13.4.4 Navigation/Querying188.8.131.52 Introduction to Navigation and Querying184.108.40.206 Accessing and Logging onto TAMIS220.127.116.11.1 Accessing TAMIS18.104.22.168.2 Logging onto TAMIS22.214.171.124 Screen Layout126.96.36.199.1 Menu Bar/Icons188.8.131.52.2 Static Display Area184.108.40.206.3 Application Navigation Buttons220.127.116.11 Adding a Case18.104.22.168 Adding a Detail Record22.214.171.124 Querying126.96.36.199 Updating a Case188.8.131.52 List of Values184.108.40.206 Check Boxes220.127.116.11 Radio ButtonsExhibit 13.4.4-1 TAMIS Keyboard Shortcuts Part 13. Taxpayer Advocate ServiceChapter 4. TAS TAMIS GuideSection 4. Navigation/Querying 13.4.4 Navigation/Querying 18.104.22.168 (05-08-2009) Introduction to Navigation and Querying In this section, we discuss the TAMIS menu system and command key operations that allow you to maneuver through the available screens and options. This web-based system looks and reacts like a Windows application. Movement within this system is primarily accomplished with the pointing and clicking of a mouse. However, you can also use the >Tab< or >Enter< keys to move to the next available field. List of values (LOV) display the appropriate entries for certain fields. The top of the TAMIS screen contains a Menu bar for database tasks, icons for frequently used actions, and buttons for screen selection. 22.214.171.124 (05-08-2009) Accessing and Logging onto TAMIS This section addresses how to access and log into TAMIS. 126.96.36.199.1 (05-08-2009) Accessing TAMIS Access the TAMIS website via a shortcut on your desktop, or links on the TAS website or Account Management Services (AMS). A disclaimer screen outlining the prohibition of unauthorized use and access will display. Select OK to accept the provisions of the disclaimer screen. The TAMIS Login Screen displays. 188.8.131.52.2 (05-08-2009) Logging onto TAMIS Enter your own TAMIS login name and password. The Database field is pre-populated and no additional entry is required. Using the mouse or the >Enter< key, select Connect to log on the system. (To exit the system without logging in, select Cancel.) Upon successful completion of the login, the TAMIS Main Menu displays. Select one of the buttons with the mouse or >Tab< key to choose the desired option. The TAMIS Main Menu options are as follows: The TAMIS option accesses the active cases. The Reports option accesses the Reports menu. The Training option accesses the TAMIS training database, which looks and reacts like the production application, except for the label "Training Database" in the permanent display area. To access the Training database, you must log into TAMIS with a training login and password. The Archive option accesses the archived cases. The Administration option opens an Administration Menu accessing the options to change your password or view lookup tables. The Password option allows you to change your password. The Lookup Tables option is only accessible by TAMIS permission level 5 users. This option is grayed out if you do not have permission level 5. The Lookup Tables feature allows level 5 users to make limited programming changes directly to TAMIS. The Exit option will allow you to exit TAMIS. 184.108.40.206 (05-08-2009) Screen Layout The main TAMIS screen consists of five sections. The top section contains the Menu and Icon bars. The next section is called the Static Display Area. The buttons immediately below and to the left of the static display area are called the Application Navigation buttons. The middle section is the TAMIS work area. When any application navigation button is selected, the corresponding screen will display for view and input. The bottom section is the message area. Refer to Figure 13.4.4-1. Figure 13.4.4-1 There is currently no description available for this image. For help with this image, please call the IRS.gov Helpdesk at 1-800-876-1715. Please click here for the text description of the image. Menu Bar - Controls the operations of database tasks such as Action, Edit, Query, Block, Record, Field, Help and Window. The Icon Bar contains shortcut icons for the menu bar. Static Display Area - Displays a summary of taxpayer and case information for the selected case. Most fields can be queried. Application Navigation Buttons - Selecting one of these buttons opens a new work area window, such as Initial Actions, Action Plan, Case Actions, Inventory,and History screens. Work Area - Displays the screen of the selected application window. All entries and updates are completed in this area, then saved. Message Area - Error messages appear in this area. In addition, when querying for a group of records, the message informing you of the total number of records displays. Maximize your screen, if needed, to display both lines of the Message Area. 220.127.116.11.1 (05-08-2009) Menu Bar/Icons The top menu bar is used to execute tasks such as saving a case or querying a record. The menu bar options are Action, Edit, Query, Block, R ecord, Field, Help, and Window. Select these options by using you mouse or use the >Alt< key and the underlined letter of the command. Refer to Figure 13.4.4-2. Figure 13.4.4-2 Action Edit Query Block Record Field Help Window SaveClear AllPrintExit CutCopyPasteEditDisplay List EnterExecuteCancelLast Criteria (*)Count HitsFetch Next Set (*) PreviousNextClear PreviousNextScroll UpScroll Down InsertRemoveLock (*)DuplicateClear PreviousNextClearDuplicate (*) HelpKeysDisplay ErrorDebug (*) CascadeTile HorizontallyTile VerticallyW in Name Note: The asterisk indicates the function is not active. If you click on this function, you receive a message in the message area of the screen that the function key is not allowed. The icon bar can be used for easy access to frequently used commands. Starting at the top left of your screen, the icons from left to right are as follows: Save Icon - Saves the current record or update. Print Icon - Prints the screen or report. Exit Icon - Exits and returns to the TAMIS Main screen. If you attempt to exit without saving data, the system displays a message asking if you wish to save the data prior to exiting. Cut Icon - Cuts or removes highlighted items. Copy Icon - Used to copy any highlighted items. Paste Icon - Pastes those items that were either cut or copied and saved on the Windows clipboard. Enter Query Icon - Places the application in query mode. Execute Query Icon - Executes the query. Cancel Query Icon - Cancels the query. Previous Block - View the previous block of records and is restricted to the Phone (Taxpayer Screen 1 of 5) and MFT (Taxpayer Screen 5 of 5) fields. Previous Record - Moves to the previous record in a screen. (If multiple cases are queried, you can move from case to case.) Next Record - Moves to the next record in a screen. (If multiple cases are queried, you can move from case to case.) Next Block - View the next block of records, and is restricted to the Phone (Taxpayer Screen 1 of 5) and MFT (Taxpayer Screen 5 of 5) fields. Insert Record - Accesses a blank screen for initially adding a case to TAMIS or to input data to additional information screens such as the Congressional and POA screens. Remove Record - Deletes or removes a record. If activated while working within an additional information screen, only that specific information is removed. If activated while working within a primary window such as the Taxpayer Screen, the entire case is removed. Note: Only employees with permission level 4 (in the same org code of assigned case) or above are able to delete a TAMIS record. Lock Record - The icon is not active. Help - Accesses the Oracle help option. See Exhibit 13.4.4-1, TAMIS Keyboard Shortcuts for a complete list of keyboard commands. 18.104.22.168.2 (05-08-2009) Static Display Area The static display area is comprised of two sections. The left side of the static display area is the case information summary. Each field or a combination of these fields may be queried. The fields are: Case File # - assigned to a TAS case after it has been added. TAS Org - the organization code of the TAS office responsible for the case. TAS Group - the number of the office group responsible for the case. Emp ID - the assigned TAS employee identification number. Emp ID Go-To Button - the three raised dots next to the Emp ID field is the "go-to " button. When a case is displayed, click the go-to button to view the Employee Screen of the person assigned to the case. TAS Rcv Date - the date TAS received the taxpayer's inquiry (TARD). TAS Cls Date - once a case is closed, this field is systemically populated with the TAS Closed Date. Status - the values are O (open), M (monitor), R (referred), S (suspend a referral case), and C (closed). The shaded fields on the right side are populated once a case has been created on TAMIS. The fields are: Next Action - type of action (follow-up/next contact) and date scheduled. The entries are from the Case Actions screen. Age - number of days the case has been open (up to four characters). Crit - criteria code from Taxpayer Screen 5. This field can be queried. TP - name of taxpayer(s). TIN - SSN/EIN of primary taxpayer. This field can be queried. Secondary TIN - SSN/EIN of secondary taxpayer. This field can be queried. TIN Definers - definers associated with the primary and secondary TINs. MFT- IDRS master file tax codes for type of tax (and tax periods). The entries are from Taxpayer Screen 5. 22.214.171.124.3 (05-08-2009) Application Navigation Buttons Application Navigation buttons are used to select the appropriate screen for the work area. See IRM 126.96.36.199, , Adding a Case, for further discussion regarding the use of the navigation buttons. The buttons or screens are as follows: First Row - Case, Inventory, Employee, and Access Log Second Row - POA, Congress, History, OAR, Referral, and Transfer Left Side Column - Related CF#, Third Party, Initial Actns, Action Plan, Case Actions, Clsg Actions, Charge Out, and Reopen 188.8.131.52 (05-08-2009) Adding a Case You add a new case by selecting the Case button to display the Taxpayer Screen(s) in the work area. If a case file record was not previously queried and displayed, a blank Taxpayer Screen displays. You need to Cancel the Query to begin adding a case. If a previously accessed case appears on the screen, you can add a new record by selecting the Insert Record icon from the icon bar or Record from the menu bar followed by selecting Insert from the list of values. Note: You can verify the system is in "Add mode" by either the directions in the message area, or your TAS Org Code displays in the TAS Org field on the left side of the Static Display Area. The screen defaults to an individual account to begin data entry. If the account type is a business or if the case requires entering a foreign address, check the appropriate boxes at the top of this section to bring