Traceps Web Application - Version 3.2 User Manual

Traceps Web Application - Version 3.2
User Manual
Document Version 1.1
Traceps Web Application Version 3.2 User Manual
Version 1.1 June 2012
Trace Connect Contact | www.traceps.co.za
Charock House, 5 Flanders Drive, Mount Edgecombe, 4302, KwaZulu Natal, South Africa. Private Bag x27, Umhlanga Rocks, 4320
Tel: +27 31 538 4250; Fax: +27 31 538 4388; Email info@traceps.co.za
Metonymy (Pty) Ltd Reg no: 2006/014042/07
1. Document Information
1.1. Overview
The Traceps Web Application is a publically accessible web-based system that allows real-time access to a spectrum of
data, through a variety of searching and social networking options. Reporting functionality has also been built into the
application, allowing clients to view work done on the system on both the user and team levels.
The purpose of this document is to assist new users with understanding how the web application works and provide
an overview of the available features and functions.
1.2. Copyright
Copyright ©2012 Metonymy, under the Copyright Law of the Republic of South Africa.
No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated
into a human or computer language without the express permission in writing of Metonymy.
1.3. Disclaimer
Metonymy makes no representation or warranties with respect to the contents hereof. Further, Metonymy reserves
the right to revise the publication and to make changes in the content hereof, from time to time, without obligation to
notify any person or organisation of such revision or change.
The sole purpose of this User Manual is to provide the registered users of Traceps with adequate information on how
to operate the web application. The use of this document for any other use is prohibited.
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TABLE OF CONTENTS
DESCRIPTION
1.
2.
3.
4.
5.
6.
7.
8.
9.
PAGE NUMBER
Document Information.......................................................................................................... 2
1.1. Overview ............................................................................................................................... 2
1.2. Copyright .............................................................................................................................. 2
1.3. Disclaimer ............................................................................................................................. 2
System Details ...................................................................................................................... 4
2.1 About The Traceps Web Application .................................................................................... 4
2.2 Accessibility .......................................................................................................................... 4
2.3 Browsers ............................................................................................................................... 4
General System Features ....................................................................................................... 5
3.1 Layout ................................................................................................................................... 5
3.2 Available Pages ..................................................................................................................... 6
3.3 System Navigation ................................................................................................................ 7
3.4 Result Set Functionality ........................................................................................................ 8
3.5 Hints ...................................................................................................................................... 9
Licenses, Users and Team Structure ..................................................................................... 10
4.1 Licenses and Users .............................................................................................................. 10
4.2 Team Structure ................................................................................................................... 10
4.3 Page Availability per License/Role ...................................................................................... 11
4.4 Bouquet Licensing............................................................................................................... 11
Getting Started ................................................................................................................... 12
5.1 Accessing the Traceps Web Application ............................................................................. 12
Password Recovery........................................................................................................................ 13
5.2 Logout ................................................................................................................................. 14
Searching for a Person or Company ..................................................................................... 15
6.1 Search Inputs and Validation .............................................................................................. 15
6.2 Results Pages ...................................................................................................................... 18
Detail Pages ........................................................................................................................ 24
7.1 Person Detail Page .............................................................................................................. 24
7.2 Company Detail Page .......................................................................................................... 34
User & Team History, Statistics and Reporting ..................................................................... 41
8.1 User..................................................................................................................................... 41
8.2 Team ................................................................................................................................... 46
Interaction .......................................................................................................................... 49
9.1 System Messaging .............................................................................................................. 49
9.2 Messages Page.................................................................................................................... 49
9.3 Contact Us Page .................................................................................................................. 49
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2. System Details
2.1
About The Traceps Web Application
The Traceps Web Application is a publically accessible web-based system that allows real-time access to a spectrum of
data through a variety of searching and social networking options. The product offers an easy to use complete
solution to clients, including:

Advanced tracing on a range of input criteria including, but not limited to, combination, sounds like and
wildcard searches.

Autocomplete functionality on search input

A single, holistic view of an individual

Social networking on all relevant displayed information

Person-specific relationship suggestions

Property reports

Contact score

Living standard measurement

A company detail page including company details, addresses and deeds records

On-demand graphs and reports available directly from the application for both users and teams.

