(iiX) Express for Windows User's Guide

Motor Vehicle Reports
Motor Vehicle Reports (MVRs) are reports which detail an individual’s driving record. This data comes from a state’s Department of Motor Vehicles or the department charged with the responsibility for maintaining driving records.
Database Motor Vehicle Reports, reports previously ordered for individuals in certain states, are also available with the Express system. If you are able to use older driving information, database reports can save you up to 50% of the state fees.
Quick Time Requests, available at an additional cost, provide fast turnaround for MVRs.
Call Express Customer Support for details on Database reports and Quick Time requests at 1-800-683-8553 option #7 or email them at support@iix.com.
Working with MVR Requests
The following section details procedures for processing MVR requests. The instructions show menu usage; however, most commands and options may be accessed quickly by using the Express toolbar (see ‘‘The Toolbar’’ in the Introduction).

Entering MVR Request Information
The first step to obtain a Motor Vehicle Report for a driver is to enter request information. Use the following instructions to begin MVR processing.
To begin MVR request processing

Make sure that MVR is selected on the View menu. This option must be marked in order to display the MVR folder.

Select New Requests from the Requests menu. One of two screens will display.

If no other Express services are selected, the Request Entry window displays.

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If additional Express services are selected on the View menu, the Policy Information dialog box displays first so that you can enter information required for those services which may then be used for requesting MVRs with the Copy command.

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See the other service chapters for instructions to enter those requests then return to this chapter for explanation of the MVR data fields which follow.

To enter request information for a Motor Vehicle Report

Click "Add/Edit" on the MVR tab. The Motor Vehicle Request dialog box displays.

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Enter request data for a driver using the field explanations as detailed below. As entry focuses on each field, the bottom line of the dialog box displays whether that field is mandatory or optional.

Note: The User Batch, Billing Code, State, Request Type (if applicable), Access, and Comment fields may be pre-set as defaults from the User Info dialog box in the System Information option.

Requestor ID
This field should contain any alphanumeric combination identifying a valid user.

User Batch
This optional alphanumeric field may be used to sort print jobs (e.g. batch code 10 would print before batch code 25 regardless of which was entered first).
Billing Code
Select a company direct bill code, if approved; or enter an internal billing code or enter ‘‘000 - Default.’’ See ‘‘Direct Bill Codes’’ and ‘‘Internal Billing Codes’’ in the Billing Features chapter for details.
If Billing Codes have been pre-set, the arrow to the right displays the options for selection.
State
Enter the two-character code for the state from which the MVR is being requested. This field is mandatory.
Request Type
Some states offer different types of reports (e.g. Florida offers a 3-year and a 7-year report). If the state you are requesting from offers different types of reports, enter the type you want in this field. The arrow to the right displays the options.
Access
According to the state entered, the following options may be available: State Only, Archive Only, Archive then State (which searches archives first then state records and is currently the software default), or Quick Time (State Only which, if the option is set in User Info, provides rapid report turnaround). The arrow to the right displays the options.

The following is driver specific information for an MVR request.

Note: Incorrect information (i.e. driver license number, spelling of last name, date of birth, etc.) can result in a Driver Not Found (No Hit) from a state. Most states charge for No Hits but see the MVR Turnaround Schedule for states that give No Hit credits. If the state gives No Hit credits, your account automatically reflects that credit.

Driver’s Lic #
Enter driver’s license number, if required, in this field. Do not key in dashes or spaces. Click on the down arrow for state-specific help.

Note: Only a few states provide an alternate search (which allows you to request an MVR without a driver’s license number) but you must enter a full name, the date of birth, and gender of the driver as it appears on the driver’s license. Respond (Y)es to the ‘‘Invalid License Format...Override?’’ prompt to bypass the license number field.

Last Name
Enter the last name of the driver in this field, if required.
First Name
Enter the first name of driver. This field is optional but it is recommended that you use it.
Middle Name
Enter either middle name or initial whichever is on the license. This field is optional but it is recommended that you use it.

