Report History

The Report History screen is used to view guardian reports that have been entered into GTS. This feature can be useful if a guardian calls to inquire about a report they submitted, but can also be used to view a history of reports submitted by a certain person or organization and to locate reports in the progress of being entered into GTS when the guardian paper-filed. Reports can be searched by report type, submitter name, or by tracking number.

Searching for a Report by Report Type

Searching by report type is quick and effective way to view a history of reports being processed by your court office. The available criteria can be used to view the history in different ways that are beneficial to your court office and business processes.

To search by report type, perform the following:

In the Search Type dropdown, select Report Type if not already selected.

If you wish to limit the results to a specific guardian report, select it from the Report Type dropdown. Otherwise, to see the history on all reports, select All if not already selected.

(Optional) Additional criteria can be selected to further limit the reports that are returned in the search. You can also perform a search, review the results, then add additional criteria to refine the reports returned as needed. Add additional criteria as follows:

a.	Status represents the state of the guardian report on the current date and time, regardless of any of the other status date ranges that may be entered. Saved - This status is used when court staff is in progress of entering a report that was paper-filed by a guardian and was saved to continue later. Reports being entered by a guardian on their own cases and saved in progress cannot be viewed in GTS. Submitted - This status is used to locate reports that were submitted in GTS but have not yet been accepted or reviewed. These would be reports that appear in the Submitted Reports tab of the Dashboard. Accepted - This status is used to locate reports that were submitted and accepted in GTS but have not yet been reviewed. These would be reports that appear in the Ready for Review tab of the Dashboard. Reviewed - This status is used to locate reports that were submitted in GTS, accepted, and the review has been completed. Returned for Correction - This status is used to locate reports that were returned for correction to the guardian that submitted the report and were not accepted. This status can be useful to locate reports for which you are waiting for the guardian to re-submit the report and may need to follow up with them if too much time has passed.
b.	The Submission Date fields can be used to narrow the results to reports that were submitted during a specified date range, irrespective of their current status. For example, you can search for a submitted date range of last month but reports that have already been accepted or reviewed will display in the results. Combine this criteria with Status if you wish to only see reports that are currently in a specific status. If a Submission Start Date is entered, the Submission End Date is required.
c.	The Accepted Date fields can be used to narrow the results to reports that were accepted during a specified date range, irrespective of their current status. For example, you can search for an accepted date range of last month but reports that have been reviewed will display in the results. Combine this criteria with Status if you wish to only see reports that are currently in a specific status. If an Accepted Start Date is entered, the Accepted End Date is required.
d.	The Reviewed Date fields can be used to narrow the results to reports that have had their review completed. If a Reviewed Start Date is entered, the Reviewed End Date is required.
e.	The Has Actionable Flags checkbox can be used to limit the results to only those reports that have been accepted and have at least one flag with a Concern Status of Actionable. For more information, see Updating Flags on a Report.

After entering criteria, click the SUBMIT button. The reports matching the search criteria display in a grid.

To view a report, click the View Report icon in the grid for the report.

The Report Details popup displays information about the report.

Searching for a Report by Submitter Name

The search by submitter returns all reports submitted by a single person or organization. Submitter name, rather than guardian name, is used because this feature can be used to locate reports submitted by court staff when the guardian paper-filed.

To search by tracking number, perform the following:

In the Search Type dropdown, select Submitter Name.

Enter the submitter's last name or the organization name in the Last/Organization Name field. Partial names can be entered.

a.	First Name is not required and should not be used when searching for an organization. Partial names can be entered.
b.	Report Status represents the state of the guardian report on the current date and time, regardless of any date range that may be entered in the Submission Date range fields. Saved - This status is used when court staff is in progress of entering a report that was paper-filed by a guardian and was saved to continue later. Reports being entered by a guardian on their own cases and saved in progress cannot be viewed in GTS. Submitted - This status is used to locate reports that were submitted in GTS but have not yet been accepted or reviewed. These would be reports that appear in the Submitted Reports tab of the Dashboard. Accepted - This status is used to locate reports that were submitted and accepted in GTS but have not yet been reviewed. These would be reports that appear in the Ready for Review tab of the Dashboard. Reviewed - This status is used to locate reports that were submitted in GTS, accepted, and the review has been completed. Returned for Correction - This status is used to locate reports that were returned for correction to the guardian that submitted the report and were not accepted. This status can be useful to locate reports for which you are waiting for the guardian to re-submit the report and may need to follow up with them if too much time has passed.
c.	The Submission Date fields can be used to narrow the results to reports that were submitted during a specified date range, irrespective of their current status. For example, you can search for a date range of last month but reports that have already been accepted or reviewed will display in the results. Combine this criteria with Status if you wish to only see reports that are currently in a specific status. If a Submission Start Date is entered, the Submission End Date is required.
d.	The Has Actionable Flags checkbox can be used to limit the results to only those reports that have been accepted and have at least one flag with a Concern Status of Actionable. For more information, see Updating Flags on a Report.

After entering criteria, click the SUBMIT button. The reports matching the search criteria display in a grid.

To view a report, click the View Report icon in the grid for the report.

The Report Details popup displays information about the report.

Searching for a Report by Tracking Number

The tracking number search is useful when a guardian calls to inquire about a report. If they can only provide this unique number, it can be used to locate the specific report they are inquiring about. The tracking number is displayed on the confirmation page that opens when a report is submitted in GTS. If the report was paper filed and entered into GTS by court staff, the tracking number may be readily available in the case file, depending on your county business process, making it a convenient way to locate a report on which you need to view information.

To search by tracking number, perform the following:

1.	In the Search Type dropdown, select Tracking Number.
2.	Enter the Tracking Number. The complete tracking number must be entered; partial tracking numbers will not return any results in the search.
3.	Click the SEARCH button.
4.	If the tracking number was entered correctly, the report displays in a grid below the search criteria. To view the report, click the View Report icon in the grid for the report.
5.	The Report Details popup displays information about the report.