up the appropriate format. When entering data on TAMIS use appropriate upper and lower case. A future enhancement includes the ability to download the entity information into a TAS letter. Starting with the Primary TIN field, begin data entry. Use the mouse or the >Tab< key to move from field to field. When all data has been entered, select the "<" button at the top left hand corner of the screen or tab out of the last field to navigate to the next Taxpayer Screen. There are a total of five Taxpayer Screens. The screens are further described in IRM 13.4.5, Creating and Working a Case on TAMIS. After you have entered all required case data, select the Save icon from the icon bar or Action from the menu bar followed by Save to save the case data. Upon saving the case, a Direct Case Assignment pop-up window displays all the active users in the Org code. The case can be assigned directly to an employee, or the window can be closed with the Cancel button and the case will be assigned to the Employee ID default value 0. The Direct Case Assignment window only displays for TAS users, not NTA Toll-free users. 184.108.40.206 (05-08-2009) Adding a Detail Record A detail record is any record that adds an additional screen of information to a case record. Most of the TAMIS screens are detail records (e.g.,History, POA, Initial Actions, and Closing Actions screens). An active record must be opened before a detail record can be added. An active record is one that has just been queried or a new record that is entered and saved on TAMIS. Once you display an active record on your screen, select the type of detail record you wish to add by selecting the appropriate Application Navigation button. After selecting the additional screen, a detail record displays in the work area. If a blank record or screen displays, proceed with data entry. If the record or screen contains data, and you want to add another detail screen, select the Insert Record icon from the icon bar or Record from the menu bar and then select Insert. Once you display a blank record, proceed with data entry (e.g., OAR, POA, and Third Party). After you have entered all data to the detail record, select Savefrom the icon bar or Action from the menu bar and Save. If you wish to create another detail record, select the appropriate Application Navigation button and follow these same steps - inserting the record, entering the data, and saving the record. Example: After receiving a case and performing the initial actions, you determine an additional POA needs to be added. Select the POA screen navigation button, insert the record, input the data on the screen, and save the record. Adding detail records also applies to adding additional case data fields such as the Phone field on Taxpayer Screen 1 of 5 or the MFT/TAX Periodfield on Taxpayer Screen 5 of 5. When it is necessary to enter more data than first appears on the screen (such as adding a third telephone number), simply place your cursor in the data field where the information needs to be added (i.e., phone field). Select Insert Record from the icon bar or Record from the menu bar followed by Insert. An additional blank field displays for data insertion. Save the new data after it is entered (select Save from the icon bar or Action from the menu bar and Save). Note: Once multiple detail records such as the MFT/Tax Period(s) and/or telephone numbers have been added, you can use the right side scroll bar to view all entries. 220.127.116.11 (05-08-2009) Querying A query command uses a combination of characters, numbers, and/or special symbols typed into one or more fields to request specific records on TAMIS. When you use the query command, you are requesting TAMIS to find all items containing data matching your query. The group of matching items is called a query list. Select the Enter Query icon, or Query from the menu bar, and Enter from the list of values. This clears all data from the screen and places the application in query mode. Enter the data into the fields to be queried. Most fields in the Static Display area and the Taxpayer Screens can be queried. The preferred method to query for a specific case on TAMIS is using the case file number (Static Display Area) or the taxpayer's TIN (Taxpayer Screen 1 of 5). If these details are not available, and you are required to query with more general information, you may receive a large query response. After entering the query data, select the Execute Query icon or Query from the menu bar, then select Execute from the list of values. If one or more records are found that meet your query parameters, the first record displays. The total number of records matching your query displays in the message area. If no records matching your query are found, "Query caused no records to be retrieved" , displays in a text box on the screen and in the message area at the bottom left of the screen. You can navigate through the queried records by using the Next Record and Previous Record arrows on the icon bar, or Record on the menu bar, followed by either Next or Previous from the list of values. To cancel a query, select the Cancel Queryicon, or Query from the menu bar and Cancel from a list of values. Special Query Symbols include: Character Title Description % Wildcard A query with "M%" in the last name field would find all records in which the last name begins with " M" . _ Underscore This is a single character replacement for