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MADtrack™
Frequently Ask Questions (FAQ)
How
do I Add a New Case?
Why
Can’t I Add a Client from a New Case?
What
Does and
 Mean?
Why
Can’t I Exit the Case Form?
What
Does “You Must Enter...” Mean?
I
Don’t see the Information I Need on the Case Form?
How
do I Add a New Client?
How
Do I Assign a Client to a Case?
Why
are my Clients not Assigned to my Case?
Can
I Assign More than Two Clients to a Case?
How
do I Find a Case?
How
do I Find a Group of Cases?
How
do I Find a Client?
How
do I Enter as Staff?
Find
do I Find a Staff Member?
What
does “The text you enter must match an entry in the list” Mean?
How
do I get out of Trouble?
When
do I Double-Click verses Single-Click?
How
do I Undo Changes I have Made?
I
Can’t See all of my Case Description or Case Notes.
How can I see more of this Information?
When
in a Zoom View, How do I Start a New Line?
What
does #Error Mean on my Reports?
How
Often Should I Back Up my Information?
How
do I Move Through MADtrack without a Mouse?
How do I Find a Mediator to Assign to a Case?
How
Do I Enter a Mediation for a Case?
How
do I Give a Mediator Credit for Doing a Mediation?
How
do I Give a Co-Mediator
Credit for Doing a Mediation?
How
do I include a Second Mediator or Observer with a Mediation?
When
do I Enter Information into the Staff Notes?
How
do I Identify a Case as Mediated or Resolved?
How
are Mediations and Mediated Cases Counted?
The
Number of Mediated Cases does not Match the Number of Cases with a Mediated
Sub-Status. Why?
How
do I Track the Progress of a Case?
How
do I Send a Letter to a Client?
How do I
Send a Letter to a Reporting Agency or Agency Contact?
Can I Change
the Size of My Forms?
Can I Change
How Reports and Forms Look?
How do I
Change the Margins on Letters?
How do I
Define or Change Letter Fonts?
How do I
Change the Header on Letters?
How do I
Reprint a Letter?
Can I Print
Forms?
How do I Make
an Envelope or Mailing Label?
I do
not Have MS Word. Can I Make
Envelopes?
How do I
Print to Different Printer?
How do I
Print to a Different Paper Tray on My Printer?
How do I
Schedule Meetings/Mediations?
When and Why
Should I Use To-Do Lists?
How do I
Change the Margins on Reports?
More Advanced or Unusual Topics
How do I
Change the Margins on Reports?
How do I Use the
“Find” Feature in the Edit Menu?
Can
I Copy information?
How do I
Enter Staff or Volunteer Participation in Training, Outreach...?
When
and Why do I Use the Case Scheduler Tool?
How do I
Put Insertion Keys into my Letters?
How Can I
Include Custom Information Each Time I Print a Letter?
How
do I Send a Letter to Staff, Agency Contacts, or Other Interest Parties?
Why
and How do I Use Mail Lists?
How do I
Use Advanced Filters?
How do I
use Automatic Case Numbering?
What
are ‘Use this Number 1st’, ‘...2nd’, ‘...3rd’, and ‘...4th’?
What Happens
to a Case Number When I Delete a Case?
Can I
Automatically Number I/Rs?
What Happens to
an I/R Number When I Delete an I/R?
When do I Enter
an I/R Rather than a Case?
How/When do
I Convert an I/R to Case?
I have a
Victim/Offender Program. Where do I
Enter Court Information?
How do I
record Restitution Agreements for Victim/Offender Cases?
What Reports
Show me Victim/Offender Information?
How and Why do I
Export Information?
What does
“Can’t open any more tables or queries” or “Can’t open any More
databases” Mean?
How do I
Limit Case Reports to Cases for a Particular Period?
How do I
Limit Client Reports to Clients Assigned to Cases for a Particular Period?
When do I use
Other Interested Parties?
Why Should I
Assign Staff to a Case?
I Need Different Ranges for the Client Age and Income
Reports. How do I Make these
Reports Fit My Needs?
What is Unique
Clients and How is it different from the Total Clients?
I Need to Count Cases and Clients in a Variety of
Ways for Different Funders. How
can I do this?
You can add a new Case from one of two places: from the
Case request form (INFORMATION\Case\Add
New) or from the Client information form (INFORMATION\Client\Add
New Case). If you add a new
Case from the Case request form, you first enter information about the Case and
then add and assign Clients to the Case. If
you add a new Case from the Client information form, you first enter information
about the Client. Then you add the
new Case and assign the Client to the Case.
Note: you must
fill out the required parts of the Case before you can add and assign a Client
to the Case. You also must fill out
all required parts of the Client before you can add a new Case or assign the
Client to the Case.
