Car Title Document Tracker

What is this application?

The Car Title Document Tracker is a web-based system used by Chatham County Tax Commissioner staff to manage title documents submitted by car dealerships via mail. It provides a central place to:

• Log incoming bags of title documents from dealers
• Track each customer's document through the processing workflow
• Update statuses as documents are processed, returned, or picked up
• Search and export records for reporting
• View analytics on processing volume and turnaround times

Office Locations

The system serves three office locations. Select the correct location when logging a submission:

• Oglethorpe
• Chatham Parkway
• Eisenhower

Staff Sign In

Staff members who need to add or edit records must sign in with their email and password.

1. Open the application

   Navigate to the application URL in your web browser.

2. Enter your credentials

   Type your staff email address and password. Use the Show button to reveal your password if needed.

3. Click "Sign in"

   You will be taken directly to the full application with all four tabs available.

Forgot Password

1. Click "Forgot password?"

   This link appears below the password field on the sign-in screen.

2. Enter your email address

   Type the email address associated with your staff account.

3. Click "Send reset link"

   Check your inbox for a password reset email and follow the link to set a new password.

Required Fields

Customer Rows

Each row in the Customers table represents one customer document in the bag. The bag count is automatically calculated from the number of rows.

Click + Add customer to add more rows. Click × on any row to remove it.

Step 1 — Find the Record

Search using any one of three methods:

• Bag Number — Enter the exact bag number (e.g., CP-123) and click Search.
• Customer Name — Enter part of a customer's name and click Search.
• Dealer Name — Type or select a dealer name and click Search.

If multiple records match, a list will appear — click the correct record to load it.

Step 2 — Update the Record

Once a record is loaded you can:

• Change the status of any individual customer row
• Add or remove customer rows
• Assign a Processor (click + Add Processor to register a new one)
• Add Additional Notes about the bag

Step 3 — Save

Click Update Status to save all changes. The record's Date Processed field is automatically set to today's date.

Quick Search

Type any keyword into the search box at the top of the table. The system searches across dealer name, customer name, bag number, and description simultaneously. Results now scan across the full result set so older records are included as you paginate.

Advanced Filters

Expand the filter panel to narrow results by any combination of:

Filtered Totals

Below the search and filter controls, the system shows Filtered Bags and Filtered Total Titles. These counters update based on your current quick search and advanced filter selections, including custom date ranges.

Sorting

Click any column header to sort the table by that column. Click again to reverse the sort order. Sortable columns include: Date Received, Dealer, Bag #, Office Location, Logged By, Customer Name, Count, Processor, Status, and Date Processed.

Expanding a Record

Click any row in the table to expand it and see all individual customer entries within that bag, including each customer's document type, status, description, and last update date.

Editing & Deleting (Staff Only)

Each row has Edit and Delete action buttons visible to signed-in staff. These buttons are hidden in guest / read-only mode.

Exporting to CSV

Click the Export CSV button to download the currently filtered records as a spreadsheet. The export respects any active search filters and sort order.

KPI Cards

Time Filter

Use the time filter buttons to scope all charts and KPIs to a specific period:

Charts

• Total Titles by Dealer — Bar chart of the top 12 dealers by volume.
• Processed By — Bar chart showing workload per processor (top 12).
• Quantity by Status — Pie chart showing the distribution of all document statuses.
• Total by Date Received — Bar chart of submissions over the last 30 days.

Drill-Down

Click any bar or pie slice to open a modal showing the individual records that make up that data point. From the modal you can click "Open in View & Search" to apply those same filters in the View & Search tab.

The guest view allows anyone to browse and search records without signing in. It is accessible via:

• The "View as guest" button on the sign-in screen
• The "Guest view" link in the application header
• Navigating directly to /guest or /view

How to Use

1. Select your dealership

   Choose your dealership name from the dropdown at the top of the page.

2. Optionally filter by customer name

   Type a customer name to narrow results to a specific person.

3. Ask a question or click a suggestion

   Type a natural-language question such as "How many pending?" or "List unprocessed titles", or click one of the suggestion chips.

4. View results

   Results appear as a count or a table. Click any row to see the full record details in a pop-up.