Bouquet license options
The bouquet license allows clients to select a bespoke range of categories to appear in the Traceps person details output.
This means that users only see, and pay for, those categories which are of use to them.
This user manual will guide you through all the important features of the Traceps Web Application. If you require
more information on any of the features please contact Metonymy.
2.2
Accessibility
The Traceps Web Application is accessible to clients with a Traceps Web Application (Premium or Pre-paid) or Traceps
Web Service License, however different functionality is available to different license types. If you have one of these
licenses and cannot access the system, please contact your sales representative.
2.3
Browsers
The Traceps Web Application is an online web-based system and because of this it has been tested on all major
browsers.
As of the writing of this document, the Traceps Web Application will run on the following browsers:
 Apple Safari (5.1.4)
 Google Chrome (17.0)
 Konqueror (4.7.2)
 Microsoft Internet Explorer (9.0)
 Mozilla Firefox (11.0)
 Opera (11.60)
It is important to note that the browser being used on the device must have Javascript (or ECMAscript) enabled and
activated on it in order for the web application to function properly.
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3. General System Features
3.1
Layout
The following diagram depicts the different aspects available on the general Traceps Web Application screen.
Figure 1: Traceps Application
1. User Details
The following details are provided:
 The username you used to log in
 The number of credits available to you
 A “logout” button
2. Search/History or Menu Bar
This bar contains:
 Search and history sections if you have access to the search functionality
 A menu with links to each of the available pages if you do not have access to the search functionality
3. Quick Access Menu
The top middle section of the page contains quick access menu buttons, which link to each of the available
pages. When a page that can be accessed through the quick access buttons is currently open, the quick access
button will contain red text (otherwise black).
4. Search History Bar
Once you have performed one or more searches during the current session, a history bar will be displayed on the
right hand side of the screen (for screens with a width greater than 1024 pixels) showing the details of the
searches done during the session. If you are working on a smaller screen, you will still be able to view your
history via the history menu on the bar on the left hand side of the page.
5. Breadcrumb Navigation
This is a navigation aid providing a link back to each previous page you navigated through to get to the current
page (within the current search).
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6. Page Relevant Menu
The page relevant menu contains any page specific menu items such as exporting the page or in-page navigation.
7. Page Content
The actual page content is displayed in the middle section of the page.
Note:
 The User Details, Search/History Bar (left) and Quick Access Menu are displayed at all times while the History Bar
(right), Breadcrumb Navigation and Page Relevant Menus are displayed when relevant.
 Pages accessed through the menu buttons (both in the Quick Access Menu and in the tab on the left hand side of
the page) will open in a reset form (i.e. default state).
 Pages accessed through the Breadcrumb Navigation hyperlinks will open as previously edited.
3.2
Available Pages
The following pages are available in the Traceps Web Application:
 Dashboard
 Admin
 Search
 Messages
 Contact Us
 Help
 Search Results
 Person Detail
 Company Detail
 Full Audit Report
 Summary Report
The Dashboard, Admin, Search, Messages, Contact Us and Help pages are accessible through the Quick Access Menu
and the menu in the left hand side bar of the screen, when applicable. Menu options will only be displayed if they are
available to the user.
The Search Results, Person Detail and Company Detail pages are available via the Search page.
The Full Audit and Summary Audit Report pages are available via the Dashboard and Admin pages.
The system will open on:
 The Search page if search functionality is available to the user
 The Admin page if search functionality is not available to the user
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3.3
System Navigation
The diagram below details the links between different pages within the system. Note that the diagram does not
include the breadcrumb navigation.
Figure 2: System Navigation Diagram – Traceps Web Application
In the figure,
 Red boxes refer pages within the system accessible through the menu
 White boxes refer to pages in the system not accessible through the menu
 Grey boxes refer to items available in the bars on the left or right side of the page
 Items in black outside of boxes refer to the clicking of a button or hyperlink, which take the user to a
different page or box
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3.4
Result Set Functionality
Various result sets – or tables – are displayed on the Results and Details pages. You can edit each of these result sets
to make the data more accessible. The below diagram shows the different functionalities available on each result set.
Figure 3: Result Set Functionalities
1.
Open/Close Set
Some result sets may not be of interest to you. You can open and close each result set by clicking on the header of
the result set.
2.
Number of Records to be displayed
You can select the number of results to be displayed (10, 25, 50 or 100) in each result set via a drop-down list.
3.
Filter
You can filter a result set on any word or value by typing this word or value into the filter text box. This means
that only results containing this word or value in one of the fields will be displayed.
The below example illustrates how the filter functionality works. The first figure shows the contact numbers
returned for a certain individual. In the second figure, the user has filtered these numbers on the value ‘083’.
Thus, only contact numbers including the numbers ‘083’ are displayed.
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Figure 4: Filtering Example – Contact Number Results
Figure 5: Filtering Example – Contact Number Results Filtered on ‘083’
4.
Sort
By clicking on a column header or on the arrows to the right of the column header the entire result set is sorted
on this column. By clicking on the column header again the result set is again sorted on this column, but in the
reverse order (ascending/descending values). A red arrow to the right of the column header will indicate which
column, in which order, the result set is currently sorted on. The result set in Figure 3 is sorted by Date in
descending order.
5.
Pagination
Navigation between pages of results is accessed via arrows in the right bottom corner of the result set. Click on
the arrow pointing to the right to get to the next page of results, and click on the arrow pointing to the left to go
back to the previous page of results. Note that these arrows are greyed out if all available results are already
being displayed.
The text at the bottom of the table will indicate which of the results are currently being displayed. For example: In
Figure 3, results 1-10 of 10 results are being displayed, and in Figure 4, results 11-19 of 19 results are being
displayed.
3.5
Hints
Throughout the Traceps Web Application, hints are available to assist you in using the application. These are indicated
by the lifebuoy icon, given in the image below.
Figure 6: Hint Icon
You can access hints on specific entities within the system by hovering over a lifebuoy icon at the entity. A tooltip is
then displayed giving the hint. The figure below shows, by way of an example, the hint given in the Contact Us form.
Figure 7: Hint - Contact Us Form
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4. Licenses, Users and Team Structure
4.1
Licenses and Users
Licenses
Two license options are available for the Traceps Web Application: Premium and Pre-paid licenses. The Premium
license includes Bouquet options (see Section 4.4).
Further to this, Traceps Web Service clients are able to access the system to view statistics, reports and help pages.
User Roles
Within the Traceps Web Application, each individual user can be assigned a Team Member or Admin (manager) role,
or both simultaneously.
Team Member Role
Users with the Team Member role are able to use the search functionality on Traceps, view the Person and Company
detail pages and view graphs and reports of their own usage. Users can only be assigned a Team Member role under
one team at a time.
Admin Role
Users can be assigned the Admin role at either a team, department or company level, or several of these at once.
The Admin user can access graphs and reports for all users that fall under them via an Admin page. Team Admin
users are able to re-set the passwords of users falling within that team (see Section 5.2).
Users with an Admin role only will not have access to the search functionality on Traceps.
4.2
Team Structure
Within the Traceps Web Application the team structure is hierarchical – each manager can see the details of each
team member user that falls underneath them in the hierarchy. The figure below shows an example of this structure.
Company
Department 2
Department 1
Team 1
User 1
User 2
Team 2
User 3
User 1
User 2
Department 3
Team 1
Team 1
User 1
User 1
Team 2
User 1
User 2
User 3
User 4
Figure 8: Sample Team Structure
Company Level
 A company must consist of one or more departments
 A user can have an Admin role on a company level, but not a Team Member role (this will need to be assigned
under a team).
 A company manager has access to details about every department and team that falls under the company, as
well as every user that falls under each team.
Department Level
 A department will consist of one or more teams.
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