You probably have not filled out the required parts of the
Case. You must fill in the required
parts before MADtrack lets you move to other areas, such as adding/assigning
Client and Staff or adding Case notes. See
0.
To the left of
each record of an information form is a record selector bar.
The current record is identified by the  .
When you make changes to the record, the current record marker is
replaced with  .
This tells you that you have changed information in the record.
To undo your latest change, press ESC.
To undo all the changes you have made to the record (since you viewed the
record), press ESC a second time.
See 0 for more information.
You must enter
information for each of the required yellow fields. Until you enter the correct required information, MADtrack
will not allow you to close the Case. If
you do not want to complete the required information, press ESC to undo your last change. Press
ESC to undo your changes.
You will see  (pencil icon) in the record selector bar if you have made
changes to the record and  (current record icon) after you undo all changes.
Note:
if you create a new Case and are using automatic Case numbering, the Case is
already changed (has a pencil icon) due to assignment of the Case number even if
you did not enter any information.
Although much of
the MADtrack information you enter is optional, there is some information that
you must enter for Cases, I/Rs, Clients, Staff, Reporting Agencies and Contacts,
and other interested parties. Until
you enter the required information, MADtrack will not allow you to exit the form
or move to other areas of the form. You can either enter the required information or use ESC
to undo your changes.
MADtrack keeps an
abundance of information about your Cases, too much information to fit on one
screen. To help you work with your
Cases, the Case form is broken into different views or pages.
You can choose the view or page by selecting one of the buttons at the
top of the Case form (More..., Notes, Details). The scroll
bar on the right also moves you down and up through the views of the Case form.
From the Case
form, you can also view other information indirectly related to the Case by
clicking other buttons or double-clicking the colored fields.
For example, you can see details about the Clients assigned to the Case
by double-clicking the colored Client name field or you can see and you can view
or add To-Do list items for the Case by clicking the To-Do request button at the top of the Case form.
The I/R, Client,
Staff, and Others forms also have more than one view or page.
You move through these forms in the same way that you move through the
Case form.
You can add a Client from one of two places: from a newly
added Case or from the Client request form.
If you are also entering a new Case, you may find it easiest to add new
Clients from the Case form. From
the Main Switchboard, select INFORMATION\Case.
Then select Add New. A blank Case
form is displayed. Enter the
required information about the Case (see 0).
Then select New Client. A blank
Client form is displayed. Enter
information about the first Client. If
you need to add additional Clients, click  at
the bottom of the form to move to another blank Client form.
Fill in information for the second Client, and so on.
Remember that after adding the new Client information, you must assign
the Client to the Case (see 0).
If you have several Clients from several Cases that you
want to add at one time, you may find it easiest to add the Clients from the
Client request form. From the Main
Switchboard, select INFORMATION\Clients.
Then select Add New. A blank Client
form is displayed. After filling in
information for the first Client, click  at
the bottom of the form to move to another blank Client form.
Fill in information for the second Client, and so on.
After you add a
new Case, you need to assign the Client to the Case.
If the Client is new to you, you first add
the Client. Select Add Client on Case form to view a blank Client form.
Fill out the information about the Client and Exit
the Client form. Then assign
the Client to the Case. Entering
the new Client in the Client form does not assign the Client to the Case. You
must specifically assign the new Client to the Case by selecting the Client and
Client role. If the Client already
exists, simply select the Client from the list and assign the Client role.
See How Do I Assign a Client to a Case?
You can assign as
many Clients as you require. The
Client assignment area scrolls. Simply
move down to the next unused Client selection area and select the Client name
and role.
You can find a particular Case from the Case request form (INFORMATION\Case)
by either selecting the Case from the list of Cases or selecting the Client
assigned to the Case and selecting View.
To print a report for a particular Case, select REPORTS\Case. The Case Report request form is displayed.
Either choose the Case or the Client name and the report you want to
print. Then select OK.
Whether you are viewing Cases or printing a Case report,
you can choose a group of Cases to view or print. By selecting an item from one
of the many Case selection lists, you can view/print information about a
particular group of Cases. For
example, you can print a report for all neighbor Cases or view all Cases
referred by juvenile justice. When
you view a group of Cases, one Case form is displayed for each matching Case.
When you print a report for a group of Cases, only the statistics and
details for matching Cases are included in the report.
See 0 for more information on using Case
filters.
You can find a particular Client in one of two ways: from
the Case request form or from the Client request form. If you want to also see
the information about the Case(s) the Client is assigned to, use the Case
request form (INFORMATION\Case).
The Case(s) the Client is assigned to is displayed.
