You would create a Texas State Reporting File to compile and submit required court case and financial data to the State of Texas in the format required for state reporting. The file helps ensure compliance with state reporting regulations by electronically transmitting information such as case dispositions, convictions, fines, fees, and other court activity. Courts use this process to meet reporting obligations, maintain accurate statewide records, and support state statistical and financial reporting requirements.

1. Select cases to include in the state reporting file and then create the state reporting file.
   
2. Use the state or DMV online portal to file the electronic state reporting file.
   

Before you get started

• Set up the state-specific options (Options, F12). After you launch Create State Reporting File, click Options (F12). To learn more, see Texas State Reporting File Options. 

Creating a state reporting file - manual

1. Open Connect Court Management > Organization > Create State Reporting File.

Note: If you cannot access the Create State Reporting File link on the Court Management menu, (1) make sure the state reporting file is supported for your state and then (2) check if the state that's saved in the State/Province field in the Organization > Organization table is the correct two-character abbreviation (OR, CO, etc.).

2. Add the case numbers to include in the state reporting file.

3. When all of the case numbers are added to the state reporting file, click GO (CTRL+G).

Connect creates the state reporting file.

Create state reporting file - automatic

1. Open Connect Court Management > Organization > Create State Reporting File.

Note: If you cannot access the Create State Reporting File link on the Court Management menu, (1) make sure the state reporting file is supported for your state and then (2) check if the state that's saved in the State/Province field in the Organization > Organization table is the correct two-character abbreviation (OR, CO, etc.).

2. Use the Options window to select the default values.

Required fields:

• File path. To learn more, see Assigning a default file name

• Court. To learn more, see Assigning a default court

• State-specific fields. Commercial vehicle, Hazardous material, Commercial driver license, and Agency type. To learn more, see Assigning a default field value for state-specific fields

Connect selects cases when the case has a code to report the case to the DMV.

5. Click GO (CTRL+G).

The state reporting file is created.

Texas State Reporting File Options

Select the fields to include in the state reporting file. Click Options (F12) to get started.

Using default automatic selection

Default automatic selection opens the Create State Reporting File view in Automatic Selection mode. That means the Create State Reporting File Options window will open when you launch the Create State Reporting File view so you can select the default report values.

Important! If you are using Default Automatic Selection, you need to set the default values for court, commercial vehicle, hazardous material, commercial driver license, and agency type. For assistance, submit a support ticket.

To set up default automatic selection, click Options (F12) and then select the checkbox titled Default Automatic Selection.

Assigning a default file name

Use the File Name box to enter the path and file name. Connect will create the state reporting file here.

Assigning a default court

Use the Court box to enter the code that's assigned to the court by the Texas court system.

Examples

1. Municipal: 100
2. Justice of Peace Court: 211 (where 211 is the countrywide code for Justice of Peace, 211 is the precinct, and 211 is the place)
3. Countrywide Justice of Peace: 200

Assigning a default field value for state-specific fields

You're state may require you to include specific fields and state-specific codes. You can set up the field values that will display in the state reporting file. When the state reporting file is created, it will use the state-specific values that you have provided to report the state-specific information.

What if the list is empty? If the list is blank, the user-defined fields need to be added to the application. Submit a support ticket for assistance.

State-specific fields:

• Commercial vehicle*

• Hazardous material*

• Commercial driver license*

• Agency type*

• Plea

• Vehicle searched

• Consent for Search

* Required fields

Selecting the default options for creating transactions

When the state reporting file is created, you can set the default option to always create a transaction on the cases that are included in the state reporting file.

Do this...

1. Open Connect Court Management > Organization > Create State Reporting File.

2. Click Options (F12) .

3. Click to select the Create Transaction checkbox.

4. Use the Code box to enter a comment code.

5. Use the Description box to enter a transaction description (up to 1,000 characters).

6. Click OK.

A transaction is created for each case in the state reporting file.