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| Table of Contents | ||
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Overview
The Library is where documents and wikis are securely stored for access all year round and during emergencies. Library records can be for a specific event, or accessible across all events.
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| Note |
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Enterprise customers: you may have additional schemas as part of your custom deployment. Consult your enterprise solution guide for details. |
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Usage
To access the library, navigate to Library from the top menu.
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All Crisisworks items are saved into events, and items are normally archived when the event is closed. When working with the library, you may prefer to have standing documentation which is accessible across all events (including future events). To do this, you can save them into a global event rather than a specific event. Learn more about Global Events. |
Viewing documentation
To view documentation in the library, use the datagrid.
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Counters on the side allow for quick filtering of documentation by each event, as well as by type and by tag. To search the library, click the search icon (
) above the counters to reveal the search form.
Adding a new library document
To add a library document:
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The library record will then appear in the datagrid, you can then use the counters to filter the list.
Editing a document
To edit an existing document:
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The yellow Record Notes textbox is used for general notes which are are not core details for the library record its self, e.g. 'This version includes feedback from the EM committee'. Record notes appear in the audit history.
Tagging documents
Tags are a great way to file a organise one record into multiple 'folders' at the same time.
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- Navigate to the Library document
- Edit the record
- Type one or more tag name into the Tags box.
- Previously used tags will appear in a select box — select a tag will auto-complete it.
- Tags can contain spaces
- Add a comma or press Enter as a separator between multiple tags
- Save the record when done
Adding geospatial features
IF adding a Geospatial Feature, then a map will additionally appear on the edit form. You can add map annotations by following the instructions on the Working with Maps and Assets page.
Deleting a document
It is not possible to directly delete a document, however you may move the document to an archive event to completely remove it from view.
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Workflow
The following workflow applies to library document.
Status
The library document has a simple status code to determine the overall status of the document.
| Status | Usage | ||||||||
|---|---|---|---|---|---|---|---|---|---|
| The document contains current information | ||||||||
| The document has expired and is no longer current | ||||||||
| The document should be reviewed for currency. | ||||||||
| The library item is marked as deleted and is no longer current. Note there is no way to physically delete items in Crisisworks, however you can move the item to an archive event to remove it completely from view. |
Review
Users can check the Set a Review Date checkbox, then enter a review date. When that date is reached, the record will automatically be set to the
| Status | ||||
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Featured
Users can check the Featured checkbox to include the document in the "Featured" counter.
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Technical Reference
Document schema
| Field ID | Label | Form Type | Data Type | Values | Notes |
|---|---|---|---|---|---|
| title | Title | text | string(255) | Required | |
| body | Body | rte | clob | ||
| attachments | Attachments | media | |||
| isFeatured | Is Featured | checkbox | boolean | ||
| setReviewDate | Set a review date | checkbox | boolean | ||
| reviewDate | Review at | stateTransitionDatePicker | timestamp | Only available if ‘setReviewDate:true’ | |
| activity | auditLog |
Geofeature schema
| Field ID | Label | Form Type | Data Type | Values | Notes |
|---|---|---|---|---|---|
| title | Title | text | string(255) | Required | |
| body | Body | rte | clob | ||
| attachments | Attachments | media | |||
| isFeatured | Is Featured | checkbox | boolean | ||
| setReviewDate | Set a review date | checkbox | boolean | ||
| reviewDate | Review at | stateTransitionDatePicker | timestamp | Only available if ‘setReviewDate:true’ | |
| activity | auditLog |
Meeting schema
| Field ID | Label | Form Type | Data Type | Values | Notes |
|---|---|---|---|---|---|
| title | Topic | text | string(255) | Required | |
| meetingStartDate | Meeting Start Date and Time | dateTimePicker | timestamp | Required | |
| agenda | Agenda | rte | clob | ||
| attachments | Business Papers | media | |||
| present | Present | textarea | clob | ||
| absent | Absent | textarea | clob | ||
| previousMinutesReview | Review of Previous Minutes | rte | clob | Review the previous minutes and note down any inaccuracies | |
| notes | Meeting Notes | rte | clob | Add discussion topics and notes here | |
| resolutions | Resolutions and Action Items | rte | clob | ||
| nextMeeting | Date and time of next meeting | dateTimePicker | timestamp | ||
| meetingClosedTime | Meeting closed time | dateTimePicker | timestamp | ||
| isFeatured | Is Featured | checkbox | boolean | ||
| activity | auditLog |
Non-schema fields
| Field ID | Label | Form Type | Data Type | Values | Notes |
|---|---|---|---|---|---|
| hasAsset | Related Asset | asset | Only available if ‘itemSchemaName:geofeature’ | ||
| hasEvent | event | Select an event | |||
| hasMap | Geospatial Information | geo | Only available if ‘itemSchemaName:geofeature’; uses MDA94 projection | ||
| hasSchemaSelection | Reference type | schemaselection | |||
| hasStatus | Status | status | |||
| hasTags | tags |
Workflow
| Workflow ID | Label | Value | Next States | Initial State |
|---|---|---|---|---|
| NEW | New | 0 | CURRENT, DRAFT | |
| DRAFT | Draft | 1 | DRAFT, CURRENT, EXPIRED, DELETED | |
| CURRENT | Current | 2 | CURRENT, REVIEW, EXPIRED, DELETED | ✓ |
| REVIEW | Review | 3 | REVIEW, CURRENT, EXPIRED, DELETED | |
| EXPIRED | Expired | –2 | EXPIRED, CURRENT, DRAFT, DELETED | |
| DELETED | Deleted | –3 | DELETED |
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