agency authorization management guide · the agency authorization manager (aam) uses configure to...

CRASH AGENCY AUTHORIZATION MANAGEMENT GUIDE:

FEBRUARY 13, 2018

VERSION 5.2

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Table of Contents Table of Contents ...............................................................................................................................2

1 Document Information ...............................................................................................................6

1.1 Contributors .................................................................................................................................. 6

1.2 Version Control ............................................................................................................................. 6

2 Overview ....................................................................................................................................7

3 Purpose ......................................................................................................................................8

3.1 Establishment of a CRASH Internal IDP ......................................................................................... 8

4 CRASH Application Requirements ...............................................................................................8

4.1 TxDOT Prerequisites ...................................................................................................................... 8

4.1.1 Internal IDP must be enabled ............................................................................................... 8

4.2 Supported Software ...................................................................................................................... 8

5 Introduction ...............................................................................................................................9

5.1 High-Level Tasks in Configure ....................................................................................................... 9

5.1.1 General Settings .................................................................................................................... 9

5.1.2 User Management ................................................................................................................ 9

5.1.3 CRASH .................................................................................................................................. 10

5.1.4 E-Submission ....................................................................................................................... 10

5.1.5 Data Sharing ........................................................................................................................ 10

6 Navigation in Configure ............................................................................................................ 10

6.1 Navigating Between Panels ......................................................................................................... 10

6.2 Saving Your Changes ................................................................................................................... 10

6.3 Differences between Main Panel and Sub Panel ........................................................................ 10

6.3.1 Main Panel .......................................................................................................................... 10

6.3.2 Sub Panel ............................................................................................................................. 11

6.4 Add, Edit, and Delete .................................................................................................................. 11

6.5 Update vs Close ........................................................................................................................... 12

6.5.1 Update ................................................................................................................................. 12

6.5.2 Close .................................................................................................................................... 12

6.6 Entering Information ................................................................................................................... 12

6.6.1 Required Fields .................................................................................................................... 12

6.6.2 Disabled Fields .................................................................................................................... 12

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6.7 Selecting from Lists ..................................................................................................................... 12

6.8 Sorting Data in Columns .............................................................................................................. 13

6.9 Using the Filter Feature .............................................................................................................. 13

7 Self-Registering ........................................................................................................................ 14

7.1 User Level Self Registration ........................................................................................................ 14

7.1.1 Create CRIS User Profile ...................................................................................................... 15

8 Bulk Load Registration .............................................................................................................. 16

9 Agency Authorization Manager (AAM) Grants Access ................................................................ 17

9.1 AAM Receives Email Notification ................................................................................................ 17

9.2 Adding Groups and Roles to a User’s Profile .............................................................................. 18

9.2.1 Adding Groups .................................................................................................................... 18

9.2.2 Removing Groups ................................................................................................................ 18

9.2.3 Adding Roles........................................................................................................................ 18

9.2.4 Removing Roles ................................................................................................................... 19

9.2.5 Completion of User Access ................................................................................................. 19

10 User Established Password........................................................................................................ 20

a. User will be directed to a new webpage. ....................................................................................... 20

b. User will receive the Enter CRIS Security Information .................................................................... 20

11 Log In to CRIS ............................................................................................................................ 21

12 Log In to Configure ................................................................................................................... 22

13 General Settings ....................................................................................................................... 23

13.1 Agency Status .............................................................................................................................. 23

13.2 Agency Identification .................................................................................................................. 24

13.3 Agency Contact Information ....................................................................................................... 24

13.4 Agency IDP Settings .................................................................................................................... 25

14 User Management Panel – Users ............................................................................................... 25

14.1 Disable a User ............................................................................................................................. 26

14.2 Edit Groups.................................................................................................................................. 27

14.3 Edit Roles ..................................................................................................................................... 27

15 Delete a User ............................................................................................................................ 27

16 User Management Settings – Groups ........................................................................................ 28

16.1 Add a Group ................................................................................................................................ 28

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16.2 Edit a Created Group ................................................................................................................... 29

16.3 Delete a Group ............................................................................................................................ 30

17 User Management Settings – Roles ........................................................................................... 31

17.1 What Are Roles?.......................................................................................................................... 31

17.2 Role Definitions ........................................................................................................................... 31

17.2.1 Agency Authorization Manager .......................................................................................... 31

17.2.2 Agency CRASH Manager ..................................................................................................... 32

17.2.3 Agency Asset Manager ........................................................................................................ 32

17.2.4 Crash Diagram Template Creator........................................................................................ 32

17.2.5 Crash Diagram Template Manager (CDTM) ........................................................................ 33

17.2.6 CRASH Approver .................................................................................................................. 33

17.2.7 CRASH User ......................................................................................................................... 33

17.2.8 Search User ......................................................................................................................... 33

17.2.9 Extended Search User ......................................................................................................... 33

17.2.10 CRASH Helpdesk Support ................................................................................................ 33

17.3 Managing Roles ........................................................................................................................... 33

17.3.1 Roles Available to Agency ................................................................................................... 34

17.3.2 Default Roles for Agency Users ........................................................................................... 34

18 User Management Settings – Exports ........................................................................................ 34

18.1 Export Email Address – All Roles ................................................................................................. 35

18.2 Export Email Address – Specific Roles ........................................................................................ 35

19 CRASH Settings ......................................................................................................................... 36

19.1 Application Settings .................................................................................................................... 36

19.2 Service Region DA ....................................................................................................................... 37

19.2.1 Add a Service Region DA ..................................................................................................... 37

19.2.2 Delete a Service Region DA ................................................................................................. 38

19.2.3 Disable a Service Region DA ................................................................................................ 39

19.3 Crash Approvals .......................................................................................................................... 40

19.3.1 Agency Approver Configuration .......................................................................................... 40

19.3.2 Crashes Require Approval ................................................................................................... 40

19.3.3 Number of Approval Levels ................................................................................................. 40

19.3.4 Approvers May Approve Own Crashes When: ................................................................... 41

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19.3.5 Configure Approvers By Service Region DA ........................................................................ 41

19.3.6 Configure Approvers By Service Region DA – No Level ...................................................... 42

19.3.7 Configure Approvers By Service Region DA – One Level .................................................... 42

19.3.8 Edit Crash Approvers – One Level ....................................................................................... 42

19.3.9 Configure Approvers By Service Region DA – Two Level .................................................... 43

19.3.10 Edit Crash Approvers – Two Level ................................................................................... 43

20 CRASH Settings – Agency Assets ................................................................................................ 44

20.1 CR-3 Fields ................................................................................................................................... 44

20.2 Agency Assets is divided into two major sections: ..................................................................... 44

20.2.1 Agency Defined Values for Existing Fields are divided into three major sections. ............. 44

20.2.2 CR-3 Fields – Charge Settings .............................................................................................. 45

20.2.3 CR-3 Fields – Financial Responsibility Settings .................................................................... 46

20.2.4 CR-3 Fields – How Notified Settings .................................................................................... 47

20.2.5 CR-3 Fields – Local Use Settings .......................................................................................... 49

20.2.6 CR-3 Fields – Property Damage Settings ............................................................................. 50

20.2.7 CR-3 Fields – Street Settings ............................................................................................... 51

20.2.8 CR-3 Fields – Taken To/Taken By Settings .......................................................................... 53

20.2.9 CR-3 Fields – Towed By/Towed To Settings ........................................................................ 54

21 CRASH Settings – Custom Fields ................................................................................................ 56

21.1 Custom Fields .............................................................................................................................. 56

21.2 Add Custom Fields ...................................................................................................................... 56

21.3 Edit Custom Field ........................................................................................................................ 58