To see details about the Client, double-click the Client
name in the lower left of the Case form.
If you mainly wish to view information about the Client, use the Client
request form (INFORMATION|Client).
The Client information is displayed.
To see details about the Case(s) the Client is assigned to, double-click
the Case Nb name(s) in the lower left
of the Client form.
Staff are the
people who do the work at your agency. Staff
are paid personnel, volunteers, student helpers, etc.
Any one who will use MADtrack must be entered as a Staff member.
Anyone for whom you want to record time spent serving your agency must
also be included as Staff. Since
you can use MADtrack to do bulk mailings, you may want to include all Staff so
that you can send bulk correspondence to or make mailing labels for all Staff.
You can find a particular Staff in one of two ways: from
the Case request form or from the Staff request form. If you mainly need to view information about the Staff, view
the Staff from the Staff request form (INFORMATION\Staff).
The Staff information is displayed.
To see details about the Case(s) the Staff is assigned to, double-click
the Case Nb name(s) in the lower left
portion of the Staff form .If you want to also see the information about the Case(s)
the Staff is assigned to, view the Staff from the Case request form (INFORMATION\Case).
The Case(s) the Staff is assigned to is displayed.
To see details about the Staff, double-click the Staff
name in the lower left corner
of the Case form.
For non-Selection List fields in your forms, you can
directly enter the information (such as address, city, state, phone).
For Selection Lists, you must choose from the existing list of
selections. If the choice you want
is not in the list, you must first add the choice to the Selection List and then
select the new choice.
For most Selection List fields, you add a new Selection
List entry by double-clicking the colored selection list field. The underlying
Selection List form is displayed. Move
to a blank entry and add your new Selection List entry.
For example, from the Case form, double-click the Referred
By selection list field. The
Referral Selection List form is displayed.
Add the new referral and exit back to the Case form. You can now select the new referral source.
To add a new Client to the Client selection list, you must
first add the Client (by selecting Add
New from the Client request form or by selecting Add Client from the Case form).
Enter the Client information and exit the Client form.
Open the Client selection list to view and select the new Client.
The ESC key is
the “get out of jail free” card. You
have probably experienced some frustration with MADtrack not letting you exit a
form. This happens when you either
enter information that is not appropriate to the field (such as an incorrectly
entered date or text you typed in a Selection List does not match an entry in
the Selection List) or you do not enter information in all the required fields
of the form. Look for the pencil
icon in the record selector bar to see where changes have been made.
If you are in a form with sub-forms (mini forms), there might be a pencil
icon by the sub-form record. Or you might see the pencil in the record selector
of the main form. To undo or remove an invalid entry, press ESC. Press ESC
a second time to remove all changes you made since viewing the form.
If you are creating a new Case, I/R, Client, or Staff, pressing ESC twice erases your entries.
Note: if you are
using automatic Case numbering and you select Add New Case, the new Case form is automatically changed (has pencil
icon) because a Case number has been assigned. If you do not want to complete the new Case, press ESC
to undo the Case number assignment (pencil icon is removed).
Then Exit the form.
Whether you double-click or single-click your mouse depends
on where you are in MADtrack. For
request buttons (the bigger colored buttons that appear raised), single-click
to perform the request. For
selection lists, single-click the
arrow to the right to open the selection list.
To view/modify/add/delete entries in a Selection List, double-click inside the colored Selection List field and the
underlying Selection List information form is displayed.
For most other colored fields, double-click
in the field to see related information.
Note: if you
double-click a request button, you may not see the result you expect.
The first click opens the associated request form.
If another request button is located at the same position on the new
form, the second click activates the second request button and opens the request
form for the second request button.
See How do I get out of Trouble?
Use Shift-F2 to
see a zoomed view of the note. The
zoomed view also includes a scroll bar to move through the text if the zoomed
view is smaller that the information you have entered.
You can see a zoomed view of most of the fields where you type
information.
Use Ctrl-Enter
to start a new line in the zoomed view. Use
Enter to exit and close the zoomed
view.
#Error means that
there is no information available for the report you requested.
.Typically this occurs when you include filters for your report and
nothing matches your filters. For
example, you filter to include only neighbor Cases action between 1/1/99 and
1/31/99. If no Cases were active
during that time, the report will show #Error.
You spend a lot of time entering your Case, Client, and
Staff information. It would be
shame to lose the information because you were not backing up your information
regularly. The frequency that you
should back up depends on two things, how much information you enter each day
and how much information you are willing to re-enter if your computer fails.
SoftGoals recommends that you back up your information at
least once per week, more often if you have a high volume of Cases.
See Chapter 2 of Getting Started with MADtrack for more information on how to do a
backup.
For most MADtrack
operations, you can use keys to move about and enter information.
