Here are the answers to some Frequently Asked Questions:
What is Trackvia?
Trackvia is an online database platform designed for non-technical people. It's similar to Microsoft Access, but web-based and easy to use. It allows people to manage lists, track projects, enable workflows, communicate, and collaborate. It includes intuitive data management features that people want (e.g. Quick Search or Find Duplicates) without the complexity that most don't want (e.g. structured query languages).
What can Trackvia be used for?
Trackvia can be used to track and manage: action items, clinical trial results, comments, complaints, consultant hours, contacts, custom home specs, documents, investments, job applicants, mailing lists, press mentions, product defects, project issues, requests, RFQs, RSVPs, sales leads, vehicles, and more.
What are Trackvia's features?
Please see our product page, and click on the topics on the left to see details about each feature.
What are the benefits of using Trackvia?
With Trackvia, there is no software to download or install. It is inexpensive, and there's no risk – you can cancel at any time. It's easy to learn, easy to use, and fast. It's very flexible, and most important, Trackvia will let you save time, reduce mistakes, and improve collaboration when tracking and managing almost anything.
How is Trackvia better than a spreadsheet?
Trackvia can be accessed on-demand from anywhere, any time, without requiring a shared drive or virtual private network. Trackvia data can be updated by multiple people at the same time. Trackvia keeps track of what was changed, when, and by whom. It allows different users to have different permission levels. It can pull data in from emails or the Web, and push data out by email or the Web. It gives you custom views of your data that you can save and reuse. It has an amazingly simple and fast search tool, and makes it easy to perform common tasks like creating a drop-down list, annotating a record, or attaching a document.
That said, we're not trying to convince you to give up your spreadsheets. To the contrary, Trackvia allows you to import from and export to a spreadsheet. Have your cake and eat it too!
Is Trackvia Mac-friendly?
Yes. Trackvia is completely browser-based, so it works the same way on Windows, Mac, or Linux.
Can Trackvia manage a list of contacts?
Yes, we have customers who manage hundreds of thousand contacts in Trackvia. Trackvia allows you to search contacts by many different fields simultaneously – for example, searching on John 55391 will pull up any contact in that zip code whose first name is John, last name is Johnson, home town is Johnsonville, or works for John Deere – and the parts matching john or 55391 will be conveniently highlighted. Trackvia offers tools to import contacts from Outlook, find and remove duplicates easily, or send an email to any subset of customers all at once.
Can I export my data?
Yes, Trackvia allows you to export your data to a spreadsheet or an HTML file.
Can I customize the look of my Trackvia account?
Yes. You can add your own logo, have a custom welcome message, use your company color scheme and even have a Trackvia login/logout box on your website. You can also access Trackvia at a custom URL, for example, yourcompany.trackvia.com.
What type of support do you provide?
We offer unlimited support by email as well as limited phone support. Our support is very hands-on and we will even schedule a private web demonstration if asked. We can help you set up your database based on your objectives and help you integrate Trackvia with your current website.
How much does Trackvia cost?
The first 14 days of Trackvia are free. After that, we offer an entry level monthly subscription fee of $30 for 3 users. We offer various pricing plans based on the number of users in your account; the more users in your account, the less you pay per user. Please see further details of our available pricing plans at www.trackvia.com/online-database-pricing.htm.
Is there a contract required or a minimum subscription period?
No. Our subscription is month-to-month, so there's no commitment required and no fees for canceling.
Are any features limited during the free trial?
No. During your free trial you'll have access to the full version of Trackvia.
Can I extend my free trial?
Yes. If you need more time to evaluate Trackvia, email us at and we'll work with you to extend your trial for a specified amount of time.
Do I get credit for the rest of my free trial if I buy now?
Yes. Your first end-of-month bill will be pro-rated to give you full credit for your 14 days free.
How am I billed?
Trackvia is billed on a month-to-month basis. We will charge your credit card at the end of each month as payment for the month just ended. We will pro-rate your first and last month, and give you full credit for the remainder of your trial period, if applicable. You will be charged for any users whose user accounts (logins) are active at the end of that month or who logged in at least once during the month.
How safe is my data with Trackvia?
Trackvia's infrastructure partner is the largest hosting provider in the world. Our data center uses nine redundant network providers, strict access control, biometric security, 24-hour interior and exterior surveillance, background checks for employees, redundant HVAC systems, air filtration, advanced fire suppression, and redundant on-site power generation.
How secure is Trackvia?
Very. We have never had a customer's account compromised by a third party. Access to your data is controlled by user accounts that you set up in Trackvia. For each user, you can control which databases they have access to, and whether that access includes adding, viewing, editing, or deleting records. Those permissions in turn can be tied to whether a user is involved with a record or was the creator of a record. We don't allow usernames to be recycled, and have stringency requirements on passwords.
How often is my data backed up?
