Evidence Log

The Evidence Log stores all the information about your evidence from what it is to where it was recovered.  Everything else you do in the program is based on what we enter here.

Adding Evidence

Click Add.  Fill out the form the same as you would on the side of an evidence bag.  White fields are optional.  Yellow fields are required by the program.  Date fields can be in standard MM/DD/YY notation or MM/DD/YY hh:mm notation.  Click Save when you are finished.
Video here: Entering Evidence

More information on each field can be found under Evidence Log Fields.

Some departments have the Evidence Tech enter all of the information here based on a paper form they’re handed when they get the evidence bag.  Other departments save time and paper by having patrol officers enter this information.  The system has custom permissions that enable you to do this in a safe and secure fashion.  Simply give the patrol users Add Evidence permission but no Add Custody permission.  See more about that in the User Admin section.

Making Fields Required (NEW in version 7.3)
Any filed in the Evidence Log can now be made a Required Field (Note: This is only available to program Administrators). Simply right click on the field name and click ‘Required’ in the context menu. The field its self will turn yellow and is now required in order to create a record in the Evidence Log.

Setting Evidence Room Location

When a Patrol user adds evidence they can enter the Temporary Location that a piece of evidence was left in such as a temporary locker.  That may or may not happen in your department depending on whether Patrol has access to your system.

When an Evidence Tech (a user with Admin or Add Custody privileges) brings an item into the evidence room for the first time they set the Evidence Room Location.  This would be the long-term storage bin the Tech intends to keep the item in.

It is at this point, not before, that the item is said to be in the evidence room.  At this point a new Custody Log entry is automatically added showing that the item was received at the evidence room.

Working with attachments

Once an item is saved to the Evidence Log you may want to add attachments to it.  Simply select the item and click the Attachments button.

Click Browse to add files.  Alternatively, or Drag and Drop files into the list to add them.

To delete attachments simply right-click on one and select delete.

A picture attachment can be set to automatically preview when you select an item on the Evidence Log.  To determine which attachment is previewed click on the Default check box for that item.

Printing Labels

Printing labels is pretty straightforward.  Select the item you want to print a label for and click the Print Label button.

The system loads the label template that is specified in System Setup.  Based on the layout of the template file the system prints a barcode label to the printer specified in System Setup.  If your barcode label printer name does not match the name specified in System Setup then Windows hangs onto the print job and nothing prints out.  Make sure your label printer is named PMIPRINTER, not ZDesigner GC420T.

Finding Evidence

  1. Click Find.
  2. Select which field you want to filter the Evidence Log by.
  3. Type in what you want to search for.  Add percentage signs (%) for wildcards at the beginning and the end as necessary.
  4. Click OK.

Deleting Evidence

To delete a piece of evidence  simply double-click it and click the Delete button.

Working with the data grid

The evidence items in your evidence room are displayed on the bottom of the Evidence Log in a grid.

Showing more rows

For better performance the Evidence Log loads the most recent 30 transactions by default.  To see more click on the 500 or ALL tabs at the bottom of the grid.

Sorting by column

By default the Evidence Log grid is sorted by Tracking Number, descending to show you the most recent items at the top.  If you want to sort it a different way simply click on the column header of the column you want to sort by.  Keep in mind that you may need to load more than 30 rows to use sort the way you intend.

Customizing the Evidence Log

It’s very easy to customize the Evidence Log to your needs and preferences.  An Admin user can Rename a field, Hide a field, Move a field, and Edit the list of items for a Drop Down Field.

Rename a field

To rename a field right-click on the name and select “Edit Name”.  Type the new field name. Click outside of the text box to finish editing.

Hide a field

To hide a field right-click on the name and select Hide.

Add a field

To show previously hidden fields click on the Green Plus symbol just above the top of the grid.  Then select which field you want to bring back.

Move a field

To move a field right-click on the name and select Move.  A box is placed around the field that is going to be moved.

Now click on where you want the field to go and it will move there.

Saving your layout changes

Editing, Hiding, and Moving fields are changes to the layout of the window.  For this new layout to be saved you need to close the window and say Yes to whether you want to saved the changes.  Then re-open the window.

Until you close the window and save the changes all other users will continue to see the old layout.

Edit the list of items for a Drop Down Field

Right click on the field name, then click ‘Edit Items’  Another context window will pop up. Click the Add button and then type what needs to be added to the dropdown. Click Save. You new item has been added to the list. You can now close the context menu.

Unlike Editing, Hiding, and Moving fields, when you edit the items in a list it is saved immediately.

Video here: Customize Evidence Log