DOB
Enter the driver’s date of birth in this field, if required. Use a MM/DD/YYYY format.
Gender
Enter the gender of the driver. This field is required only when using the alternate search for an MVR (see Note under Driver’s Lic # above).
Comment
This optional field is for agency use. Enter whatever information is helpful. This field displays in Express list boxes and can be used to sort requests. A default response for the Comment field may be set in the User Info dialog box in the System Information option.
User Reference
This optional eight-character field may be used for any useful information. It is often used by agencies acting as brokers who use it for a customer identification number.

If you have additional MVR requests to add to this request group, click "Next" and enter them in the same manner at this time.

After entering all requests, click "OK". The requests are now shown in the list box of the Request Entry window.

Continue with instructions for ‘‘Saving MVR Requests.’’

Saving MVR Requests
Each time you add a single new request or a group of new requests, you may assign a name or description to that request group. The entire group or batch of requests is then saved and ‘‘filed’’ in your user folder, ready to transmit to the iiX Data Center during the next Communications session. The following steps are instructions to save a request group.
See ‘‘Understanding User Folders/Request Groups’’ in the Introduction for details on organizing requests.
To save an MVR request

Click "OK" on the Request Entry window. The Group Description dialog box displays.

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Enter any description to identify the group of requests just entered. This name labels the group in your user folder in the View/Edit Requests window.

Note: If you enter only MVRs, the default name is ‘‘Untitled Request Group.’’ If you enter Claims and/or UDI requests the group name defaults to the contents of the Reference field. Both of these defaults may be changed.

Click "OK". The View/Edit Requests window displays the new request group under your User ID folder.

Click "Close to exit the option.

Importing MVR Requests
To import request information from a data file

Make sure the data file is in the proper format.

Follow the instructions for ‘‘Importing Request Data’’ in the Utilities chapter.

Editing MVR Requests
Express provides an edit option so that changes or deletions may be made before you transmit MVR requests to the iiX Data Center. A request cannot be changed after it has been transmitted.
To edit an MVR request

Select View/Edit Requests from the Requests menu. The View/Edit Requests window displays.

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Locate the group in your folder which contains the M.V.R. request you want to edit or you may edit requests in other folders by clicking on the plus sign (+) next to a User ID to show all the request groups entered in that user folder.

Note: You cannot edit a request if another user on the system is currently working with that request.

Select the group which contains the MVR request you want to edit and click "Edit" or double-click on the group description. The system loads the request group.

Click on the MVR tab if it is not already active. The driver list box displays.

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Find the request you want to edit in the list box.

Note: You may click on any column heading in any Express list box to sort the list accordingly (e.g. click on the DL Number heading to sort the requests by driver license number). The column heading which is displayed in italics shows the current sort order.

Select the request and click "Add/Edit" or double-click on the entry. The Motor Vehicle Request dialog box displays.

Move to and change any field by retyping the correct data.

Click "OK".

Note: Changes you make to a request in the Motor Vehicle Request dialog box are not saved to the database until you resave the entire request group in the following step.

Click "OK" on the Request Entry window, rename the request group if needed, then click "OK" on the Group Description dialog box.

Click "Close" to exit the option.

Choosing Selection Criteria for Requests
Before you print or purge MVR requests, the following section explains how to choose request selection criteria. Because you must determine which requests you want to work with prior to working with them, this section is presented now. You will be referred back to it from the functional procedures which follow.
The Request Selection Criteria dialog box allows you to set preferences for which requests you want to display in Express list boxes prior to carrying out a print or purge function.
The Express default is to display all unsent requests; however, you (or your office) may decide to change what you see in list boxes based on selection criteria which may include, according to selected service, the following:

For MVR requests----Requestor ID, User Batch, State, Last Name, License Number, User Reference, and All Requests (or only Unsent, Pending, or Received). The screen shown below is the Request Selection Criteria dialog box.

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If you choose to change selections based on selection criteria, those preferences remain in effect for all Express request functions and services until you change them or reset them to the default.
Because any user on the system may change selection criteria without another user knowing, a check box at the bottom of the Selection Criteria dialog box allows you to always (or never) display the criteria dialog box. This allows you to verify which requests are selected prior to carrying out a print or purge function.

Note: If you choose not to always display the Selection Criteria dialog box, be aware that all available requests may not be shown even though they do exist.