21.4 Delete Custom Fields .................................................................................................................. 58

22 E-Submission ............................................................................................................................ 59

23 Data Sharing ............................................................................................................................. 59

24 What Data Does Your Agency Receive ....................................................................................... 59

24.1 Data Sharing – Settings ............................................................................................................... 60

24.2 Enable Data Sharing .................................................................................................................... 60

25 Complete Configure Setup ........................................................................................................ 62

26 Contact Information ................................................................................................................. 64

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1 Document Information

1.1 Contributors Role Organization Name Owner TxDOT-TRF-TE-SCPDA

Contributor TxDOT-TRF-TE-SCPDA Margo McCormick, Lyndon Clements, Ron Holt, Harold Campbell, Susan Kirkpatrick, Missy Rodgers, Debbie Williams, Jennifer Castillo, Bea Pyle, Judy LeViseur

Contributor Technology Consortium Mark McCalister, David Palacios

1.2 Version Control Date Version Author(s) Section(s) Update(s)

12/1/2011 1.0 TxDOT All Final Review 2/1/2012 1.1 TxDOT All Final Review 02/23/2012 1.2 TxDOT All CRASH 4.3 Deployment

05/07/2013 2.0

J Castillo, H Campbell, M Rodgers, D Williams, L Johnson, L Trevino All CRASH 7.0 Deployment

05/30/2014 3.0

J Castillo, H Campbell, M Rodgers, D Williams, L Johnson, L Trevino All

Documents reviewed against 8.0 thru 9.0 deployments for potential changes

07/15/2015 4.0

J Castillo, H Campbell, M Rodgers, D Williams, L Johnson All

Documents reviewed against 9.1 thru 13.0 deployments for potential changes

4/18/2017 5.0 M Rodgers, L Cox All

Reformat to match current guides and update and review all content to reflect 15.0 and 16.0 deployments

8/3/2017 5.1 M Rodgers 17.2.4, 17.2.5

Merged Agency Asset Manager Guide details to document. Added Crash Diagram Template Creator and Manager roles

2/13/2018 5.2 K Fields All Reviewed and updated content to reflect recent deployments.

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2 Overview The CRASH Agency Authorization Manager guide provides information and procedures to assist agencies in managing the Crash Reporting and Analysis for Safer Highways (CRASH) application. It also provides information and procedures for the CRASH Configure component (Configure) and setting up the Agency Asset Fields that are part of the Crash Records Information System (CRIS). For agencies using CRASH, the Agency Authorization Manager (AAM) uses Configure to manage users and configure agency-related information.

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3 Purpose

3.1 Establishment of a CRASH Internal IDP CRASH Internal IDP will provide a means for the agency to:

1. Define their Agency Authorization Manger(s). 2. Define the valid email domain(s) for their agency. 3. Establish a self-registration process for populating user information into Configure. 4. Establish a process for bulk loading an agency’s users into the CRASH Internal IDP. 5. Establish a password set up process for users from agencies using the CRASH Internal IDP for

the first time. 6. Establish an automated password reset process for users of the CRASH Internal IDP. 7. Identify who needs access to CRASH. 8. Identify the roles that are appropriate for your agency. 9. Determine the agency-level approval settings. 10. Define values for your Agency Asset Fields. 11. Complete the tasks for these activities, using Configure.

4 CRASH Application Requirements

4.1 TxDOT Prerequisites

4.1.1 Internal IDP must be enabled

1. Valid email domain(s) must be established. 2. The TxDOT Authorization Manager must set up your agency within Configure. 3. The TxDOT Authorization Manager must grant you the role of AAM. 4. You must identify CRASH users so they can be set up in Configure. 5. You must decide if your agency will require Approval, and if so, you must identify the CRASH

Approval Hierarchy so these users can be set up in Configure. 6. You must decide how the CRASH users will be grouped. 7. You must decide who will serve as the CRASH Diagram Template Creator which involves

creating, sharing, monitoring, and maintaining the agency diagram templates. 8. You must decide who will serve as the Agency Asset Manager. 9. You must decide who will serve as the Agency Authorization Manager (AAM) and Agency

CRASH Manager (ACM).

4.2 Supported Software

1. Easy Street Draw (ESD) Web version 6.2. (This is integrated into the CRASH System, no installation required; diagram tool license provided free by TxDOT)

2. Preferred resolution 1024 X 768

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3. Computer (Desktop/Laptop/Toughbook - may pair up during CRASH Training, if necessary) 4. Projector/TV Screen

CRIS Operating System and Browser Support Matrix

OS Internet Explorer Chrome Firefox Safari

Windows 10

11.0 or newer *Microsoft Edge is Not Supported

26.0.1410.43 or newer

20.0 or newer

Not Supported

Windows 8

11.0 or newer 26.0.1410.43 or newer

20.0 or newer

Not Supported

Windows 7

11.0 or newer 26.0.1410.43 or newer

20.0 or newer

Not Supported

• Note: *Microsoft Edge is not a supported browser at this time. You may be sent supplement requests if you use this browser.*

5 Introduction This section provides information to help you understand how to navigate and use the Configure application.

5.1 High-Level Tasks in Configure The Configure interface contains five panels. Each level is shown in the navigation area at the top of the page. The User Management panel and CRASH panel have sub panels. By default General Settings panel is displayed:

5.1.1 General Settings

1. Agency Status 2. Agency Identification 3. Agency Contact Information 4. Agency IDP Settings

5.1.2 User Management

1. Users 2. Groups 3. Roles

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4. Exports

5.1.3 CRASH

1. Application Settings 2. Service Region DAs 3. Crash Approvals 4. CR-3 Fields 5. Custom Fields

5.1.4 E-Submission

1. E-Submission Settings

5.1.5 Data Sharing

1. Data Sharing Settings

6 Navigation in Configure

6.1 Navigating Between Panels Configure has navigational tools built into the application

1. Click a topic in the navigation area at the top of the page, or 2. Use the “Next” and “Previous” buttons at the bottom left of each panel. As you move

between panels, notice the active panel in the top navigation area is Underlined.

6.2 Saving Your Changes When you make changes in Configure, the message, “Unsaved Changes” appears at the bottom of the panel.

1. Save Agency Settings: Saves all changes you have made on all panels in Configure up to that point.

2. Reset: Reloads the agency data last saved. You are prompted, “Resetting this form will discard any unsaved changes. Continue?” You must select “Reset” or “Cancel”.

6.3 Differences between Main Panel and Sub Panel

6.3.1 Main Panel When a user logs into Configure, the main panel will appear and the user can select from any of the five panels in the top navigation area.

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1. General Settings 2. User Management 3. CRASH 4. E-Submission 5. Data Sharing

6.3.2 Sub Panel A sub panel is a separate popup window, similar to what you would see on the internet. This allows the AAM to access additional features within one of the five main panels and make any necessary edits.

6.4 Add, Edit, and Delete On some Configure panels, the AAM has the options Add, Edit, or Delete available located at the top of the data area.

1. To Add: Click “Add” and enter the required data. Click “Update” or “Close”, then click “Save”.

2. To Edit: Click “Edit” and make the necessary changes. Click “Update” or “Close”, then click “Save”.

3. To Delete: Make sure the information you want to delete is selected before selecting the delete key. Click “Delete”. You are prompted, “Are you sure you want to delete the selected (entry)?” You must select “OK” or “Cancel”.

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6.5 Update vs Close

6.5.1 Update Allows the AAM to add or edit information within a sub panel in Configure. Once modifications are made, click the “Update” button to return to the main panel then click the “Save” button.