queries. " S_ith" returns records such as Saith, Stith, and Smith. >, <, <=, >=, = Greater than/ Less than/ Equal to These symbols can be used to query a range of TAS Received dates. The symbols do not work in the TAS Cls Date field due to how the TAS Cls Date field is stored. : Between This symbol is used to query a range. However, the range symbol can not be used in the field, instead, you must enter a script. Example: If you wanted to query all records in Org 02 where the TAS Closed Date is between 08/01/2008 & 08/31/2008, follow the steps below: 1. Enter "C" in the status field.2. Enter a ":" (colon) in the Org Code field and execute the query.3. A Query/Where window displays.4. Input this script in the pop-up box: org_code = ‘02’ and case_no in (select a.case_no from closing_actions a where a.tas_cls_date between ’01-AUG-08’ and ’31-AUG-08’) You may use any org code in the org_code ="." and your choice of dates. 5. Execute the query. When the queried record is retrieved, it is displayed on the screen with all associated screens and is available for input, updating, or viewing. The special query symbols do not work with the TAS Cls Date field in the Static Display area. The special query symbols (wildcard, underscore, equal, greater than and less than) do not operate in the field because the TAS Cls Date field is pulled from the Closing Action screen, and not the Taxpayer Screens. Fields in the OAR Screen may be queried except TP Name, Age, and large text fields (Description of Recommended Actions, Supporting Documents, Assistance Actions Completed , and Reject/Return Explanation). You must start the query in the Taxpayer Screen, then access the OAR screen, enter the query information and execute the query. Menu command Count H its provides a count of all the cases that meet a query condition. To activate this feature chose Count Hits from the Query menu after entering the search parameters and before executing the query. Example: If you want a count of all criteria 1 receipts for an office, enter the query items in the appropriate fields (TAS Org and Crit = 1), then select Count Hits from the Query menu. The output provides the total cases meeting the query condition. To actually display the cases, continue to execute the query. 18.104.22.168 (05-08-2009) Updating a Case To update a case, query the case then use the "<" or ">" (next or previous) buttons in the work area to access the Taxpayer Screen you need to update. To update a detail record, use the application navigation buttons to load the applicable screen into the work area. Move the cursor to the field that requires updating. Type the new data into a blank field or type over the existing data. If adding information into a field controlled by a scroll bar, you can scroll up or down to verify if the new information is present before updating the case. Select the Saveicon from the icon bar or Action from the menu bar and Save from the list of values to save your changes. If you need to remove a telephone number (from Taxpayer Screen 1 of 5) or an MFT/Tax Period (from Taxpayer Screen 5 of 5), place your cursor in that data field, then select either the Remove Record Icon or Record, followed by Remove, from the menu bar. Then save your changes. 22.214.171.124 (05-08-2009) List of Values Access the list of values (LOV) by selecting the "?" button next to a field. To bypass the list of values, you must >Tab< through it. If querying data in a list of values, you can expedite your search by entering the first character of the item for which you are looking (i.e., using "N" in the state code pulls up only states beginning with the letter N). However, if you enter the wrong character, you have to either click out of the box to restart the search; backspace and remove the character(s) entered: edit the data entered; or highlight the incorrect data entered and delete it before re-entering the desired character(s). 126.96.36.199 (05-08-2009) Check Boxes Check boxes have been added to ease TAMIS documentation. A check box can be populated by placing your cursor in the box and pressing the space bar or by clicking on the box with your mouse. Removing a check from a check box is performed the same way. Check boxes are located on many screens and are used for various reasons. When you check a box, you are stating you took the action, the action is no longer necessary, or to identify a specific condition. 188.8.131.52 (05-08-2009) Radio Buttons Radio buttons are set up for situations in which there are multiple options, but only one button (choice) may be selected. The radio button is populated by using the mouse or the left/right arrow keys. Exhibit 13.4.4-1 (05-08-2009) TAMIS Keyboard Shortcuts Menu Command Icon (Y/N) Keyboard Shortcut A ction SaveClear AllPrintExit YNYY Ctrl + SNoneCtrl + PNone E dit CutCopyPasteEditDisplay List of Values YYYNN Ctrl + XCtrl + CCtrl + VCtrl + ECtrl + L Q uery EnterExecuteCancelCount Hits YYYN F11Ctrl + F11F4F12 B lock PreviousNextClear YNY Shift + PageUpShift + PageDownF7 R ecord PreviousNextScroll UpScroll DownInsertRemove Clear YYNNYYN Up or PageUpDown or PageDownUp or PageUpDown or PageDownCtrl + DownCtrl + UpF6 F ield PreviousNextClear NNN Shift + TabTabF5 H elp HelpKeysDisplay Error YNN Ctrl + HCtrl + KShift + Ctrl + E Note: The Help command displays the attributes (i.e., the length) and values for a specific field. The command is not active in the Taxpayer Screens.