Printing an MVR Request Listing
It is important to print a list of unsent MVR requests before you transmit them to the Data Center. The date is printed in the heading of each listing so that you know when the reports should be ready for retrieval from the Data Center. The request listing also shows if requests are valid or invalid. Invalid requests are sometimes saved as a result of importing request data. By printing the request listing prior to transmission, you can pinpoint invalid requests and correct them; if not, they will not be sent.
An MVR Requests list may show all unsent, pending, and/or received requests; the state from which they are requested; the drivers’ names and license numbers; and any comments entered with the request.
To print an MVR request listing

Select Print from the File menu. Depending on user preference, one of two dialog boxes will display.

The Print Reports or Preview/Print Lists dialog box

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or

The Report Selection Criteria dialog box

Refer to ‘‘Choosing Selection Criteria for Requests’’ if you have not already read it.
If the Report Selection Criteria dialog box is displayed on your screen now, it is because the default for the File...Print option is always set for Reports.

Click "Cancel" to return to the Print Reports or Preview/Print Lists dialog box, select the Request List option, then click "Select". The Request Selection Criteria dialog box displays.

Continue with Step 5.

If the Print Reports or Preview/Print Lists dialog box is displayed on your screen now, continue with the following instructions.

Select the Request List option then click "Select". The Request Selection Criteria dialog box displays.

Continue with Step 5.

Click "Defaults" to select all unsent requests or move to each field described below and change it to set a different request list selection.

Requestor ID
Select a specific Requestor ID or select All IDs.
Service
Select Motor Vehicle Reports from the Service drop down list box.
User Batch
Enter a User Batch number. If you do not enter a specific batch, all batches are included.
State
Enter a specific state to include only requests from that state or select All to list requests from all states.
Last Name, License Number, User Reference
Enter a specific Last Name, License Number, and/or a User Reference. The License Number and User Reference fields are available only when Motor Vehicle Reports are included.

Request Options
Choose Unsent, Pending, Received, or All requests. If you select Pending or Received, you may specify Date ranges.

Note: The Defaults pushbutton resets selection options to include all unsent requests. Any changes to the default criteria setting that you make in the Request Selection Criteria dialog box are saved for both the print and purge requests functions in all Express services----until you either change them again or reset them to the default setting.

Click "OK" to return to the Print Reports or Preview/Print Lists dialog box.

Enter a different number in the Copies field if you need more than one copy of the listing.

Click "Printer" if you need to view and/or change the Print Setup options before printing.

Select the Preview option button then click "OK" to first view and then print the listing or click "OK to route the MVR request listing directly to your printer.

Sending MVR Requests to the Data Center
To send MVR requests to the Data Center

Print a listing of requests to be transmitted (refer to ‘‘Printing an MVR Request Listing’’ in this chapter).

Follow the instructions for ‘‘Sending Requests to the Data Center’’ in the Express Communications chapter.

Note: See ‘‘Resending Requests’’ in the Express Communications chapter for instructions to retransmit requests.

Exporting MVR Requests
To export request information to a data file

Determine where you want to copy request information.

Follow the instructions for ‘‘Exporting Requests’’ in the Utilities chapter.

Purging MVR Requests
To purge MVR requests from your system

Make sure you are the only user on the system.

Follow the instructions for ‘‘Purging Requests’’ in the Utilities chapter.

Working with Motor Vehicle Reports
If you transmit MVR requests to the iiX Data Center prior to the state’s cutoff time, the reports are available for you to receive after the Reports Back time on the MVR Turnaround Schedule. All reports that are available for all users are received back in any communication that receives reports.
The following section details procedures for processing Motor Vehicle Reports using the Express system. The instructions show menu usage; however, most commands and options may be accessed quickly by using the Express toolbar (see ‘‘The Toolbar’’ in the Introduction).
Receiving MVRs from the Data Center
To receive MVRs from the Data Center
See ‘‘Receiving Reports from the Data Center’’ in the Express Communications chapter.
See the ‘‘Motor Vehicle Reports’’ section of Appendix A----Sample Reports and Record File Layouts for explanation on how to read the MVRs you receive from the Data Center.