6.5.2 Close “Close” will return the AAM to the main panel without saving any of the modifications.

6.6 Entering Information

6.6.1 Required Fields On sub panels or dialog boxes where you enter data, asterisked * fields in bold are required; you must enter valid data for those fields.

6.6.2 Disabled Fields If a field is grayed out, you cannot enter or change data for that field. The TxDOT Authorization Manager sets these fields. The AAM can only view that data.

6.7 Selecting from Lists On some panels (i.e. Roles within the User Management Panel), you will see two side-by-side lists (or columns) of items. To move an item from one column to the other, either:

1. Double-click the item, or 2. Select an item in the right or left column, then click the “Add or Remove” between the

columns to move the item between Available and Assigned.

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6.8 Sorting Data in Columns Panels that show data in columns can be reordered by clicking on the column heading to change the sort order of the data. Clicking on the column heading displays the data in ascending or descending order.

1. To change the order in the columns, click the “” on the column heading. 2. To select a different column to sort by, click on that column heading.

6.9 Using the Filter Feature In the upper right corner of the Users, Groups, Service/Region DAs, and Approvers panels, you will see the “Quick Find” box. This feature is useful for quickly making a selection from a long list of items by allowing you to type letters and then quickly selecting the correct item from a shorter (filtered) list.

1. To use this feature, insert your curser into the “Quick Find” search box and begin typing what you’re looking for.

2. Items that match the letters you type are displayed in the main area of the panel. As you type more letters, you’ll see fewer matches.

3. Select the correct item from the filtered list. 4. If the original list is required, delete text from the Quick Find box to remove all text entered.

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7 Self-Registering

7.1 User Level Self Registration The following steps are intended for “User Self Registration.” The user must provide the correct email address to ensure delivery of notifications.

1. Enter CRASH URL https://cris.txdot.gov/secure/Crash 2. Receive the Discovery Page 3. From the Discovery Page, user will select or type “Texas Department of Transportation” as

their agency 4. Select “Continue”

Note: This is because TxDOT is providing the IDP for agency

5. Select “Create An Account”

Note: A user on the TxDOT network will not see the “Forgot Password?” and “Create An Account” options on the TxDOT login page. If a TxDOT employee has a business need for CRIS access, the user will need to complete and submit the CRIS access request forms available at http://crossroads/org/trf/TRFCDA/CRIS.htm.

6. “Select CRIS Registration Type” a. Select the radio button “I want to use CRIS to create, manage or analyze Crash

Reports” b. Check the box “I’m not a robot”

https://cris.txdot.gov/secure/Crash

http://crossroads/org/trf/TRFCDA/CRIS.htm

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c. Select “Continue”

7. Captcha Verification

a. Select the appropriate pictures requested on the Captcha to prove you are not a robot

b. Select “Verify”

7.1.1 Create CRIS User Profile

1. Enter the required fields. The required fields are listed in BOLD (First Name, Last Name, Email Address and Agency) **Middle Name and Phone Number are optional**

2. Select your agency from the “Agency” drop down 3. Select “Continue”

4. Receive the “You have successfully registered for CRIS” screen

Note: A notification will now be sent to the AAM to begin the next steps.

5. Close browser

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8 Bulk Load Registration The following steps are for an agency that would rather export all users in a uniform manner from a user repository (ie: Active Directory) in a Comma Separated Value (CSV) format. With the CSV file, the agency can upload all users for CRASH.

1. Logging into Configure a. The AAM will login to Configure using the URL -

https://cris.txdot.gov/secure/Configure or login via CRASH Landing Page - https://cris.txdot.gov/secure/Crash

2. Select “User Management” panel 3. Select “Bulk Load Users”

4. Receive the “Bulk Upload Users” screen.

a. Select “Browse.”

5. Navigate to the directory containing the CSV file and select “Open” to populate.

6. The CSV file shall contain the following fields to be bulk loaded and validated as follows:

a. First Name – Required b. Middle Name – Optional c. Last Name – Required d. Email address – Required (** Must be from a valid email domain for the agency**) e. Phone Number – Optional

https://cris.txdot.gov/secure/Configure


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f. Example:

i. Select “Upload”

Note: After the file has been uploaded, the users will appear in the User panel. A notification will now be sent to the AAM to begin the next steps.

9 Agency Authorization Manager (AAM) Grants Access

9.1 AAM Receives Email Notification From: [email protected] Summary: A user has requested access to CRIS Email Body: <Name of person requesting access> has requested access to CRIS At your earliest convenience, please log in to Configure by using the following URL: https://crisuat.txdot.gov/secure/Configure and grant the user the appropriate access in accordance with your agency’s policies. If you have any questions related to this email, please contact the Help Desk at [email protected] or (844) CRIS-HLP.

1. Logging into Configure a. The AAM will login to Configure using the URL -

https://cris.txdot.gov/secure/Configure or logs in via CRASH Landing Page - https://cris.txdot.gov/secure/Crash

2. Select “User Management” panel a. Agency Authorization Manager will receive the “Review Now” notification displayed

at the top of the page. 3. Select “Review Now” link

https://crisuat.txdot.gov/secure/Configure

mailto:[email protected]



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4. Note: A list of Un-registered users will appear 5. New User Registration

a. Highlight User(s) name. b. Select “Configure Selected Users”

Note: You will receive the New User Registration screen with Groups and Roles displayed.

9.2 Adding Groups and Roles to a User’s Profile

9.2.1 Adding Groups

1. Highlight to select the Available Groups and move the selection to “Assigned Groups” by selecting “Add”.

2. Selected Groups are now available in “Assigned Groups”.

9.2.2 Removing Groups

1. To remove groups select “Remove” to move the Assigned Groups back to Available Groups.

9.2.3 Adding Roles

1. Highlight to select the Available Roles and move the appropriate selection to “Assigned Roles” by selecting “Add”.

2. Selected Roles are now available in “Assigned Roles.”

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9.2.4 Removing Roles

1. To remove roles select “Remove” to move the Assigned Roles back to “Available Roles”.

9.2.5 Completion of User Access

1. Complete and Notify – grants access to the assigned roles or groups added by the AAM and sends password request email to user.

2. Cancel and Return to User List - returns AAM to the list of un-registered users. 3. Close - Closes New User Registration screen and returns to the User Management panel.

9.2.5.1 Granting Access

1. Select “Complete and Notify”. 2. Receive “Confirm Message” screen. 3. Select “Yes”. User name will be removed from New User Registration page and are now

registered. 4. Select “Cancel” and return back to the New User Registration screen.

5. Close New User Registration page.

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6. Log out of Configure.

10 User Established Password User receives email notification of CRIS access has been granted which contains data below.

From: [email protected] Summary: CRIS access has been granted Email Body: You have been granted access to the CRIS system. Your ID to access the CRIS system is <system inserts user ID here>. In order to access CRIS, please click on the following link to establish your password <system inserts link here>. Note - this link will no longer be active after 48 hours. If you have any questions related to this email or accessing CRIS, please contact your Agency Authorization Manager(s): <System inserts a list of the user’s Agency Authorization manager(s) here as well as their email address and phone numbers>.

1. Select the link in the email to establish a password. a. User will be directed to a new webpage. b. User will receive the Enter CRIS Security Information screen.

2. Create and enter a secure password. 3. The password convention is as follows:

a. 8-10 characters b. At least 1 UPPERCASE c. At least 1 lowercase d. At least 1 Symbol e. At least 1 Number

4. While the password is being created a “rate the strength” will display below as the following:

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a. Too Short b. Moderate c. Secure

5. Re-enter the secure password in the “Password Confirmation” field. 6. Enter Security Questions

a. User will have the option to either create 3 custom questions or select 3 security questions from drop down and provide answers.

b. Check the box “I’m not a robot” 7. Select “Continue”

Note: In the event the user forgets their password and needs to create a new password with the “Forgot Password” link, one of the 3 questions will be provided.