Use Tab to move through the
fields of a form. Use Ctrl-Tab
to move from the fields of a sub-form to the fields in the main form.
Use Alt-x to select request
buttons (where x is the letter that is
underlined. For example, enter Alt-C
to click the Case request form). See Chapter 1 in Getting
Started with MADtrack for a list of the keys to
instead of the mouse.
Part of the
mediation challenge is the task of matching mediators to Cases.
You need to match a variety of schedules (Client and Staff) as well as
insure that the assigned mediator
has the credentials or expertise that you require for the Case.
You can use the Case Scheduler Tool to fulfill these tasks.
See 0.
Each time you
hold a mediation for a Case, enter the mediation as an activity for the Case
(see Notes view of Case form). In a
blank notes entry, assign the Staff member who did the mediation, select a
mediation activity (such as Mediation),
and enter the amount of time spent in mediation,
Do not enter the mediation in the Staff notes.
If additional mediations are held, enter the additional mediation
activities for the Case. See the
various Staff time reports for ways to view the time Staff members spend on
Cases (REPORTS\Staff).
Add a Mediation
note to the Case and assign the Mediator to that Mediation note.
After you enter a
mediation activity for the Case (see 0),
double-click Add Staff in the
mediation note. An additional notes
form opens for associating the co-mediator with the same mediation. Assign the co-mediator, select a mediation activity, and
enter the amount of time. Observers
can also be associated with the activity. Move
to a blank record, assign the observer, select an observation activity, and
enter the amount of time. When you
exit the additional notes form, the Add
Staff changes to See Staff. You can
review/change/delete the associated notes by double-clicking See
Staff.
The Case form and
Case reports show you the amount of time spent on a Case (based on time in the
Case notes). The total time does
not include the time entered for the co-mediator or observer.
The co-mediator and observer are given credit for their participation,
however, and you can see their time in the Staff reports that show Staff time.
See How
do I Give a Co-mediator Credit for Doing a Mediation?
Typically you use
the Staff Notes to record two types of information: 1) time spent by the Staff
that is not directly related to a specific Case, such as training, in-services,
agency meetings, general office work or general Casework (no particular Case)
and 2) general notes or information about the Staff member. Staff time spent on
specific Cases, such as intake, case development, phone calls, letters sent,
meetings or mediations, should only be entered as Case activities (see Notes
view of Case form).
Typically the
Case Sub-Status is used to identify the disposition or outcome of a Case.
You might identify a Mediated/Resolved
or Mediated/Not Resolved sub-status.
By creating the needed sub-status entries and then assigning each Case
the appropriate sub-status, you can identify the final outcome for the Case.
You can produce reports that group Cases by sub-status (see Group Case
by... Sub-Status Case report) and you can use filters to view/report Cases with
a particular sub-status.
Mediations are
counted from Case Notes. Each Case
note assigned a mediation activity is counted as one mediation.
Only the mediations entered in the main Case notes are counted.
If you associated a co-mediator to a mediation note (see 0),
the mediation by the co-mediator is not counted as an additional mediation.
You can see a count of mediations in a variety of the Case reports.
Note 1: the activity you select must
be assigned the Mediation category.
To check the categories assigned to each of your activities, select INFORMATION\More...\Selection
Lists\Case\Activites. The
Activity form is displayed. Review
the activities to see that mediation activities are assigned the mediation
category.
Note
2: You can define more than one
mediation activity. For example,
you might distinguish face-to-face from shuttle mediations. By assigning the
mediation category to both, both types of activities are counted as mediations
A Case is counted
as mediated if a mediation activity
has been entered as a Case note (see 0).
Even if you assign a Case a sub-status that implies that a mediation
occurred (such as Mediated/Resolved), the Case is not counted as mediated unless
you enter a mediation Case note.
You might want to
use the Case Status to identify the state, stage, or progress of a Case. For example, you might identify your casework as having four stages: 1) Intake, 2) Case
Development, 3) Mediation, 4) Final.
Then create a Case Status for each of
your stages and assign each Case the appropriate stage.
As the stage or status of the Case changes, reassign the applicable stage
or status. You can produce reports that group the Cases by status (see Group
Case by... Status Case report) and you can use filters to view/report Cases with
a particular status.
You can send a letter to a Client from one of three places:
the Case form, the I/R form or the Letters, Envelopes, Labels request form.
Typically you send letters to Clients from the Case and I/R form because
you can keep a copy of the letter and enter a notation that the letter was sent.