A user can have an Admin role on a department level, but not a Team Member role.
A department manager has access to details about every team that falls under that department, as well as
every user that falls under each team
Team Level
 A team will consist of one or more users
 A user can have an Admin or Team Member role on the team level
 A team manager has access to details about every user that falls under that team
User Level
 A user can have only a Team Member role at the user level (they are a “user” of the Traceps Web Application)
 A user only has access to details about their own usage of the application.
4.3
Page Availability per License/Role
The following pages are available to each license type/user role:
License/User Type
Pages
Dashboard
Admin
Search
Results/Detail
Help
Contact Us
4.4
Premium/Pre-paid
License Team Member
x
Premium/Pre-paid
License Admin
Web Service
License User
x
x
x
x
x
x
x
x
x
x
Bouquet Licensing
Certain clients may prefer to have access to only a portion of the data available on Traceps. The data bouquet
functionality has been put in place to facilitate this. Data bouquets are available on Traceps Web Application Premium
licenses only, and are applied at the license level.
The data available on the Traceps Web Application can be divided into the following sections:
 Biographical
 Relationship Links





Contact (contact numbers, addresses and email addresses)
Employment
Directorship
Property/Deeds
Marital/Deceased
The Biographical and Relationship Links information will be present in the data displayed to the user regardless of the
bouquet option on the license. There are thus 5 additional bouquet data type options available to users, each with an
associated cost. More details are available on the Traceps website (www.traceps.co.za).
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5. Getting Started
5.1
Accessing the Traceps Web Application
Traceps Website
To access the Traceps Web Application open your preferred supported web-browser. In the URL location bar that
typically appears at the top of the window, enter the following URL:
http://www.traceps.co.za
This will take you to the Traceps website. In the top right corner of the website the login link will be displayed, similar
to the image below. Click on this login link.
If the Traceps Web Application is down for any reason, the login option on the website will be greyed out, and a
notification to this effect will be displayed. The image below shows the Traceps Application Login as given on the
Traceps website.
To access the Traceps Web
Application Login page, click on the
“Traceps Login” link in the Traceps
website.
Figure 9: Traceps Website Login Link
Traceps Login
When you click on the Traceps Web Application Login link (at the top right corner of the website page) you will be
presented with a login screen similar to the below image.
The following actions can be performed:
 Login to the system using your username
and password
 Recover the password for your user
account (see Section 5.2)
 Access the Traceps Mobile site login screen
 Access the Metonymy website
The following information is available:
 Disclaimer policy
 Compatibility information
Figure 10: Traceps Web Application Login Screen
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To login to the site enter your username and password in the fields provided and then click the “Login” button or
press “Enter” on your keyboard. If your login was successful you will be presented with the “Search” screen (see
Section 6). If an error was encountered you will be presented with an error message similar to the below.
This error code indicates that the
username and/or password you have
entered are invalid. Please check your
credentials and try again or contact
Traceps support to verify your credentials.
Figure 11: Traceps Web Application Login Error
5.2
Password Recovery
If you want to re-set your password, click on the ‘Recover Password’ link on the login page – you will be presented
with a page similar to the below. The process via which you would recover your password is given in Figure 13.
The following actions can be performed:
 Recover your password
 Access the Metonymy website
Figure 12: Traceps Web Application Recover Password Screen
The process to recover your password is as follows:
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1. Click on the “Recover Password” link in the login
screen
2. Enter your username and a reference into the fields
provided. Both these fields are mandatory.
3. Click on the “Recover Password” button. A
notification will be displayed on-screen of whether
the process was initiated successfully or not.
4. Traceps will send an email to the Admin user(s) for
the license containing a link to re-set the password.
This email will also reference the username for which
the password will be re-set, and the reference, if this
was provided in step 2.
5. When the license admin user clicks on the link in the
email they confirm that the email may be re-set. The
link will take them to a page indicating that the
password has been re-set.
6. Traceps will send an email to the admin user(s) for the
license containing the new password.
7. The admin user will then convey the new password to
the relevant user.
Note that the link provided in the email in step 4 above is
only valid until midnight on the day that the e-mail was
sent out. If the admin user has not clicked on the link by
this time, the link expires and the password remains the
same.
Figure 13: Password Recovery Process
5.3
Logout
To log out of the Traceps Web Application, click on the ‘logout’ button in the User Details section in the top left of the
page, depicted in the image below.
To log out of the system, click on the
“logout” button.
Figure 14: Logout Button
When you have successfully logged out of the application, the login screen will be displayed with a message indicating
that you have successfully logged out. This message is shown in the image below.
After you have successfully logged out of
the system, the login screen is displayed
with a notification that you have been
successfully logged out.
Figure 15: Logout Notification
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6. Searching for a Person or Company
6.1
Search Inputs and Validation
The Traceps Web Application utilizes advanced tracing technology to enable users with any of a range of input criteria
to pinpoint a single individual or enterprise.
You can initiate a Traceps search from two different points within the application – the Search Bar, which is always
displayed on the left hand side of the application, or the (Advanced) Search page, which is accessed through the Quick
Access Menu at the top of the page. Both these sections initiate a search in the same way; however more search
options are available on the Advanced Search page.
Search Input – Search Bar and Advanced Search Page
The following search inputs are available:
 ID Number
 Surname
 First Name
 Company Registration Number
 Company Name
 Phone Number
The following actions can be performed:
 Initiate a search (click ‘Find’)
 Clear the search input fields (click ‘Clear’)
Figure 16: Search Bar
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The following search inputs are available:
Advanced Person Search
 ID Number
 Surname
 First Name
 Date of Birth
 Date of Birth Range
 Address
 Phone Number
 Company Registration Number
 Company Name
Advanced Company Search
 Company Registration Number
 Company Name
 Address
 Phone Number
Sounds Like Check Box
 Check box to indicate whether you will
accept search results with criteria which
sound similar to the criteria entered into the
name, address and company name fields
The following actions can be performed:
 Initiate a search (click ‘Find’)
 Clear the search input fields (click ‘Clear’)
Figure 17: Advanced Search Page
Several points should be noted regarding the search inputs:
Auto-Complete
In the Surname, First Name and Company Name fields auto-complete options are given while you are typing.
Wild-Card Search
In all search criteria input fields you can use an asterisk to denote a wildcard, hereby indicating to the system that you
will accept results with any characters in the place of the asterisk (e.g. a search on the first name: ‘Ric*’ may include
results with the first name ‘Richard’, or ‘Ricardo’).
ID Number Search
When an ID number has been entered as one of the search criteria, all other search criteria are ignored and the search
is done on the ID number criteria only.
If an 8-11 digit ID is searched, a wildcard is automatically inserted at the end of the ID and all individuals whose ID
numbers start with these digits are returned.
Address Search
An address search can return person and company results.
You can enter any portion of an address or the entire address into a single address field.
If the address contains commas, each phrase between commas in the address is searched for separately. If an
address is found in our system that contains each phrase in the criteria, it is considered a match.
- If the address does not contain commas, each word in the address is searched for separately. If an address is
found in our system that contains each word in the criteria, it is considered a match.
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An address search refers to a search in address details only, and not in property ownership address details.
In order to perform a search, you will need to enter at least one search criteria in any of the fields provided and then