8. User will receive the “CRIS User Registration Completed

11 Log In to CRIS

1. Steps to access CRIS a. Enter CRASH URL https://cris.txdot.gov/secure/Crash. b. Receive the Discovery Page. c. From the Discovery Page, user will select or type “Texas Department of

Transportation” as their agency. d. Select “Continue”.


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Note: This is because TxDOT is providing the IDP for agency 2. Enter Username

a. User name will be the email address that the user registered with b. Enter the password created by the user

3. Select “Login” 4. User landing page is displayed. User can now create reports, search, etc (based on the

roles/groups they are assigned by the AAM)

Note: Internal Law Enforcement users will land on the /secure/Crash url

12 Log In to Configure The AAM can log into Configure through the URL - https://cris.txdot.gov/secure/Configure or can login via the CRASH Landing Page - https://cris.txdot.gov/secure/Crash and on teh left pane click on “My Agency”. This will open a new tab for CRIS Configure.

1. Steps to access Configure from the CRASH Landing page a. Enter the URL -https://cris.txdot.gov/secure/Crash b. Receive the Discovery Page c. From the Discovery Page, user will select or type “Texas Department of

Transportation” as their agency. d. Select “Continue”

Note: This is because TxDOT is providing the IDP for agency

2. Enter Username a. User name will be the email address that the user registered with b. Enter the password created by the user




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3. Select “Login”

a. User landing page is displayed b. Select “My Agency”

4. The Configure panel is displayed on the General Settings panel by default.

13 General Settings

1. Agency Setup Not Complete a. After the AAM completes all Configurations for the agency, the AAM will click on the

Complete Agency Setup to run a validation check.

13.1 Agency Status

1. Agency is Disabled a. This value is set by TxDOT when an agency is no longer active in CRASH

2. Agency is authorized to use Crash a. This value is set by TxDOT once an agency has made the decision to move forward

with utilizing CRASH to submit the Texas Peace Officers Crash Report (form CR-3)

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3. Setup Complete a. This setting will only appear once the AAM completes the setup and the validation

was successful.

13.2 Agency Identification

1. ID a. Set by TxDOT

2. GUID a. Set by TxDOT

3. Name a. Agency Name to use CRASH

4. Type a. Set by TxDOT

5. County a. County where agency is located

6. City a. City where agency is located

7. ORI Number a. “Originating Agency Identifier” for the agency

13.3 Agency Contact Information

1. Street Number a. Block number for the agency address

2. Street Name a. Street Name for the agency address

3. Zip Code a. Zip Code for the agency address

4. Phone Number a. Phone number for the agency contact person

5. Email a. Email address for the agency contact person

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13.4 Agency IDP Settings

1. IDP Entity Id a. Set by TxDOT. This field will be blank for agencies that use Internal IDP.

2. Agency uses Internal IDP a. Set by TxDOT.

3. Valid Email Domains a. The AAM will provide valid email domains in the field to allow users to self-register

with the agency to use CRASH. Users that self-register with an email domain not listed will be denied access.

14 User Management Panel – Users AAM logs into Configure URL - https://cris.txdot.gov/secure/Configure or logs in via CRASH Landing Page - https://cris.txdot.gov/secure/Crash

1. Select “User Management” panel a. Select the “Users” Radio button b. Highlight the user name from the list of users c. Click on “Edit” d. The Edit User panel displays, with the User Information selection highlighted.

2. From the Edit User panel the AAM can make changes to the user information, disable the

user account, add or remove Groups, and add or remove Roles.



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14.1 Disable a User There may be times to disable a user without removing them from the system: Extended leave of absence or the user is no longer employed by the agency.

1. To edit a user click on the “User Management” Panel 2. Select the “Users” Radio button 3. Highlight the user name from the list of users 4. Click on “Edit”

5. Edit User Panel is displayed

a. Check the “Disabled” box b. Click “Update” to confirm your changes c. Click “Cancel” to discard changes

Note: Users with crashes submitted or pending cannot be deleted from CRIS until their reports meet the retention schedule of 10 years.

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14.2 Edit Groups

1. To assign a user to a group, select an Available Group and double-click or use the “Add” button to move it to “Assigned Groups“.

2. To remove a user from a group, select an Assigned Group and double-click or use the “Remove” button to move back to “Available Groups“.

14.3 Edit Roles

1. To assign a Role to a user, select an Available Role and double-click or use the “Add” button to move it to “Assigned Roles“.

2. To remove a role from a user, select an Assigned Roles and double-click or use the “Remove” button to move back to “Available Roles“.

3. Click Update to confirm your changes. 4. Click Cancel to discard changes. 5. Though you are able to change roles on this panel, it is recommended that you do not assign

Roles directly to users but instead manage roles through group assignment.

Note: Click Save to update your agency configuration profile or click “Reset" to revert to the last successfully saved configuration.

15 Delete a User You may delete a user, if the user does not have any crashes (submitted or pending) in the CRIS system. TxDOT’s retention policy is 10 years plus the current year, and once expired, you may delete a user.

1. Steps to delete a user: a. Click on the “User Management” Panel b. Select the “Users” Radio button c. Highlight the user name from the list of users d. Click on “Delete”

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2. Delete User Confirmation

a. A confirmation prompt appears: “Are you sure you want to delete the selected User?”.

b. Click “OK” to delete the user and return to the user list. c. Click “Cancel” to cancel the deletion action and return to the Users list.


16 User Management Settings – Groups Groups are a collection of users that are assigned a common set of roles. You can assign roles to a group, instead of individual users, to simplify managing roles and users.

16.1 Add a Group

1. Click on the “User Management” Panel 2. Select the “Groups” Radio button 3. Click the ‘Add’ button to add a new group

4. Receive the Edit Group Panel

a. Enter a name for the group and optionally, a description. The name of a group should be unique within the agency, (Administrative, Supervisors or Approvers, Records, Traffic, etc.).

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5. Add Users to a Group

a. To add a User to a group, select a User’s name from the Available Users List and double-click or use the “Add" button to move it to “Assigned Users“.

b. To remove a User from a group, select a User’s name from the Assigned Users list and double-click or use the button to move back to “Available Users“.

6. Add Roles to a Group a. To add a Role to a group, select a Role from the Available Roles List and double-click

or use the “Add” button to move it to “Assigned Roles“. b. To remove a Role from a group, select Role from the Assigned Roles list and double-

click or use the “Remove” button to move back to “Available Roles”. c. When you have finished adding Roles to the group, click “Update” to confirm

changes, or “Cancel” to discard the changes.


16.2 Edit a Created Group The AAM can make changes to a group already created:

1. Click on the “User Management” Panel 2. Select the “Groups” Radio button 3. Click to highlight the Group you want to Edit 4. Click on “Edit”

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5. Receive the Edit Group dialog box

a. Edit the Group Information by changing the Name or adding/updating the Description.

6. Edit Users in a Group

a. To assign a User to a group, select a User’s name from the Available Users List and double-click or use the “Add” button to move it to “Assigned Users“.

b. To remove a User from a group, select a User’s name from the Assigned Users list and double-click or use the “Remove” button to move back to “Available Users“.

7. Edit Roles Assigned to a Group

a. To assign a Role to a group, select a Role from the Available Roles List and double-click or use the “Add” button to move it to “Assigned Roles“.

b. To remove a Role from a group, select a Role from the Assigned Roles list and double-click or use the “Remove” button to move back to “Available Roles“.

c. When you have finished the edits to the group, click “Update” to confirm changes, or “Cancel” to discard the changes.