To send a letter to a Client from the Case form, first select the Client
you want to send the letter to by highlighting the record selector bar to the
left of the Client. Then select Letter
and fill out the requested information. To
send a letter to a Client from the I/R form, identify either the Initiator or
Responder as the recipient You can
also send a letter to a Client from the Letters/Envelopes/Labels form (INFORMATION\Letters\Letters,
Envelopes, Labels or REPORTS\More...\Letters,
Envelopes, Labels). However,
you cannot keep a copy of letters sent from the Letters/Envelopes/Labels form.
You can send a letter to a Reporting Agency or Agency
Contact from one of two places: the Case form or the Letters, Envelopes, Labels
request form. Typically you send
letters to Reporting Agencies from the Case form because you can keep a copy of
the letter and enter a notation that the letter was sent.
To send a letter to a Reporting Agency from the Case form, first select
the Reporting Agency and Contact you want to send the letter to by highlighting
the record selector bar for the Reporting Agency and Contact.
Then select Letter and fill
out the requested information. You
can also send a letter to a Reporting Agency from the Letters, Envelopes, Labels
form (INFORMATION\Letters\Letters,
Envelopes, Labels or REPORTS\More...\Letters,
Envelopes, Labels). However,
you cannot keep a copy of letters sent from the Letters/Envelopes/Labels form.
You cannot
directly change the size of your forms. Maximizing
forms will not increase the size of the fields or boxes inside the form.
However, you can indirectly control the size of your forms by changing
the resolution of your display screen. MADtrack
forms have be pre-sized to fit the ”average” screen resolution for 800x600..
If you are using a smaller resolution, such 1024x768, MADtrack windows
will not fill your screen. You can
make the windows larger by changing you display screen resolution to 800x600.
Please note that changing the display resolution will affect the size of
all other applications.
You cannot
customize or modify the actual format of information shown on the various forms
and reports in MADtrack. You can
however do two types of customization to your forms.
First, you can hide or disable some of the optional information in the
major forms, Case, I/R, Client, Staff, and Others.
For example, you can hide the income and ID fields in the Client form.
The actual positioning of the other information on the form is not
changed but the information you select to hide will not be visible.
You must log-in as the administrator to set you MADtrack to hide or
disable information. See Chapter 7
of MADtrack User’s Guide for more information.
Second, you can
customize the meaning and names for some of the fields in some forms and
reports. For example, you can
define four custom Selection Lists and four custom fields for Case, I/R, Client,
Staff, and Others forms. You can
name the custom lists and fields appropriate to your needs.
Your custom names are then used in the forms and reports.
To name the custom fields and lists, select INFORMATION\More...\Customize.
You set the margins for you letters from the Letter Preview
form. In the upper portion of the
form, select the left, right, and upper margins for the letter.
MADtrack will remember your margin settings for the letter.
You define the font type and size to use for a letter in
each individual letter template. This
gives you the flexibility to define different fonts for different letters.
To enter or change the font type or size on a letter, select INFORMATION\Letters\Letter
Templates. Select and view the
letter template and choose the font type and size for the letter.
You can define how to format the heading of your letters
from one of two places: the Letter Template form or the Letter Preview form.
At the top of the form, select None,
Name, or Logo.
Choose None if you are using
stationary that includes your agency name.
Choose Name if you want to
include your agency information in the letter.
Choose Logo if you also want
to include your agency logo on the letter.
You identify your agency logo in the Agency
Info form (INFORMATION\More...\Agency Info).
You can reprint a letter from one of three places: the Case
notes, the I/R notes, or the View Last Letter form. If you kept a copy of a Case or I/R letter, you can
view/print the letter again by finding the note for the letter and selecting View
Letter (INFORMATION\Case\View\Notes or
INFORMATION\INFO/REFERRAL\View\Notes).
You can also view/print the last letter printed from your computer.
Select either INFORMATION\Letters\View
Last Letter or REPORTS\More...\Last
Letter.
Although you can print forms, you probably will not like
how the printout looks. Typically
you use a report to print the information in forms.
The exception is the typical Selection List form (for example, Case
referral, Client type, activity type). You
can print the Selection Lists by viewing the Selection List information form,
switching to datasheet view, and printing the datasheet.
For example, from the Selection Lists request button on the More...
Information request form, find and view the Selection List form you want to
print (INFORMATION\More...\Selection Lists...).
From the menu bar at the top of
the form, select View\Datasheet.
Then select Print
from the menu bar.
You can also print the underlying table/information where
the selection lists are defined. Select
INFORMATION\More...\Data Tables.
Select and print the table.
You can make an envelope for a Client, Staff member,
Reporting Agency or Contact, or an other interested party from the Letters,
Envelopes, Labels form (INFORMATION\Letters\Letters,
Envelopes, Labels or REPORTS\More...\Letters,
Envelopes, Labels). Select the
party and the type of envelope or label. If
printing a label, select the row and column where you want the single label
printed. Then select either Print
Envelope(s) or Print Label(s).