Example Questions

• "How many pending documents do I have?"
• "List all unprocessed titles"
• "Show recent submissions"
• "What is the status of my renewals?"

Accessing Your Profile

When signed in, click the Profile button (gear icon) in the top-right corner of the navigation bar to open the profile menu. From here you can:

• See your signed-in email address
• Change your password
• Sign out

Changing Your Password

1. Click the Profile button

   The gear icon is in the top-right of the navigation bar.

2. Click "Change password"

   A dialog will appear asking for your current password and a new password.

3. Enter your current and new passwords

   Your new password must be at least 6 characters. Confirm the new password in the third field.

4. Click "Update password"

   Your password will be updated immediately.

Signing Out

Click the Profile button → Sign out. You will be returned to the sign-in screen. The application data will remain blurred until you sign in again.

General Tips

• 🔄 The View & Search table updates in real time — no need to refresh the page to see changes made by other staff.
• 📋 The bag count is calculated automatically from the number of customer rows — just add or remove rows as needed.
• 🔍 In the Processor Log, you can search by bag number, customer name, or dealer name — use whichever is fastest for your workflow.
• 📊 Click any chart bar or pie slice in the Dashboard to drill down into the individual records behind that data point.
• 📤 Use the Export CSV button in View & Search to download filtered data for reporting or offline review.
• 🔗 Share the Guest view link with supervisors or auditors who need to browse records without a staff account.
• 🏪 Share the Dealer Search link with dealerships so they can self-serve status checks instead of calling the office.

Managing Lists

• ➕ New dealers, users (loggers), and processors can be added directly from the submission and processor forms using the + Add buttons — no admin panel required.
• ✏️ If a dealer or processor name needs to be corrected across all records, contact your system administrator to use the reassignment utilities.

Keyboard

• ⌨️ Press Enter in any search field in the Processor Log to trigger the search without clicking the Search button.
• ⌨️ Press Tab to move between fields in the submission form for faster data entry.

v2.6 — March 12, 2026

• Quick Search Accuracy: Fixed an issue where quick search could return incomplete matches. Search now scans across the full filtered dataset so older matching records are no longer omitted.
• Filtered Totals UX: Added and repositioned Filtered Bags and Filtered Total Titles directly under the search controls in View & Search.
• Date Range Enhancements: Restored preset Date Range filtering and added a Custom range option with explicit From and To date fields.
• Pagination/Counts Alignment: Updated filtered pagination/count behavior so totals and page controls remain aligned with active filters.
• Test Coverage: Added Playwright coverage for View & Search filter layout and custom date range behavior.

v2.5 — March 10, 2026

• Audit Log: Every record now tracks a full history of status changes, processor assignments, and customer additions/removals. Each entry records who made the change and when. Click the History button on any record row to view the audit log.
• Column Renames: The View & Search table columns have been clarified — Date is now Date Received, and Date Updated is now Date Processed. The duplicate "Last update" column has been removed.
• User Guide Link: A direct link to this User Guide is now available in the Profile dropdown menu.
• Rockdale Dashboard Defaults: The Rockdale County dashboard now shows sensible defaults (Avg Processing Time: 9 days) when no processed records exist yet.
• Dashboard Labels: Dashboard drill-down modal and chart titles updated to use "Date Received" for consistency.
• CSV Export: Exported CSV headers now match the updated column names (Date Received, Date Processed).

v2.4 — Prior Release

• Rockdale County Support: Separate branding, database, and subdomain for Rockdale County (rockdalecountyga.vehicletitletracker.com).
• Dashboard Drill-Down: Click any chart bar or pie slice to see the individual records behind that data point.
• Multi-Customer Bags: Each bag can hold multiple customers with individual statuses, processors, and descriptions. Expandable rows in the View & Search table.
• Admin Panel: Manage staff accounts, reset passwords, and configure admin access directly from the app.
• Guest / Read-Only View: Public-facing read-only access at /view or /guest — no login required.
• Dealer Self-Service Search: Dealers can look up their own submissions at /dealer-search.
• Real-Time Updates: The View & Search table updates automatically when other staff make changes.
• Password Management: Staff can change their own password from the Profile menu; admins can reset passwords for other users.