All Trackvia data is stored simultaneously on redundant storage devices in real time. From that redundant system, we back up all customer data every hour around the clock. We can roll your data back to any single hour in the last 30 hours, any day in the last 35 days, or any Sunday morning ever.
Can I display a real-time report to my website?
Yes you can! To access this feature you will want to go to the “edit report details” section of the report you wish to publish. There you will find three “tabs” in the upper right corner: General Settings, Filters, and Display Options. If you go to the Display Options tab you will notice a checkbox option that states “Publish this report” that you need to check and then choose how you would like to publish this (Paste code, or Public URL). Make sure to save your changes and now you can edit your report however you like and see the changes appear where it is published!
Can I send a mass email out of Trackvia?
Yes you can! This feature is available under "Tools" on the Database Overview page under Email Campaign.
How do I create an email template?
Trackvia allows you to create your own email templates in HTML or plain text. To create an email template in text choose the "save as" option in word and select plain text as the type. You can also create your own templates in HTML which will allow you to include images and links. There are many HTML editors out there to choose from that make creating HTML documents easy. If you would like to create these templates from scratch you can go to one of the following sites for a quick tutorial in HTML.
How do I view my database entries on a Google ™ map?
Your database will only show the Google ™ Map link if there is an address that can be determined. If there is a valid address, click on the map link in the blue bar to map your records. This will open a map with pinpoints which give the record details that correlate to each pinpoint if you mouse over them!
How do I use your Website Forms feature?
Trackvia's website forms allow your database to be populated through an easy interface! To create your form, just follow the link under Tools on the main database overview page. You can then choose to either have your questions above your answers or have them appear side-by-side. Trackvia will create the HTML to be copied and pasted into your website and can even create a custom confirmation page that looks and feels like your website!
Can you replace the Trackvia logo with my company logo for my account?
Yes we can! Simply go to the Setup link in the upper right and then the Account Settings tab. Here you can upload your logo and even change the color scheme to match
Can I have a login box to Trackvia on my website?
Yes you can! We can generate the HTML for you that can then be pasted to your website wherever you like. Just contact support@trackvia.com for the code.
How can I add images into a record?
First thing you need to do is to create a uploaded picture or image field type to your database. Once you add this field you can upload any image into a record. On the display tab of your report settings you can choose for your images to appear as either an icon, thumbnail, wallet or full sized image.
How do I add the unique record locator to my report?
If you look at the Edit Report Settings page, you’ll notice that Record Locator is in the unused fields at the bottom. Just click the green plus sign to add it to the report.
How do I change my default report?
The default report can only be changed from showing on the Database Overview page or not. We recommend that you create a few separate, filtered and formatted reports, each of which shows you a specific aspect of the database. You may add up to 9 reports to the database overview page, and this just tends to make the database more usable as you get the benefits of having lots of fields in one database while using Reports to slice and dice the database into specific, targeted subsections.
How do I delete a database or report?
To delete a database, click the Setup link (in the horizontal gray bar toward the top of your screen, on the right side) and then click the red X icon next to the database you wish to delete. This will delete the entire database, including records. To delete a report, go to the database overview page for the appropriate database, click the Reports link (under the Tools option toward the upper middle of your screen) and click the red X icon next to the report you wish to delete. This will delete the report, but does not delete any records or fields from the database.
Can I format my report to only show a certain number of characters for a certain field?
Yes, you can format each report to show as many or as few characters as you wish. In the Edit Report section, click the "Display Options" tab (upper right corner), set the number of characters you wish displayed for each field, and then click Save Changes. In the report, that field will now display (more...) for any records that exceed the number of characters to be displayed.
Can I get a report to only show me updated records?
Yes, this is pretty easy in Trackvia. What you do is create a new report, and set a Filter for that report that only includes records that have been updated within a certain number of days. (Use the "Filter" tab on the "edit report" page to do this...Filters are explained in a Help article that you’ll see if you click Help in the upper right.) The filter should be set on the "Last Updated" field, which is a built-in Trackvia field in your database. If you set the filter for "minimum of 0 days ago" then only records updated today (whatever day you’re looking at the report) will be shown. You could create and save standard reports such as "updated today" and "updated today and yesterday" and "updated last 5 days".
Can I create subcategories in Trackvia?
For the most part, Trackvia's sophisticated Reports features makes subcategories unnecessary. This is because you can use fields in the database to accomplish the same thing as subcategories, and then filter the records into various reports that show you exactly what you want to see. For example, you might create a drop-down field that has 3 choices: document ownership, document characteristics, and document estimates. Then you would have additional fields for each record that apply to that type of record (ex. Document characteristics). Then you'll create a report that is filtered to show only Document characteristics records. You can also create a Checkbox Group field type in Trackvia, and then you can select various attributes that apply. For example, you would have 3 checkbox groups: document ownership, document characteristics, and document estimates. Each of these fields would have various attributes that apply, and you can check one or more of those attributes for each record. And then, you can create filtered reports that show only the records that match various criteria.
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