to multiple items on the grid. To use in-line editing, do the following:
Click on the box in the left-most column of the datagrid item you want to change. The “stylus” icon will change into a check mark.
Locate the field (column) you want to change and change it. Note that only certain columns are eligible for changing.
Click on the box in the left-most column again. The check mark icon will change back into a stylus icon. The change is now complete.
Repeat as needed with other rows in the datagrid.
If you have further questions about in-line editing, please contact email@example.com.
VSI, the developers of RecTrac, have a quarterly newsletter available on their website that contains a lot of good information about the product and how to best use it. It usually has a column from Giles Willey, the President of VSI. For the current edition of the newsletter, Giles reflects back on 2018 and looks forward to 2019.
Most users should be getting this newsletter delivered to their email address automatically. If you do not, you can access the latest newsletter (Winter 2019) by clicking here. If you’re not getting the newsletter and would like to get on VSI’s mailing list, please contact LOGIS RecTrac support at firstname.lastname@example.org.
RecTrac training videos are now available through RecTrac’s on-line help system. Previously, they were only available from Vermont Systems’ (VSI’s) customer portal, which required a login and password. Now, all you have to do is click on the question mark icon (?) on any RecTrac Screen.
In the upper-left corner of the on-line help screen that appears, click on the Table of Contents Tab. You then click on the link titled “Topic Documents, Instructional Videos, and Other Listings.” Currently, there are 35 instructional videos available on various topics. VSI often adds additional videos with new software releases.
LOGIS just hosted a RecTrac user group meeting for its members. The main purpose of this meeting was to prepare for the VSI-sponsored Minnesota regional RecTrac User Group meeting on October 25, hosted by the City of Plymouth. The preparation for the regional meeting involved gathering issues from our cities to present at that meeting. The regional meeting is a day-long affair, with lots of opportunity to get into detail about the system and network with other users.
The RecTrac Parks and Recreation management system has recently been upgraded to version 3.1.08.04. The timing of this upgrade was a bit unusual in that we normally wait until after summer (that is, the busy season for Parks and Rec Departments) before implementing an upgrade. However, there were a few issues addressed in the upgrade that were important to some of our users, so we determined that it was better go ahead and upgrade rather than wait a number of weeks. The changes and enhancements present in an upgrade are recorded in upgrade documents that we always send out to our users prior to the upgrade. These documents can also be found on the LOGIS portal (http://portal.logis.org). If you have any questions about accessing these documents, please contact email@example.com.
The RecTrac Parks and Recreation Management system has lots of tips and tricks its users may not know about. For example, did you know that if you click on the Up/Down arrow to the right of a code datagrid column, RecTrac will open the management window for that code? From there, you can add a new code, delete an existing one, etc. That can be a real time-saver.