You can also make a Client envelope or mailing label from the Case form
after you complete the steps for making a letter.
You must have MS Word on your computer to print envelopes and labels.
If you do not have MS Word, you can create a letter
template that looks like an envelope.
In the new letter template, select and position name and address
insertion keys appropriate to the size envelope.
Give the template a name the identifies the envelope size.
From either the Case or the Letters, Envelopes, Labels form, select the
party receiving the correspondence (Client, Staff, Agency Contact, other
interested party) and the envelope letter template.
You probably will need a different template for each size envelope that
you use.
All information
you print from MADtrack is automatically directed to the printer that you
identify as the Default printer.
To direct your information to another printer, select File\Print...
from the menu bar at the top of MADtrack and select the desired printer.
After you close the report, MADtrack asks you if you want to save
changes. Choose No.
All information
you print from MADtrack is automatically directed to the printer and paper tray
that you identify as the Default
printer and tray (see Settings\Printers). To direct
your information to another paper tray, select File\Print...
from the menu bar at the top of the MADtrack.
Use the Setup or Options button on the Print Setup form to select the desired paper
tray. After you close the report, MADtrack asks you if you want to save changes.
Choose No. If you typically
print to a tray other than the one identified as the default, you may want to
change the default Printer settings to match what you typically use.
You can use MADtrack to schedule Case and Staff meetings,
mediations, or other commitments. You
can then use the To-Do list report be reminded of the coming events.
For example, you can see a list of meetings for the day or for the week.
You schedule meetings in the Case and Staff notes.
From the Case or Staff notes (INFORMATION\Case\Notes
or INFORMATION\Staff\Notes), move to
a blank note, enter the date for the meeting, the Staff attending the meeting,
the location for the meeting, time of the meeting, and select an activity.
To see the scheduled meetings/commitments, select REPORTS\To-Do
List and enter a date range for the meetings and To-Do items (such as today
or the week). See 0
for more on scheduling meetings.
The Do-To list is reminder list. The list is like a ticker
file, a list of actions to complete on specific days.
For example, you might need to do a follow-up phone call to a Client in 7
days or do 3 month follow-up after a Case is closed.
You can optionally assign a Staff member to the To-Do item.
Then you can use the To-Do List form to review or report to print a list
of actions assigned to a Staff member or actions that need to be completed for
the day or for the week (REPORTS\To-Do
List). The To-Do form and
report also shows scheduled meetings.
You cannot change the margins on reports.
Each report has been formatted to fit on 8.5x11 paper.
Changing the margins on reports will not modify the look or position of
your reports.
You can use the
find option in the Edit menu bar
(upper left corner of MADtrack) to find a particular record in a form. For example, you can view all Cases and then find individual Cases. Move
to the field for which you want to find a match. From the Edit menu
bar, select Find (or enter Ctrl-F). Enter want you want to find and select Find First. Use an
asterisk (*) to indicate an area where you do need a match. For example, enter V*
to find all Cases whose Case number begins with ‘V’.
Note:
you cannot use the Find menu option to find matches on Selection Lists.
Use the Selection List filters in the request forms instead (such as
Case, Client, and Staff request forms).
You can use
standard copy/paste features to copy information.
You can copy a record or a field in a record.
To copy a field, move to the field, highlight the entry, and copy the
selection (Edit\Copy or Ctrl-C). Move to the
new field and past the selection (Edit\Paste
or Ctrl-V).
To copy a record, select the record selector bar and copy the record.
Move to the new record and past the selection.
Caution:
when you copy an entire record, you are creating an exact duplicate which
typically MADtrack will not like. You
should change the name (Client, Staff, Other) or number (Case or I/R) before
saving the new record.
Note:
when coping a record that has a sub-form(s) (mini-forms), only the information
on the main form is copied. To copy
the information in the sub-forms, copy and paste the information from each
record of the sub-form.
Enter Staff time
that is not directly related to a Case in the Staff notes.
For example, if a Staff member attends a training or does a community
presentation, enter the activity and amount of time spent by the Staff member as
a note for the Staff. You can see
information about the time Staff spend serving your agency through a variety of
Staff time reports. Select REPORTS\Staff.
The Case
scheduler tool performs several scheduling tasks.
First, you can find a common time that the Clients and assigned Staff can
meet. Second, you can find
Staff with particular credentials, such as having a required specialty or
specific gender, and/or whose schedule matches the Client schedules during a
given time frame (such as the next week). Use
this option when you have a general idea of when you would like to schedule a
mediation and what type of mediator(s) you need.