Choosing Selection Criteria for Reports
Before you begin working with MVR reports, the following section explains how to choose report selection criteria. Because you must determine which MVRs you want to work with prior to working with them, this section is presented before all others and you will be referred back to it from the functional procedures which follow.
The Report Selection Criteria dialog box allows you to set preferences for which reports you want to display in Express list boxes prior to carrying out a view, print, delete, or purge function.
The Express default is to display all unprinted reports; however, you (or your office) may decide to change what you see in list boxes based on selection criteria which may include, according to selected service, the following:

For MVRs----Requestor ID, Service, User Batch, State, Status, Name, License Number, User Reference, and All Reports (or only Printed or UnPrinted). The screen shown below is the Report Selection Criteria dialog box.

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If you choose to change selections based on selection criteria, those preferences remain in effect for all Express report functions and services until you change them or reset them to the default.
Because any user on the system may change selection criteria without another user knowing, a check box at the bottom of the Selection Criteria dialog box allows you to always (or never) display the criteria dialog box. This allows you to verify which reports are selected prior to carrying out a view, print, delete, or purge function.

Note: If you choose not to always display the Selection Criteria dialog box, be aware that all available reports may not be shown even though they do exist.

Viewing MVRs
To view a specific MVR

Select View/Print Reports from the Reports menu. Depending on user preference, one of two dialog boxes will display.

The Report Selection Criteria dialog box

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or

The View/Print Reports dialog box

Refer to ‘‘Choosing Selection Criteria for Reports’’ at the beginning of the reports section if you have not already read it.

If the Report Selection Criteria dialog box is displayed on your screen now, skip to Step 4.

or

If the View/Print Reports dialog box is displayed on your screen now, click "Select" then continue with Step 4.

Click "Defaults" to select all unprinted reports or move to each field described below and change it to set a different report list selection.

Requestor ID
Select the Requestor ID for the user who entered the MVR request or select All IDs to display a list of reports requested by all users.
Service
Select Motor Vehicle Reports from the Service drop down list box.
User Batch
Enter a User Batch number or leave this field blank to include reports regardless of batch number.
State
Enter a specific state to display a list of reports from that state only or select All to show reports from all states.
Status
Select one of the following options: All Status Codes, Results Found, Clear, Error, or No Hit.
Name, License Number, User Reference
Enter a specific Name (Last Name, First Name), License Number, and/or a User Reference. The License Number option is available only when Motor Vehicle Reports are included.
Print Options
Choose All, Printed, or Unprinted reports. Note that Unprinted is the default.

Date Received
Enter any date range for the time period when the report(s) was received.

Note: The Defaults pushbutton resets selection options to include all unprinted reports. Any changes to the default criteria setting that you make in the Report Selection Criteria dialog box are saved for all Express view, print, delete, and purge reports functions in all services----until you either change them again or reset them to the default setting.

Click "OK" to display the View/Print Reports list box. Note the number of Reports Listed versus Total Reports (at the bottom of the dialog box) which reflects your selection criteria options.

Note: You may click on any column heading in any Express list box to sort the list accordingly (e.g. click on the DL Number heading to sort the reports by driver license number). The column heading which is displayed in italics shows the current sort order. The No. heading sorts the list in the order that the requests were received by the iiX Data Center.

Find the MVR you want to view in the list box.

Select the report and click "View" or double-click on the entry. The View Motor Vehicle Report window displays.

Use the scroll bar to view the complete report on screen. Use the Next and Previous buttons to view other reports in the list box. You may also click "Print" to route the report to your system printer.

Click "Close" to exit the view window.

Click "Cancel" to exit the option.

Printing Motor Vehicle Reports
Once reports are received back and loaded into a file on your system, you may print them at your convenience. Use the ‘‘Printer Setup’’ option first if you need to select a particular printer.

Note: Reports may be printed from either the View/Print Reports option on the Reports menu or from the Print option on the File menu. The File...Print option, however, does not display the list on screen prior to printing nor does it display the number of reports that will be printed.

To print all unprinted MVRs

Select View/Print Reports from the Reports menu.

Refer to the previous sections, ‘‘Choosing Selection Criteria for Reports’’ and ‘‘Viewing MVRs’’ to display only the reports you want to print in the View/Print Reports list box.

Note: Select Motor Vehicle Reports from the Service drop down list box in the Report Selection Criteria dialog box to print only MVRs.

On the View/Print Reports list box, note the number of Reports Listed versus Total Reports (at the bottom of the dialog box) which reflects your selection criteria options.