16.3 Delete a Group Before you delete a group, ensure the users have appropriate roles to perform their job duties. If you delete a group that still has users in it, the group is deleted but the users are not deleted.

1. Click on the “User Management” Panel

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2. Select the “Groups” Radio button 3. Click to highlight the Group you want to delete 4. Select “Delete”

5. Delete Group Confirmation

a. A confirmation prompt appears: “Are you sure you want to delete the selected Group?”

b. Click “OK” to delete the Group and return to the Groups list. c. Click “Cancel” to cancel the deletion action and return to the Groups list.


17 User Management Settings – Roles

17.1 What Are Roles? Roles provide certain functions within CRASH. As the Agency Authorization Manager (AAM), managing roles for users is a key task. When you grant a role to a user, it authorizes that user to perform certain functions within CRASH.

17.2 Role Definitions

17.2.1 Agency Authorization Manager This role should be provided to only a select group of users. Users with this role are authorized to:

1. Manage the users, groups, roles, District Areas, and Approvers for the agency, 2. Edit their agency’s ID and Contact information, 3. Request and configure Data Sharing, 4. Assign default roles for users in their agency, 5. Add, edit, and delete groups for their agency, 6. Add, edit, and delete District Areas for their agency, 7. Set up CRASH approval hierarchy by associating CRASH approvers to district areas, and 8. For individuals in their agency, authorize a user’s access to CRIS functions, including: 9. Complete a self-registered user, 10. Update a user, including adding or removing roles or groups,

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11. Delete a user who does not have any crashes in the CRIS system, and 12. Inactivate a user (an inactive user is not authorized to perform any CRIS roles).

17.2.2 Agency CRASH Manager Users with this role are authorized to view all the crashes and supplements within an agency that have been created but not submitted in CRASH. For an agency’s crashes that have not been submitted, this role enables the user to:

1. Reassign a crash or supplement that has not been submitted in CRASH 2. Delete a crash or supplement that has not been submitted in CRASH 3. Complete a crash or supplement that has not been submitted in CRASH

17.2.3 Agency Asset Manager Users with this role are able to setup and manage Agency Asset fields and values.

1. Charges 2. Financial Responsibility 3. How Notified 4. Local Use 5. Property Damage 6. Street 7. Taken To/Taken By 8. Towed By/Towed To

17.2.4 Crash Diagram Template Creator

Users with this role are authorized to view all templates within their agency as well as templates shared by other agencies. They will serve as the “gate keeper” of agency templates.

1. Create new templates for themselves. 2. Edit or delete templates created or made available for sharing within their agency or shared

by their agency with other agencies. 3. View any template created within their agency or shared by other agencies. 4. Make available for sharing within their agency any template created by a user within their

agency. 5. Able to share or un-share templates with other agencies

a. If a template creator modifies or deletes a template an email notification will be sent to the Template Manager. The notification will include:

i. Identify the template creator that modified or deleted the template. ii. Identify the specific template that was modified or deleted.

iii. Identify whether the template that was modified or deleted was shared only within their agency and/or was shared with other agencies.

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17.2.5 Crash Diagram Template Manager (CDTM)

Users with this role have the ability to share templates with other agencies and shall be limited to only the Template Manager. (i.e. Template Creator and Crash User shall not be allowed to share templates with other agencies.)

1. Create new templates for themselves. 2. View any template created by a user within their agency, shared or not shared as well as

templates that have been shared by other agencies. 3. Edit or delete templates created within their agency including those that were created for

individual use and are not shared. 4. Make available for sharing with other agencies any template created by a user within their

agency.

17.2.6 CRASH Approver Users with this role are authorized to approve or reject CRASH crashes submitted to them for approval. The CRASH Approver can have one or more District Areas whose crashes they are responsible for approving.

17.2.7 CRASH User Users with this role are authorized to enter crash data using CRASH. It also authorizes them to supplement a crash using CRASH.

17.2.8 Search User Users with this role are authorized to use the Search function and can only search crashes created by their agency.

17.2.9 Extended Search User Users with this role are authorized to use the Search function to search crashes created by all agencies.

17.2.10 CRASH Helpdesk Support This role is only available to the authorized CRASH support team and Helpdesk.

17.3 Managing Roles

1. Click on the “User Management” Panel 2. Select the “Roles” Radio button

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17.3.1 Roles Available to Agency

1. The list of “Roles Available to Agency” is available to assign to users. The TxDOT Authorization Manager (AM) determines which roles are available to your agency.

a. All lists are shown in alphabetical order. b. The available Roles can be granted to Users and Groups in this Agency.

17.3.2 Default Roles for Agency Users

1. Default Roles can be set by the Agency AAM as defaulted and will be automatically granted to all Users in this Agency.

a. To add a Default Role to the agency, select a Role from the Roles Available to Agency List and double-click or use the “Add” button to move it to “Default Roles for Agency“.

b. To remove a Default Role, select the Role from the Default Roles for Agency list and double-click or use the “Remove” button to move back to “Roles Available to Agency“.

c. Select “Save Agency Settings” button in the lower right corner of main panel. Saving will update your agency configuration.

18 User Management Settings – Exports Export User Email information from selected Role

1. Click on the “User Management” Panel 2. Select the “Exports” Radio button

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Note: You will only be able to select “My Agency” to include roles in the Export

18.1 Export Email Address – All Roles

1. Select the radio button for “All Roles” 2. Click on “Create User Export” 3. Click on “Download”

4. Download Options

a. “Open” will open the list of emails in Excel format 5. “Save” will give the option to save the list

a. “Cancel” will stop the export process and return you to the Export panel

18.2 Export Email Address – Specific Roles

1. Select the radio button for “Specific Roles”. 2. To add a Role for emails to export, highlight a Role from Available Items and double-click or

use the “Add” button to move it to “Assigned Items“. 3. To remove a Role for emails to export, highlight the Role from the Assigned Items and

double-click or use the “Remove” button to move back to “Available Items“. 4. Click on “Create User Export”.

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5. Click on “Download”

6. Download Options

a. “Open” will open the list of emails in Excel format b. “Save” will give the option to save the list c. “Cancel” will stop the export process and return you to the Export panel

19 CRASH Settings

19.1 Application Settings This setting is used to determine what version of the Easy Street Draw (ESD) diagramming tool the agency will use.

1. Click on the “CRASH” Panel 2. Select the “Application Settings” Radio button 3. There are two options for the diagramming tool:

a. ESD Active X b. ESD HTML (Web) (Set by default)

4. Use Legacy Diagram Tool

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a. Check the box to enable the Legacy Diagram Tool b. The Legacy Diagram Tool is an ActiveX control that is only supported in the Internet

Explorer browser. 5. ESD HTML - Web

a. Uncheck the box to enable ESD HTML Web based Diagram Tool b. The HTML (Non-Legacy) version is a newer product. The HTML version is supported

on a wider array of browsers including Chrome, Safari (Mac Only), and Firefox

Note: To change from ESD Active X to ESD HTML Web, an agency must ensure there are no active or un-submitted reports.

19.2 Service Region DAs The “Configure Service Region DAs” panel lists all district areas for your agency. You can Add, Edit, or Delete at the top of the panel. Each crash entered must have a valid Service Region DA before it can be successfully submitted. If your agency uses an approval process, you must set up the approval hierarchy using Service Region DA.