click the “Find” button or press “Enter” on your keyboard. If you do not enter any search criteria, you will be
presented with an error message as indicated below.
This error code indicates that you have
not entered any search criteria and
need to do so before attempting to do
a search.
Figure 18: Search Error - No Criteria
Input Validation
The system performs validation on several of the search input fields before performing the search. The following
validation is done:
Input Field
ID Number
Date of Birth
Validation
The ID Number must be 8 to 13 characters long and contain numeric values only.
If a user selects both a DOB and DOB range, the DOB takes preference. The DOB must
be a valid date. The DOB cannot be in the future.
Date of Birth Range
If a user selects both a DOB and DOB range, the DOB takes preference. The range is
taken to include any start and end dates provided. The start and end dates must be
valid dates. The DOB cannot be in the future.
Company Registration Number The Company Registration Number may contain numeric values and a forward slash
“/” only.
The Phone Number may contain numeric values only.
Phone Number
If you enter one or more invalid input criteria you will be presented with an error message similar to the below. The
field in which you have entered the invalid criteria will also be indicated with a red border.
This error code indicates that the ID Number
entered was either shorter than 8 numbers,
longer than 13 or was an invalid ID Number.
Please check the ID Number and try again.
The Company Registration Number entered was
also invalid, containing non-numeric values
other than a forward slash. Please check the
Company Registration Number and try again.
Figure 19: Search Error - Invalid Criteria
After entering your search criteria and clicking on the “Find” button the system will present you with a Results page.
Please refer to the next section for more information.
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6.2
Results Pages
Once the system has done its initial validation of your search criteria (as indicated in the previous section) your search
will be performed and you will be presented with the Results page. The Results page contains a list of all entities
(people or companies) found in the Traceps database that match your search input criteria. The results page can take
on one of three formats, based on whether your search criteria contained any Company criteria, and whether any
results were found for your search.
Company and Director Search Results
If your search input criteria contained either a company registration number or company name and results were
found, two lists of results will be displayed – a list of directors and a list of companies.
The below image depicts typical result sets for a company search.
Figure 20: Search Results – Director & Company Result Sets
At the top of the first result set, the search input criteria entered are displayed. When there is more than one search
criterion you can remove one of the criteria by clicking on the “x” in the top right corner of the criteria, as depicted in
the image below. This will initiate a search on all the remaining criteria. If there is only one search criterion and this is
removed, the Advanced Search page will be displayed.
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By clicking on the “x” in the top right corner
of one of the search criteria, you can initiate
a search on all the remaining criteria, or
return to the Advanced Search page.
Figure 21: Search Results – Remove Criteria
Example
In the example depicted in Figure 20 we have the following criteria: Company Name: “Benn and”
If we remove Company Name criteria, the Advanced Search page will be displayed.
All the result set functionalities mentioned in section 3.4 are available in both the director and company result sets.
Director Result Set
The following information is available in the Director result set (the first set displayed in Figure 20):
 Gender
The gender of the director is depicted using an icon plus a tooltip which is displayed when you hover over the icon.
Figure 22: Gender Icon - Male
Figure 23: Gender Icon - Female
 ID Number
The ID Number field contains a hyperlink to the Person Detail page of the director (see Section 7.1).
 Full Name
The full name of the director is given as: surname, names
 Note
If there are alternative names on the Traceps database for the company, a Note icon is displayed. If you click on
this icon, the alternative names for the company are displayed in a pop-up box as shown in the image below. To
close the pop-up box, click on the red “x” in the top right corner of the box.
Company Note icon with pop-up box giving
alternative names for the company.
Figure 24: Director Result List - Note
 Company Name
The Company Name field contains a hyperlink to the Company Detail page of the company (see Section 7.2).
If the company name is unknown, the company registration number will be displayed in italics.
 Directorship Status
 Date
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Due to some companies having alternative names, some companies that do not seem to match the search criteria will
be displayed. If you look at the alternative names for these companies by opening the Note, you will see that their
alternative names do match your search criteria.
Company Result Set
The following information is available in the Company result set (the second set displayed in Figure 20):
 Enterprise Number
The Enterprise Number field contains a hyperlink to the Company Detail page of the company (see Section 7.2).
 Enterprise Name
If no directors are found in the Traceps database for a particular company, only the company result set is displayed. A
notification message as shown below is also displayed to the user.
This error code indicates that companies
but no directors were found for the
search criteria.
Figure 25: Search Result Error – No Directors Found
Person and Company Search Results
If your search input criteria did not contain either a company registration number or company name and results were
found for the search a list of person results followed by a list of company results and will be displayed. If there are no
person results, only the company result list is displayed, and if there are no company results, only the person results
list is displayed.
The below image depicts typical result sets for a search resulting in person and company result sets.
Figure 26: Search Results – Person Details
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Figure 27: Search Results – Person Details and Company Details
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Figure 28: Search Results –Company Details
At the top of the first result set, the criteria entered are displayed. When there is more than one search criterion, the
user can remove one of the criteria by clicking on the x in the top right corner of the criteria. This will initiate a search
on all the remaining criteria. If there is only one search criterion and this is removed, the Advanced Search page will be
displayed.
By clicking on the “x” in the top right corner
of one of the search criteria, you can initiate
a search on all the remaining criteria, or
return to the Advanced Search page.
Figure 29: Search Results – Remove Criteria
Example:
Say for example we have the following criteria:
First Name: John
Surname: Smith
If we remove the Surname criteria, a search will be initiated on the criteria:
First Name: John
All the result set functionalities mentioned in section 3.4 are available in the person result set.
Person Result Set
The following information is available in the Person result set:
 Gender
The gender of the individual is depicted using an icon plus a tooltip which is displayed when you hover over the
icon.
Figure 30: Gender Icon - Male
Figure 31: Gender Icon - Female
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 ID Number
The ID Number field contains a hyperlink to the Person Detail page of the individual (see Section 7.1).
 Full Name
The full name of the individual is given as: surname, names
 Age
 Date of Birth
Company Result Set
The contents and functionality of the company result set are described on page 20).
No Results Found
If, in either a person or company search, no results were found for the search input criteria, a notification of this is
displayed within the Results page as shown in the image below.
Figure 32: Search Results – No Results Found
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7. Detail Pages
By clicking through on an ID number, company registration number or company name in the Results page, you can
access the Person Detail and Company Detail pages. These pages give more details about the person or company. The
Person Detail page may include, but is not limited to, biographical details, contact numbers, e-mail addresses, address
details, employment details, property ownership details, directorship details, and relationship links (people the
individual is linked to on the Traceps database). The Company Detail page may include, but is not limited to, general
company details, director details, address details and property ownership details.
7.1
Person Detail Page
The Person Detail page gives details linked to a specific ID number in the Traceps database. These details are divided
into various different sections containing specific information for one of the following categories:







Biographical
Contact Numbers
Addresses
Employment
Directorships
Property Ownerships
Relationship Links
The data returned for each section (except for the biographical details) is given in a result set which has all the
functionalities discussed in section 3.4. If there is no data available for a section, the section is displayed but
minimized.
Biographical Details
The below image depicts typical Biographical Details data:
Figure 33: Person Details – Biographical
The following information is available in the Biographical Details section:
 Name
This is given as part of the section header



ID Number
Age
Citizenship
There are 2 possible values here: “South African” and “Other”




Date of Birth (DOB)
Gender
Location
Population Group
There are 3 possible values here: “Black”, “Indian” and “Other”
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
Living Standard
This is a score of the individual’s living standard, based on non-financial data within the Traceps database. The
score can be between 1 and 10, 1 being the lowest score, and 10 the highest.

Contact Score
This is a score based on the contact number data linked to an individual. There are 5 possible contact scores:
“Platinum”, “Gold”, “Silver”, “Bronze” and “Dirt”. An individual with a “Platinum” Contact Score is considered to
have a high probability of being contacted on the contact numbers provided.

Deceased Status, and if applicable:
 Deceased Date
 Deceased Place
 Cause of Death

Marital Status, and if applicable:
 Marital Type
 Marital Date
 Marital Place
 Spouse ID
 Spouse Full Names
 Divorced Date
 Divorced Place

External Trace Status
This is given as part of the header and can take on the following values:
Requested
The external trace process has been initiated in-house for this ID
Extracted
This ID has been sent to an external data provider for an update
Returned
This ID has been returned from the external data provider and the updated data is available on
the Traceps Web Application
Contact Numbers
The below image depicts a typical Contact Details result set.
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Figure 34: Person Details – Contact Numbers
The following information is available in the Contact Number Details result set:
 Type
The contact number type is depicted using an icon plus a tooltip which is displayed when you hover over the icon.
Figure 35: Contact Number Type Icon – Work Number
Figure 36: Contact Number Type Icon – Home Number
Figure 37: Contact Number Type Icon – Mobile Number
Figure 38: Contact Number Type Icon – E-mail Address


Telephone Number/Email Address
Date
Address Details
The below image depicts a typical Address result set.
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Figure 39: Person Details – Addresses
The following information is available in the Contact Number Details result set:
 Type
The address type is depicted using an icon plus a tooltip which is displayed when you hover over the icon.
Figure 40: Address Type Icon – Physical Address
Figure 41: Address Type Icon – Postal Address

Address
The actual address is given as: address line 1, address line 2, suburb, city, postal code (address line 2 is displayed
only when this is not empty).