Select the entire group of reports by using standard Windows selection procedures (i.e. Press the Shift key and click on the first report in the list box then, while still pressing the Shift key, scroll to and click on the last report in the list). The entire group is highlighted.

Click "Print". The MVRs are routed to your printer.

Note: When a report has been printed, it is designated and flagged as printed and a graphic is placed to the left of the Name field.

Click "Cancel to exit the option.

To print an MVR report listing

Note: A report listing may only be printed from the Print option on the File menu and the procedure is, therefore, similar to printing a request listing.

Select Print from the File menu. Depending on user preference, one of two dialog boxes will display.

If the Print Reports or Preview/Print Lists dialog box is displayed on your screen now, select the Report List option then click "Select". The Report Selection Criteria dialog box displays; continue with Step 2.

If the Report Selection Criteria dialog box is already displayed on your screen, continue with Step 2.

Refer to ‘‘Choosing Selection Criteria for Reports’’ at the beginning of the reports section and determine what reports you want to include on the listing.

Note: Select Motor Vehicle Reports from the Service drop down list box in the Report Selection Criteria dialog box to list only MVRs.

Click "OK" to return to the Print Reports or Preview/Print Lists dialog box.

Enter a different number in the Copies field if you need more than one copy of the listing.

Click "Printer" if you need to view and/or change the Print Setup options.

Select the Preview option button then click "OK" to first view and then print the listing or click "OK" to route the M.V.R. report listing directly to your printer.

To print specific MVRs

Select View/Print Reports from the Reports menu.

Refer to the previous sections, ‘‘Choosing Selection Criteria for Reports’’ and ‘‘Viewing MVRs’’ to display only the reports you want to print in the View/Print Reports list box.

Note: Select Motor Vehicle Reports from the Service drop down list box in the Report Selection Criteria dialog box to list only MVRs then select other criteria to help narrow the listing.

Note: You may click on any column heading in any Express list box to sort the list accordingly (e.g. click on the DL Number heading to sort the reports by driver license number). The column heading which is displayed in italics shows the current sort order. The No. heading sorts the list in the order that the requests were received by the iiX Data Center.

At the View/Print Reports dialog box, use standard Windows selection procedures to select only the MVR(s) you want to print.

Click "Print". The MVR(s) are routed to your printer.

Note: When a report has been printed, it is designated as printed and a graphic is placed to the left of the Name field.

Click "Cancel" to exit the option.

Saving MVRs to a File
The Express Report ‘‘Save to File’’ option differs from the ‘‘Export Reports’’ option in that Save to File copies a formatted viewable MVR to a file named mvrrpt.txt in the \USER directory. The Export option copies ‘‘raw’’ unformatted data to a location you specify.
Saved MVRs may be opened as ASCII files for viewing and printing.

To save formatted MVRs to a file

Select Print from the File menu.

Refer to the previous sections, ‘‘Choosing Selection Criteria for Reports’’ to select only the reports you want to save.

Select the Save to File option button.

Click "OK".

If you have not previously saved reports to a file, the report(s) you selected are copied to the Express \USER directory on the drive where you installed the Express software. They are contained in the text file named mvrrpt.txt.
If you have previously saved report files on your system, respond to the ‘‘Delete Old Files’’ dialog box.

Press "Yes" to delete the old reports before writing the new reports to the report file.

Press "No" to keep the old reports and append the new reports to the existing report file.

Exporting MVRs
To export MVRs to a data file

Determine where you want to copy the report information.

Follow the instructions for ‘‘Exporting Reports’’ in the Utilities chapter.

Deleting MVRs
To delete specific MVRs from your system

Select View/Print Reports from the Reports menu.

Refer to the previous sections, ‘‘Choosing Selection Criteria for Reports’’ and ‘‘Viewing MVRs’’ to display only the reports you want to delete in the View/Print Reports list box.

Select the report and click "Delete" or double-click on the entry. A confirmation dialog box displays.

Respond to the deletion prompt.

Respond to the prompt which allows you to keep or remove associated requests then click "OK".

Click "Cancel" to exit the option.

Purging MVRs
To purge MVRs from your system

Make sure you are the only user on the system.

Follow the instructions for ‘‘Purging Reports’’ in the Utilities chapter.

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