1. Click on the “CRASH” Panel 2. Select the “Service Region DAs” Radio button

19.2.1 Add a Service Region DA

1. A minimum of one unique District Area must be set up for your agency. The district area must have a unique name and may consist of three fields: Service, Region, and District Area. The Service field is required and must have at least one character.

a. To add a new Service Region DA, click the “Add” button at the top of the Configure Service Region DAs panel.

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Note: The Edit Service Region DA panel appears.

2. Enter identifying information for the Service Region DA a. Name of the District or Area (Required) should be unique within the agency. b. Service (Required and allows up to 2 characters). c. Region (allows up to 2 characters). d. DA (allows up to 2 characters). e. Check “Service Region DA Disabled” box if you want to disable a District Area, which

disables it from the CRASH approval hierarchy. f. Click “Update” to confirm your changes, or “Close”’ to discard them.

NOTE: Click Save to update your agency configuration profile or click Reset to revert to the last successfully saved configuration.

19.2.2 Delete a Service Region DA

1. Before you delete a District Area, it is important to understand which users are associated to a district and whether Crash Approvers are set up for that district. Any users in a District Area should be reassigned to another District Area before deleting, along with adjusting the Crash Approvers as needed if your agency is using a crash approval process.

a. On the District Areas panel, highlight to select a district area. b. Click the “Delete” button.

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c. A confirmation prompt appears: “Are you sure you want to delete the selected

Service Region DA?” d. Click “OK” to delete, or “Cancel” to retain the district area.

Note: Click Save to update your agency configuration profile or click Reset to revert to the last successful save configuration.

19.2.3 Disable a Service Region DA

1. If there is no active user assigned to a district area, the district area can be disabled (inactivated). The disabled District Area will be removed from the CRASH approval hierarchy.

a. On the District Areas panel, highlight to select an existing district area, and click the ‘Edit’ button.

b. The Edit Service Region DA panel appears. Check the “Service Region DA Disabled” box to disable the district.

c. Click Update to confirm your changes. d. Click Close to discard your changes. e. Click Save Agency Settings to update your agency configuration profile or click Reset

to revert back to the last successfully saved configuration.

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19.3 Crash Approvals

19.3.1 Agency Approver Configuration

1. On this panel the AAM can determine if the agency will require an approver process, set the “Number of Approval Levels” for the agency, enable “Approvers may Approve Own Crashes When:” options and add Approvers to assigned District Area.

a. Click on the “CRASH” Panel b. Select the “Crash Approvals” Radio button

19.3.2 Crashes Require Approval

1. If the box is checked, the option to configure the approver settings will become active. 2. If the box is not checked, the option to configure the approver settings will remain inactive.

19.3.3 Number of Approval Levels

1. The Number of Approval Levels is set and can only be amended by the Agency AAM. a. No Level = Officer to TxDOT (defaulted when the “Crashes Require Approval” box is

not checked. b. One Level = Officer to Approver to TxDOT – selected from drop down menu c. Two Levels = Officer to Level One Approver to Level Two Approver to TxDOT –

selected from drop down menu.

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19.3.4 Approvers May Approve Own Crashes When:

1. If a checkbox is not selected, the approver will submit the crash report containing any of the below scenarios and another approver will need to approve the crash report.

2. If a checkbox is selected the approver will self-approve their own crash in any of the below

scenarios and the report will go straight to TxDOT.

Note: By default check boxes are not selected.

19.3.5 Configure Approvers By Service Region DA The purpose of the “Configure Approvers By Service Region DA” section of the panel is to establish the CRASH approval hierarchy for crashes entered through CRASH. The “Configure Approvers By Service Region DA” section contains the District Area(s) that were created previously per CRASH requirements. If your agency mandates crashes go through an approval process, you must assign CRASH approver(s) for each DA.

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19.3.6 Configure Approvers By Service Region DA – No Level If “Crashes Require Approval” is not checked the screen will be inactive and no further action will be necessary.

19.3.7 Configure Approvers By Service Region DA – One Level

1. If “Crashes Require Approval” is checked and the agency has selected a one level approval it will be necessary to assign an approver to the Service Region DA, along with a backup. (A minimum of 2 approvers is required).

a. Highlight the Service Region DA to select and click on “Edit”

Note: The “Edit Crash Approvers” panel will display after selecting “Edit”.

19.3.8 Edit Crash Approvers – One Level

1. The “Edit Crash Approvers” panel lists all available approvers who are assigned the approver role and are eligible to approve crashes for a district area in your agency.

a. To assign an available approver to a Service Region DA, highlight the approver’s name from the “Available Approvers” column and double-click or use the “Add” button to move the user to the “Assigned Approvers” column.

b. To remove an assigned approver from a Service Region DA, highlight the approver’s name from the “Assigned Approvers” column and double-click or use the “Remove” button to move the user back to the “Available Approvers” column.

c. Click “Update” to confirm your changes, or “Close”’ to discard them.

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19.3.9 Configure Approvers By Service Region DA – Two Level

1. If “Crashes Require Approval” is checked and the agency has selected a two level approval, it will be necessary to assign an approver for each level to the Service Region DA, along with a backup for each level. (A minimum of 4 approvers is required).

a. Highlight the Service Region DA to select and click on “Edit”

Note: The “Edit Crash Approvers” panel will display after selecting “Edit”.

19.3.10 Edit Crash Approvers – Two Level

1. The “Edit Crash Approvers” panel lists all available approvers who are assigned the approver role and are eligible to approve crashes for a district area in your agency.

a. To assign an available approver to a Service Region DA, highlight the approver’s name from the “Available Approvers” column and double-click or use the “Add” button to move the user to the “Assigned Approvers” column.

b. To remove an assigned approver from a Service Region DA, highlight the approver’s name from the “Assigned Approvers” column and double-click or use the “Remove” button to move the user back to the “Available Approvers” column.

c. In the “User Approval Level” section, indicate the level of approval (level one or level two) a user will be assigned by checking the corresponding checkbox.

d. Click “Update” to confirm your changes, or “Close”’ to discard them.

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20 CRASH Settings – Agency Assets Once an agency decides to use the Agency Asset fields, the AAM must assign the role “Agency Asset Manager” to a user(s). Agency Assets allow law enforcement officers to quickly populate specific free form fields on the crash report by selecting from values defined by their agency. These values will only be provided to your agency and not shared with others. The pre-defined values must validate to be accepted in CRASH.

20.1 CR-3 Fields The Agency Asset Manager logs into Configure URL - https://cris.txdot.gov/secure/Configure or logs in via CRASH Landing Page - https://cris.txdot.gov/secure/Crash and selects “My Agency”.

1. Click on the “CRASH” Panel. 2. Select the “CR-3 Fields” Radio button.

20.2 Agency Assets is divided into two major sections:

1. Agency Defined Values for Existing Fields 2. Agency Defined Fields

20.2.1 Agency Defined Values for Existing Fields are divided into three major sections. 1. Creating and maintaining the Agency Defined fields.



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2. Using those fields in CRASH. 3. Ability to view the Agency Defined fields in Search. This user can set specific values for the

following fields on the CR-3:

a. Charges b. Financial Responsibility c. How Notified d. Local Use e. Property Damage f. Street g. Taken To/Taken By h. Towed By/Towed To

20.2.2 CR-3 Fields – Charge Settings

1. This field will allow up to 60 characters

2. Charge Available For Selection in Crash

a. When selected the officer will have the option to select the data from a list created by the Agency Asset Manager.

b. When left unchecked, the list will not be available to the officers. 3. Crash Users can override the following fields after selection:

a. When checked the officer will have the option to select the data from a list created by the Agency Asset Manager or enter data directly into the field within CRASH.

b. When left unchecked, the user will only be allowed to select from the list provided by the Agency Asset Manager.