Province
Date
Employment Details
The below image depicts a typical Employment result set.
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Figure 42: Person Details – Employment
The following information is available in the Employment Details result set:
 Occupation
 Employer
 Date
Directorship Details
The below image depicts a typical Directorship result set.
Figure 43: Person Details – Directorship
The following information is available in the Directorship Details result set:
 Note
If you click on the Notes icon you can access a box giving additional details available for the directorship as shown
in the image below. To close the box click on the red “x” in the top right corner of the box.
Figure 44: Directorship Details Icon – Note
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Figure 45: Person Details – Directorship Additional Detail Box
Details given in the Directorship Details box include, where available:
o Directorship Type
o Executor
o Executor Appointment Date
o Trustee Name
o CM29 Date
o Date Form Lodged
o Date Form Received
o CK1 and 2 Date
o Founding Statement Amendment Date
o Nature of Change
o Profession
 Enterprise Number
 Enterprise Name
The Enterprise Name field contains a hyperlink to the Company Detail page of the company (see Section 7.2).
 Directorship Status
 Date
Property Ownership Details
The below image depicts a typical Property Ownership result set. Each row in the result set refers to a single property
transaction in which the current individual was involved.
Figure 46: Person Details – Property Ownership
The following information is available in the Property Ownership Details result set:
 Type
The Type hyperlink indicates whether the individual was a buyer or seller on the property transaction.
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If you click on the Type hyperlink you can access a Property Transaction Details page giving any further details
available for the property transaction as shown in the image below. To close the Property Transaction Details
page click on ‘Back to Person Detail’ button in the Person Details section.
Figure 47: Property Transaction Detail Page
In the Property Transaction Details page, there are 3 sections:
 The Person Details section is displayed exactly as in the Person Detail Page
 The Deed Information is given and includes the details mentioned below, where available.
 The Property Ownership Details section is displayed as in the Person Detail page, with the record for which
the Deed Information is given highlighted.
Details given in the Deeds Information section include, where available:
o All known buyers and sellers for the Deed record/transaction.
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-
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o

If the other buyers and sellers have South African ID numbers or company registration numbers, these will
be displayed as hyperlinks. If you click on a person or company hyperlink the Person or Company Detail page
will be displayed.
- For each buyer and seller the type (whether they are a Company or Person) is displayed.
Property Address
Deeds Township
Deeds Township Number
Stand Number
Farm Name
Property Area
Dwelling Size
Property (ERF) Number
Property Portion
Additional Property Description
Sales Date
Sales Price
Bond Amount
Bond Holder Name
Transfer Date
Transfer ID
Title Deed Number
Title Deed Fee
Old Title Deed Number
Buyer Share
Attorney File Number
Attorney Firm Number
Authority Name
Registrar Name
Report
If you click on the Report icon you can access a box giving Property Report details (if available) for the property as
shown in the image below. To close the Property Report detail box click on the red “x” in the top right corner of
the box.
Figure 48: Person Details – Property Report Detail Box
You can download the full property report for the property by clicking on the “Download” hyperlink in the
Property Report detail box.


Sale Date
Address
The address is given as: address line 1, address line 2, suburb, city, postal code (address line 2 is displayed only
when this is not empty).

Province
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Relationship Links
The relationship links result set gives a list of people linked to the current individual in the Traceps database. Links via
contact numbers and directorship are displayed, and the individuals with the highest scoring links (i.e. linked to a
more recent number/directorship detail, or linked to more than 1 entity at once, etc.) are displayed. The below image
depicts a typical Relationship Links result set.
Figure 49: Person Details – Relationship Links
The following information is available in the Relationship Links result set:
 Link
The link type and link value are depicted using an icon plus a tooltip which is displayed when you hover over the
icon. The tooltip will give details of whether the link is via a contact number or company registration number and
give the actual contact number/company registration number the individuals are linked through.
Figure 50: Relationship Links Icon – Link
 Type
The link type i.e. “Contact Number” or “Directorship”
 ID Number
The ID Number field contains a hyperlink to the Person Detail page of the individual the current individual is
linked to.
 Full Name
The full name of the individual the current individual is linked to is given as: surname, names
Section Navigation
Within the Person Detail page, section navigation is available. This is accessible via a tab in the menu on the right hand
side of the page. If you click on one of the section headers in the section navigation menu, this section will be
displayed at the top of the page.
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The Section Navigation menu allows
you to navigate quickly to a specific
section of the Person Detail page,
simply by clicking on the section
header in the menu.
Figure 51: Person Details Page – Section Navigation
Export
You can export the entire Person Detail page to PDF via a link in the menu on the right hand side of the page.
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7.2
Company Detail Page
The Company Detail page gives details linked to a specific company registration number in the Traceps database.
These details are divided into various different sections containing specific information for one of the following
categories:


General Details
Directors
The data returned in the Directors section is given in a result set which has all the functionalities discussed in section
3.4. If there is no data available for a section, the section is displayed but minimized.
General Details
The below image depicts typical General Company Details data:
Figure 52: Company Details – General Details
The following information is available in the General Details section, when available:
 Company Name
This is displayed as part of the header









Company Registration Number
Registration Date
Trading Status
Financial Year End
Financial Effective Date
Auditor
VAT Number
Conversion Number
Enterprise Type