Third, you can find an available meeting room that meets your needs.
Position your
cursor at the place in your letter template where you want to insert information
(such as Client Name). At the top
of the letter form, select the Insertion
Key you want placed into your letter. Click
inside the selected insertion key and then double-click. The insertion key is copied to your template your marked
place.
Use Prompt Keys. Position your cursor at the place in your letter template
where you need to insert different information.
They enter <, words that
describe what to enter, and >.
For example, enter <Meeting Room>. MADtrack
prompts you to enter the Meeting Room and inserts your entry into the letter.
You can send a
letter to a Staff member, Reporting Agency, or an other interested party from
the Letters, Envelopes, Labels request form (INFORMATION\Letters\Letters,
Envelopes, Labels or REPORTS\More...\Letters, Envelopes, Labels).
Select the recipient of the letter, the letter to be sent, and the Staff
member sending the letter. Then select fill-in
And View. You can also make an
envelope or mailing label for the letter if you have MS Word on your computer.
You can use
MADtrack to send the same letter to several recipients.
First, create a mailing list of Clients, Staff, Reporting Agency
contacts, and/or other interested parties.
Then choose a letter to send to all the members of the mailing list.
Typically a mailing list letter will be a general letter such as
announcing an address change, informing interested parties of a coming event, or
sending information to Staff.
Advanced filters (Case, Client, Staff, Others) is a way for
you to select very specific criteria for finding Cases, I/Rs, Clients, Staff,
and Other interested parties. You enter advanced filters from the Case, Client,
Staff, and Others information and report request forms (for example, select REPORTS\Case\Advanced
Case Filter). Although the
advanced filter form may look intimidating, a few trial runs should get you
familiar and comfortable with advanced filters.
The advanced filter is a way for you to ask one or more questions about
your information. Think about what
you want to ask and then make entries to build your questions.
In the advanced filter form, you formulate questions by
deciding what information you are asking about and what you want to ask about
the information. For example, you
can find out about Clients living in two cities.
Begin by selecting what information you want to ask about (such as Case
Number or Client Name). Then
decide how you want to compare the information (such as = or like *Smith).
Next, select what you want to compare the information to (such as Case
Number = 99-020 or Client Type like *Smith).
If you are filtering by a, you can use two dates in your question (such
as Case Open Date Between 1/1/98 and 12/31/98). You
can enter up to six different questions and require a match on all (AND)
criteria or any (OR) of the criteria.
See Chapter 11 of MADtrack User’s Guide for more information.
When you use automatic Case numbering, MADtrack handles
assigning the next available Case number. After
you set up the format for you Case numbers, a new number is automatically
assigned to each new Case.
You select from several options to define the format of
your Case numbers and MADtrack does the rest.
You can include the year, the month and/or the day, in any order, with
separators between each section of the Case number. You can place the incrementing number portion anywhere within
the Case number, and you can reset the number portion at specific times, such as
at the first of each month or each year. Select
INFORMATION\More...\Numbering Options to
set up and enable automatic Case numbering.
You can also automatically number I/Rs.
There are two complete sets of numbering options, one for Cases and one
for I/Rs. You will want to make
sure you are setting up the correct set of options.
Note: if you do
not complete a new Case or I/R, you will need to use the ESC key to undo the automatically assigned Case or I/R number before
you can Exit the Case or I/R form.
In the Numbering Options form (INFORMATION\More...\Numbering Options), these numbers are returned
Case numbers. If you create a new
Case and then decide to abandon the Case (by pressing ESC
to undo all changes), the automatically assigned Case number is returned
so that it can be reused the next time you add a new Case.
Up to four Case numbers can be returned to be reused.
If you are using automatic Case numbering and delete an
existing Case, the Case number for the deleted Case is not automatically reused
(see 0).
If you want to reuse the Case number of the deleted Case (reassign it to
the next new Case), in the Numbering Options form (INFORMATION\More...\Numbering
Options), enter the number portion of the Case in the first Use This Number... entry that is assigned zero.
For example, if you delete Case 99-021 and want to reuse the number,
enter 21 in the first available Use This Number...
Yes.
You can automatically number I/Rs in the same way that you can
automatically number Cases. Simply
set up the I/R numbering options. See
Sections 0
and 0 of
this document for more information.
If you are using
automatic I/R numbering and delete an existing I/R, the I/R number for the
deleted I/R is not automatically reused (see 0).
If you want to reuse the I/R number of the deleted I/R (reassign it to
the next new I/R), in the Numbering Options form (INFORMATION\More...\Numbering
Options), select I/R Options.
Then enter the number portion of the I/R in the first Use
This Number... entry that is zero. For
example, if you delete I/R 99-021 and want to reuse the number, enter 21 in the
first available Use This Number...
field.