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4. Charge Entries

a. Add: Allows the Agency Asset Manager to add data to the “Charge Text” fields. b. Edit: Allows the Agency Asset Manager to change the data entered in the “Charge

Text” fields. c. Delete: Allows the Agency Asset Manager to remove unwanted information from

the “Charge Text” fields. d. Reorder: Allows the Agency Asset Manager to sort the “Display Order” for how the

list appears in the “Charge Text” fields.

20.2.3 CR-3 Fields – Financial Responsibility Settings

1. Financial Responsibility Name will allow up to 40 characters 2. Financial Responsibility Phone Number will allow up to 20 characters 3. The pre-defined values for “Financial Responsibility” are only allowed when the Fin. Resp.

Proof on the crash report is one of the following values: a. Yes b. Expired c. Exempt

4. Financial Responsibility Available For Selection in Crash a. When selected the officer will have the option to select the data from a list created

by the Agency Asset Manager. b. When left unchecked, the list will not be available to the officers.

5. Crash Users can override the following fields after selection: a. When checked the officer will have the option to select the data from a list created

by the Agency Asset Manager or enter data directly into the field within CRASH.

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6. Financial Responsibility Entries

a. Add: Allows the Agency Asset Manager to add data to the “Financial Responsibility Name and Financial Responsibility Phone Number” fields.

b. Edit: Allows the Agency Asset Manager to change the data entered in the “Financial Responsibility Name and Financial Responsibility Phone Number” fields.

c. Delete: Allows the Agency Asset Manager to remove unwanted information from the “Financial Responsibility Name and Financial Responsibility Phone Number” fields.

d. Reorder: Allows the Agency Asset Manager to sort the “Display Order” for how the list appears in the “Financial Responsibility Name and Financial Responsibility Phone Number” fields.

Note: Both fields must be completed to save and add to pre-defined value list.

20.2.4 CR-3 Fields – How Notified Settings


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2. How Notified Available For Selection in Crash





4. How Notified Entries

a. Add: Allows the Agency Asset Manager to add data to the “How Notified” text fields.

b. Edit: Allows the Agency Asset Manager to change the data entered in the “How Notified” text fields.

c. Delete: Allows the Agency Asset Manager to remove unwanted information from the “How Notified” text fields.

d. Reorder: Allows the Agency Asset Manager to sort the “Display Order” for how the list appears in the “How Notified” text fields.

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20.2.5 CR-3 Fields – Local Use Settings


2. Local Use Available For Selection in Crash





4. Local Use Entries

a. Add: Allows the Agency Asset Manager to add data to the “Local Use” text fields. b. Edit: Allows the Agency Asset Manager to change the data entered in the “Local

Use” text fields. c. Delete: Allows the Agency Asset Manager to remove unwanted information from

the “Local Use” text fields. d. Reorder: Allows the Agency Asset Manager to sort the “Display Order” for how the

list appears in the “Local Use” text fields.

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20.2.6 CR-3 Fields – Property Damage Settings

1. Property Damage Owner First Name will allow up to 40 characters. 2. Property Damage Owner Last Name will allow up to 40 characters. 3. Property Damage Owner Street Name will allow up to 60 characters. 4. Property Damage Owner City Name will allow up to 40 characters. 5. Property Damage Owner Zip will allow up to 15 characters.

6. Property Damage Available For Selection in Crash





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8. Property Damage Entries

a. Add: Allows the Agency Asset Manager to add data to the “Property Damage” text fields.

b. Edit: Allows the Agency Asset Manager to change the data entered in the “Property Damage” text fields.

c. Delete: Allows the Agency Asset Manager to remove unwanted information from the “Property Damage” text fields.

d. Reorder: Allows the Agency Asset Manager to sort the “Display Order” for how the list appears in the “Property Damage” text fields.

Note: Enter the owner information (if company, list in the “Last Name” field)

20.2.7 CR-3 Fields – Street Settings

1. The Street setting contains three fields: a. Street Prefix b. Street Name c. Street Suffix

2. Street Name is required to add a pre-defined value to list. The codes entered for “Street Prefix” and “Street Suffix” must match the CR 100 Instructions to Police for Reporting Crashes.

a. Street Name will allow up to 60 characters in length. 3. If the street name has a “Street Prefix” or “Street Suffix” that is not listed as a code in the

CR-100, it can be added to the “Street Name” field.

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4. The pre-defined values for “Street Name” are only available for the officer to use when the Roadway System on the crash report is set to one of the following values:

a. LR- Local Road/Street b. PV- Private Road c. CR- County Road

5. Street Available For Selection in Crash





7. Street Entries

a. Add: Allows the Agency Asset Manager to add data to the “Street” text fields. b. Edit: Allows the Agency Asset Manager to change the data entered in the “Street”

text fields. c. Delete: Allows the Agency Asset Manager to remove unwanted information from

the “Street” text fields. d. Reorder: Allows the Agency Asset Manager to sort the “Display Order” for how the

list appears in the “Street” text fields. e. Bulk Load: Allows the Agency Asset Manager to bulk load data to the “Street” text

fields.

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20.2.8 CR-3 Fields – Taken To/Taken By Settings

1. Taken To will allow up to 40 characters in length. 2. Taken By will allow up to 40 characters in length. 3. Taken To must be populated if Taken By is populated. 4. Taken By must be populated if Taken To is populated. 5. The pre-defined values for “Taken To/Taken By” are only allowed when the Injury Severity

on the crash report is one of the following values: a. A – Suspected Serious Injury b. B – Non-Incapacitating Injury c. C – Possible Injury d. K – Killed

6. Taken To/Taken By Available For Selection in Crash





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8. Taken To/Taken By Entries

a. Add: Allows the Agency Asset Manager to add data to the “Taken To/Taken By” text fields.

b. Edit: Allows the Agency Asset Manager to change the data entered in the “Taken To/Taken By” text fields.

c. Delete: Allows the Agency Asset Manager to remove unwanted information from the “Taken To/Taken By” text fields.

d. Reorder: Allows the Agency Asset Manager to sort the “Display Order” for how the list appears in the “Taken To/Taken By” text fields.


20.2.9 CR-3 Fields – Towed By/Towed To Settings

1. Towed By will allow up to 40 characters in length 2. Towed To will allow up to 40 characters in length 3. Towed By must be populated if Towed To is populated 4. Towed To must be populated if Towed By is populated

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5. Towed By/Towed To Available For Selection in Crash a. When selected the officer will have the option to select the data from a list created

by the Agency Asset Manager. b. When left unchecked, the list will not be available to the officers.

6. Crash Users can override the following fields after selection: a. When checked the officer will have the option to select the data from a list created

by the Agency Asset Manager or enter data directly into the field within CRASH. b. When left unchecked, the user will only be allowed to select from the list provided

by the Agency Asset Manager.

7. Towed By/Towed To Entries

a. Add: Allows the Agency Asset Manager to add data to the “Towed By/Towed To” text fields.

b. Edit: Allows the Agency Asset Manager to change the data entered in the “Towed By/Towed To” text fields.

c. Delete: Allows the Agency Asset Manager to remove unwanted information from the “Towed By/Towed To” text fields.

d. Reorder: Allows the Agency Asset Manager to sort the “Display Order” for how the list appears in the “Towed By/Towed To” text fields.


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21 CRASH Settings – Custom Fields The fields and values will only be provided to your agency and not shared with others. The values are not included on the crash image however will be available in Search and through Data Sharing.