Business Description
Directorship Details
The below image depicts a typical Directors result set.
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Figure 53: Company Details – Directors
The following information is available in the Directorship Details result set:
 ID Number
The ID Number field contains a hyperlink to the Person Detail page of the director (see Section 7.1).
 Full Name
The full name of the director is given as: surname, names
 Note
If there are alternative names on the Traceps database for the company, a Note icon is displayed. If you click on
this icon, the alternative names for the company are displayed in a pop-up box as shown in the image below. To
close the pop-up box, click on the red “x” in the top right corner.
Company Note icon with pop-up box giving
alternative names for the company.
Figure 54: Director Result List - Note
 Company Name
The Company Name field contains a hyperlink to the Company Detail page of the company.
 Directorship Status
 Directorship Status Date
Due to some companies having alternative names, some companies that do not seem to match the current company
will be displayed in the Directors result set. If you look at the alternative names for these companies by opening the
Note, you will see that their alternative names do match the current company.
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Address Details
The below image depicts a typical Address result set.
Figure 55: Company Details – Addresses
The following information is available in the Contact Number Details result set:
 Type
The address type is depicted using an icon plus a tooltip which is displayed when you hover over the icon.
Figure 56: Address Type Icon – Physical Address
Figure 57: Address Type Icon – Postal Address

Address
The actual address is given as: address line 1, address line 2, suburb, city, postal code (address line 2 is displayed
only when this is not empty).


Province
Date
Property Ownership Details
The below image depicts a typical Property Ownership result set. Each row in the result set refers to a single property
transaction in which the current company was involved.
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Figure 58: Company Details – Property Ownership
The following information is available in the Property Ownership Details result set:
 Type
The Type hyperlink indicates whether the company was a buyer or seller on the property transaction.
If you click on the Type hyperlink you can access a Property Transaction Details page giving any further details
available for the property transaction as shown in the image below. To close the Property Transaction Details
page click on ‘Back to Company Detail’ button in the Company Details section.
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Figure 59: Property Transaction Detail Page
In the Property Transaction Details page, there are 3 sections:
 The Company Details section is displayed exactly as in the Company Detail Page
 The Deed Information is given and includes the details mentioned below, where available.
 The Property Ownership Details section is displayed as in the Company Detail page, with the record for
which the Deed Information is given highlighted.
Details given in the Deeds Information section include, where available:
o All known buyers and sellers for the Deed record/transaction.
- If the other buyers and sellers have South African ID numbers or company registration numbers, these will
be displayed as hyperlinks. If you click on a person or company hyperlink the Person or Company Detail page
will be displayed.
- For each buyer and seller the type (whether they are a Company or Person) is displayed.
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o
o
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o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o

Property Address
Deeds Township
Deeds Township Number
Stand Number
Farm Name
Property Area
Dwelling Size
Property (ERF) Number
Property Portion
Additional Property Description
Sales Date
Sales Price
Bond Amount
Bond Holder Name
Transfer Date
Transfer ID
Title Deed Number
Title Deed Fee
Old Title Deed Number
Buyer Share
Attorney File Number
Attorney Firm Number
Authority Name
Registrar Name
Report
If you click on the Report icon you can access a box giving Property Report details (if available) for the property as
shown in the image below. To close the Property Report detail box click on the red “x” in the top right corner of
the box.
Figure 60: Company Details – Property Report Detail Box
You can download the full property report for the property by clicking on the “Download” hyperlink in the
Property Report detail box.


Sale Date
Address
The address is given as: address line 1, address line 2, suburb, city, postal code (address line 2 is displayed only
when this is not empty).

Province
Export
You can export the entire Company Detail page to PDF via a link in the menu on the right hand side of the page.
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8.
8.1
User & Team History, Statistics and Reporting
User
If you are a user with a Team Member role, once you have done one or more searches within the current session you
can view details of these searches via the Search History bar. You can also view graphs and reports of your previous
usage of the Traceps Web Application via the Dashboard page.
Search History Bar
The Search History Bar is available in two places in the Traceps Web Application – in the left hand side page menu as a
collapsible section and as a bar along the right hand side of the page (if you are using a screen with a width greater
than 1024 pixels). Each search performed during the current session is displayed, with the following details:
• Search input criteria
The actual criteria you entered for the search
• Age
The age of the search in minutes
• Results
The number of results found
• Search Type
Search:
A search initiated by entering criteria on the search bar or page
Lookup:
A search initiated by clicking on an ID number or company registration number
Social Network: A search initiated by clicking on any detail other than an ID number or company registration
number
Search History Bar as given on the right hand
side of the page.
Details given for each search:
 Search input criteria
 Age of the search in minutes
 Number of results found
 Search Type (Search/Lookup/Social
Network)
Available actions:
 Return to search Results page by
clicking on the search input criteria
Figure 61: Search History Bar – Right Hand Side of Page
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Search History Bar as given on the left hand
side of the page.
Details given for each search:
 Search input criteria
 Age of the search in minutes
 Number of results found
 Search Type (Search/Lookup/Social
Network)
Available actions:
 Return to search Results page by
clicking on the search input criteria
Figure 62: Search History Bar – Right Hand Side of Page
Dashboard Page
The Dashboard page contains graphs and reports of your usage during set time periods. There are three graphs
available: the All Searches graph, the Search Type graph and the Credit Usage graph. There are two reports available:
the Full Audit Report, and the Summary Audit Report. These are explained below.
Graphs
The All Searches graph (as displayed in the image below) gives the number of searches performed either per day in
the week ending in the previous day, or per month for the past 6 months. The graph shows the total number of
positive and negative searches as two separate bars – this is determined by whether or not the search had results. You
can toggle between the daily and monthly graphs by clicking on the hyperlinks in the top right corner of the graph. The
currently displayed option will be given in red.
The All Searches graph gives the
number of searches performed either
per day in the week ending in the
previous day, or per month for the past
6 months.
The graph shows the total number of
positive and negative searches as two
separate bars
Figure 63: Graphs – All Searches
The Search Type graph (as displayed in the image below) gives the number of searches of each type (Search, Lookup,
Social Network – see the section above on the History Bar) performed during the previous day, week or month. You
can toggle between the daily, weekly and monthly graphs by clicking on the hyperlinks in the top right corner of the
graph. The currently displayed option will be given in red.
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The Search Type graph gives the
number of searches of each type
(Search, Lookup, Social Network)
performed during the previous day,
week or month.
Figure 64: Graphs – Search Type
The Credit Usage graph (as displayed in the image below) gives the number of credits used either per day in the week
ending in the previous day, or per month for the past 6 months. You can toggle between the daily and monthly graphs
by clicking on the hyperlinks in the top right corner of the graph. The currently displayed option will be given in red.
The Credit Usage graph gives the
number of credits used either per day
in the week ending in the previous day,
or per month for the past 6 months.
Figure 65: Graphs – Credit Usage
Reports
The Full Audit and Summary Audit Reports are accessed by clicking on the “View” button in the Dashboard page. This
will open the report pages where you can select the start and end dates you require for the given report. The image
below shows the buttons on the Dashboard page.
The Full Audit and Summary Audit
Report pages are accessible via the
Dashboard page by clicking on the
“View” button in each case.
Figure 66: Dashboard Reports – Page Links
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Full Audit Report
The Full Audit Report allows you to view your usage between any two dates. All searches performed during this time
are displayed in a result set with the functionalities given in section 3.4. Reports are available up to the previous day.
The following fields are given for each search:
 User
 Date
 Result
Positive:
At least one result was found for the search
No Result Found: No results were found for the search