The I/R form is used for four reasons: 1) to log requests
for information; 2) to record
referring a party to another source; 3)
to enter initial intake information about a situation that you do not yet know
will become a Case; 4) as a common
place to enter initial Client contact. You
can later choose to convert I/Rs to a Cases.
Once you have decided that an I/R is actually a Case, you
can convert the I/R to a Case. Select
Convert To Case from the I/R form. The
parties in the I/R are added as new Clients (if they do not already exist), and
a new Case is created with the Clients assigned to the Case.
After converting an I/R to a Case, you typically delete the I/R.
In the Case form
(INFORMATION\Case\View), select More
next to the offender Client. Then
select Judicial.
In The Case form(INFORMATION\Case\View), click More
next to the Offender Client Then select Agreement.
Enter the terms of the agreement. If
your agency will monitor/receive payments toward the agreement, make the
agreement parts as monitored. You can then
post payments toward the agreement by selecting Payments.
The Case Details report shows judicial/court information,
restitution agreements, and payments made toward the agreement (REPORTS\Case).
The Client report shows similar information (REPORTS\Client).
The Judicial Summary report shows a status of Cases assigned to court
officials (such as juvenile counselor, probation officer, or judge) (REPORTS\More...\Judicial
Summary). The Outstanding
Accounts report shows the Clients who have not kept the restitution agreement (REPORTS\Outstanding
Accounts).
Your MADtrack information tables can be extracted from
MADtrack and put into a format that another computer application can read.
For example, you can export your Cases to a MS Excel spreadsheet.
You might want to export MADtrack information tables if you cannot find a
MADtrack report that gives you the information or statistics that you need.
By exporting the information into another program, you can create you own
statistics. Select EXPORT
and choose the information you want to export.
Some reports consume a lot of resources to create and
print. After doing several reports,
you may be told that no more databases, tables,
or queries can be opened. To
resolve the problem, close and reopen MADtrack.
Typically you want to see Case information and statistics
on the active Cases during a particular time frame, such as during a month,
quarter, or year. From the Case
report request form (REPORTS\Case),
enter the beginning and ending time frame you want reported.
All Cases active during the period are included in the report.
Active Cases are either newly opened during the period or still open at
the beginning of the period.
Typically you
want to see statistics about the Clients associated with the Cases you worked on
during a period of time, such as during a month, quarter, or year.
From the Client report request form (REPORTS\Client), enter the beginning and ending Case activity
period. Only Clients assigned to
active Cases during the time period are included.
Active Cases are either newly opened during the period or still open at
the beginning of the period.
Other interested parties are people who are not Clients,
Staff, or Volunteers, but are somehow associated with or interested in your
agency. For example, board members,
donors, and community leaders might be other interested parties.
You can create a mailing list of other interested parties and send bulk
letters or print envelopes/labels to distribute information to other interested
parties.
There are three main reasons to assign Staff, such as
mediators or observers, to a Case. First,
assigning Staff gives you a record of Staff who should be notified of the status
of a Case. Second, you can use the
Case scheduler tool to find common times that the Clients and assigned Staff can
meet. Third, Staff reports show you
the Staff who are actively working on Cases, the Staff available to be assigned
to a Case, and the types of Cases to which that each Staff has been assigned.
In general, if you want to know the type of Cases that your Staff are
working on or want to identify the status of the Cases assigned to Staff, assign
Staff to your Cases.
The ranges used to group Clients by age and income in the
Group By Client Age and Group By Client Income reports are parameters that you
can customize. Select INFORMATION\More...\Selection
Lists\Client. Then select
either Age or Income.
In the age or income range form, set up the ranges you need.
The ranges must be ascending
and must not overlap.
For example, enter age ranges of 5-9, 10-13, 14-20, 21-30, 31-50, 51-100.
Total Clients
counts each time a Client is assigned to a Case. Unique Clients
counts Clients only once, even if assigned
to more than one Case.
For Cases, use either the Case Group By... or Case Cross
Tab report (REPORTS\Case).
You can see statistics and group, and thereby count, Cases by most any of
the pieces of Case information. For
example, you can see Case statistics grouped the assigned county, by type of
Case, or by any of the custom selection lists or fields.
Use the Cross Tab report to get a count of Cases based on two pieces of
information. The report looks like
a table with a grouping of information along the rows and columns of the tables.
For example, you can count Cases based on the type of Case and the Case
sub-status or disposition.
For Clients, use the Client Group By..., Client
Demographics, and Client Age and Income reports to get different statistics (REPORTS\Client).
You can use filters (Case or Client) to limit the Cases.
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