1. Click on the “CRASH” Panel 2. Select the “Custom Fields” Radio button

21.1 Custom Fields

1. The agency is able to create up to five custom fields. a. Add: Allows the Agency Asset Manager to add data to the Custom fields. b. Edit: Allows the Agency Asset Manager to change the data entered for Custom fields c. Delete: Allows the Agency Asset Manager to remove unwanted information from

the Custom fields list

21.2 Add Custom Fields

1. Click on the “Add” to create a Custom Field

2. Note: You will receive the “Edit Custom Field” panel 3. Field Label - This is the field name the user will see in CRASH

a. Maximum value length 25 characters 4. Description - This is to describe the intended use of the field

a. Maximum value length 200 characters 5. Enabled -

a. If this box is checked the field is enabled in CRASH b. If this box is not checked, the field is disabled in CRASH

6. Required - a. –If this box is checked, the field is required to be completed in CRASH b. –If this box is not checked, the field may remain blank in CRASH

7. Field Type – Sets the way a User types in values

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a. FREE FORM TEXT i. Maximum Length - Must be identified as a value between 1 and 200

ii. Data Type – 1. NUMBERS ONLY – allows the user to enter a value that contains

numbers only 2. NUMBERS AND CHARACTERS – allows the user to enter a value that

includes numbers and characters

b. SELECT FROM A PREDEFINED LIST – Create a custom code for selections

i. Add: Allows the Agency Asset Manager to add data for a Predefined Custom field.

ii. Edit: Allows the Agency Asset Manager to change the data entered for Predefined Custom fields.

iii. Delete: Allows the Agency Asset Manager to remove unwanted information from the Predefined Custom fields list.

iv. Move Up/Move Down: Allows the Agency Asset Manager to reorder how the Predefined list appears in the Custom fields list.

Note: When selecting Add or Edit, you will receive the “Edit Predefined Value” panel.

8. Add/Edit a Predefined Value a. Code ID - a unique numeric code for the field set by the Agency Asset Manager. b. Description - This is the value that will appear in the drop down list for a custom

field in CRASH. i. This field will allow up to 40 characters.

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21.3 Edit Custom Field

1. Highlight the custom field and select “Edit” to make changes.

2. Note: The “Edit Predefined Value” panel will display. 3. Make the needed changes for the associated field on the “Edit Predefined Value” panel. 4. Click “Update” to confirm your changes, or “Close”’ to discard them.

21.4 Delete Custom Fields

1. Highlight the custom field and select “Delete” to remove from list.

2. Confirm Deletion

a. A confirmation prompt appears: “Are you sure you want to delete the selected Selctable Value?

b. Click “OK” to delete the Custom Field and return to the Custom Field list.

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c. Click “Cancel” to cancel the deletion action and return to the Custom Field list.

Note: If the field has been used in a crash, the system will not allow the user to delete the custom field until the crash is removed from CRIS.

22 E-Submission

1. TxDOT developed the Submission Services option for agencies that have an internal application they prefer to use for electronic submission of crash records.

a. The agency is required to develop a web services client. b. Adhere to the over 800+ business rules and schema validations. c. Handle all XML validation failures. d. Agencies may delegate these requirements to a third party vendor. e. The agency does not receive an AT Solutions Easy Street Draw license. f. The agency does not receive a MicroStrategy Report Services license.

23 Data Sharing

1. Data sharing enables an agency to receive the crash data the agency has submitted to TxDOT via CRASH or paper (for example, the CR-3 form).

2. Each crash is made available after it has completed all TxDOT processing and is delivered to the agency in XML format. The agency can then use this data for their internal purposes as desired.

24 What Data Does Your Agency Receive

1. If your agency chooses to configure data sharing, the agency receives the following data: a. Data from crashes submitted through CRASH. For each crash submitted through

CRASH, you receive two XML documents: i. One XML document contains the original crash data submitted.

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ii. The second XML document contains additional crash location data, generated by the Texas Department of Transportation (TxDOT) location processing for crashes.

b. Data for “paper crashes.” The agency also receives data for crashes submitted through the CR-3 form. As with CRASH crashes, you receive two XML documents for each crash:

i. One XML document contains the original crash data submitted. ii. The second XML document contains additional crash location data,

generated by the Texas Department of Transportation (TxDOT) location processing for crashes.

c. Data for “xml crashes.” The agency also receives data for crashes submitted through Submission Services. As with CRASH crashes, you receive two XML documents for each crash:

i. One XML document contains the original crash data submitted. ii. The second XML document contains additional crash location data,

generated by the Texas Department of Transportation (TxDOT) location processing for crashes.

24.1 Data Sharing – Settings

1. The moment a user enables Data Sharing the time is recorded by the application. 2. That time is used by the CRIS Share application as a cutoff time for data sharing. 3. Any crashes that are submitted before that time will not be shared with the agency. 4. Any crashes submitted after this time will be shared with the agency.

Note: The AAM should work with their internal IT resource to discuss the items on this panel. Once IT has provided their input the AAM will enter the required information.

24.2 Enable Data Sharing

1. Once enabled, the Data Sharing panel lists information needed to configure the data sharing process.

a. Select the checkbox “Data Sharing Enabled for this Agency” to enable the Data Sharing.

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b. When the checkbox “Data Sharing Enabled for this Agency” is left unchecked, the Data Sharing is disabled.

2. Notification Required

a. Enable the “Notification Required” checkbox to be notified when data is sent.

3. Encryption Key

a. The ZIP Key is used for encrypting the ZIP file that is transmitted to the SFTP Server (must be encrypted using AES-256bit encryption)

4. Format Type

a. Data can be delivered in two formats i. Comma Seperated Value (CSV)

ii. Extensible Markup Language (XML)

5. Data Sharing Type

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a. Secure File Transfer Protocol (SFTP) - The CRIS data sharing process will automatically send crash reports that become eligible for sharing to the configured SFTP server on the specified schedule. This is a push model in the sense that the CRIS data sharing process pushes out sharing eligible crash reports to the agency.

b. Web Services - Agencies who select Sharing Service channel for sharing need to develop a web service client that talks to the CRIS Sharing Web Service and programmatically gets crash reports that are eligible for sharing. This is a pull model in the sense that the agencies pull the sharing eligible crash reports from CRIS programmatically.

6. Web Services Configuration

a. Host – Enter the name of the host system where the data will be delivered. b. Port - Port on the host system to use. (Default is 21 for FTP and 22 for SFTP). c. User Name - Name of the user who will access the FTP site d. Root Directory – For placing the data e. Public Key - Unique ID of the Agency

7. Testing Data Sharing a. After all the required fields in the “Data Sharing” panel have been populated click

the “Test” Connection button to test the connection. i. If the test is successful, a pop-up window displays the message “Connection

successful.” ii. If the test fails, a pop-up window displays the message “Connection failed.”

You may see additional messages about the failure; you will need to work with the technical team for your agency to troubleshoot the issue.

25 Complete Configure Setup

1. Click on the “General Settings” Panel. 2. Click on “Complete Agency Setup” to run a validation check.

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3. The validation check will ensure all required fields in Configure are complete. a. If an agency has selected one approval level, the system checks that each Service

Region DA has at least two approvers. b. If an agency has selected two approval levels, the system checks that each Service

Region DA has at least four approvers, at least two for each level (Level One Approver/Level Two Approver).

c. All required fields are complete. 4. User will receive the confirmation “Validate Agency Configuration and complete the Agency

Setup process” 5. Click “Complete Setup” to complete the Configuration for your agency or click “Cancel” to

discard changes.

6. If the validation is successful, the “Setup Complete” checkbox is automatically checked by

the system.

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26 Contact Information Email:

CRIS Help Desk [email protected] Phone: (844) CRIS-HLP

mailto:[email protected]