Credits Used
Search Type
Search:
A search initiated by entering criteria on the search bar or page
Lookup:
A search initiated by clicking on an ID number or company registration number
Social Network: A search initiated by clicking on any detail other than an ID number or company registration
number

Search Criteria
The search criteria can include an ID Number (ID), Surname (SN), First Name (FN), Date of Birth (BD), Phone
Number (P), Address (A), Company Name (CN) and Company Registration Number (CR). A key is given at the
bottom of the table.
st
th
The image below displays the Full Audit Report for the current user from the 1 March 2012 to the 10 April 2012.
Each search performed on the system by the user during the time period is given.
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Figure 67: Dashboard Reports – Full Audit Report
You can export the Full Audit Report to PDF by clicking on the “Export Report” hyperlink in the top right corner of the
result set.
Summary Audit Report
The Summary Audit Report allows you to view your usage between any two dates. Totals for all searches performed
during this time are displayed in a result set with the functionalities given in section 3.4. Reports are available up to
the previous day.
The following fields are given:
 Department Name
 Team Name
 Total
Total Searches Performed

Credits
Total Credits Used







Total ID Searches Performed (ID)
Total Surname Searches Performed (SN)
Total First Name Searches Performed (FN)
Total Date of Birth Searches Performed (BD)
Total Phone Number Searches Performed (P)
Total Address Searches Performed (A)
Total Company Name Searches Performed (CN)
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
Total Company Registration Number Searches Performed (CR)
st
th
The image below displays the Summary Audit Report for the current user from the 1 March 2012 to the 10 April
2012. Totals for all searches performed on the system by the user during the time period are given.
Figure 68: Dashboard Reports – Summary Audit Report
You can export the Summary Audit Report to PDF by clicking on the “Export Report” hyperlink in the top right corner
of the result set.
8.2
Team
As an Admin user, you can view graphs and reports of your team’s usage of the Traceps Web Application via the
Admin page. This page works in essentially the same way as the Dashboard page, except that at the top of the page
you can select the department, team or single user that you would like to see statistics for via drop-down lists. Note
that you will only be able to select one department, team or user at a time, and you can only select a department,
team or user if you are set up as the Admin user for that entity.
The image below show the selection of a single user on the Admin page – “test01”. The graphs given on the page
show the statistics for this user only.
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Figure 69: Admin Page – Single User Selected
On the Reports pages accessed through the Admin page you will also be able to select the department, team or user
you require the report for. These reports work in the same way as the reports accessed through the Dashboard page,
except that along with selecting a start and end date for the report, you will be able to select a department, team or
user name.
The image below shows the Full Audit Report page accessed through the Admin page giving the report for an entire
st
th
team – “premium” – from the 1 March 2012 to the 10 April 2012.
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Figure 70: Admin Full Audit Report – Team Selected
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5. Interaction
9.1
System Messaging
Within the Traceps Web Application system messaging functionality is available for Traceps staff to alert users of
events that will affect the usability of Traceps, for example, upcoming scheduled downtime. Such messages will
appear at the top of the page.
On the Traceps website (www.traceps.co.za) similar messages will be displayed at the top of the page regarding
events that will affect the usability of Traceps. Furthermore, if the Traceps Web Application is not accessible for any
reason, a notification of this will be given on the Traceps website.
9.2
Messages Page
Important messages regarding updates to the Traceps data or functionalities will be available via the Messages page.
This page is accessible via the Messages icon in the Quick Access menu.
Figure 71: Quick Access Menu - Messages
9.3
Contact Us Page
Should you need to contact us at any stage contact details as well as a Contact Us form are provided on the Contact Us
page. This page is accessible via the Contact Us icon in the Quick Access menu.
Figure 72: Quick Access Menu – Contact Us
The image below shows the Contact Us form. You are requested to enter your name details, e-mail address, query
type and message on the form. All fields are required. To submit the form, click on the “Contact Us” button.
Figure 73: Quick Access Menu – Contact Us Form
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