An Information record is a place to record information you have received that you want to share with the coordination centre.
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- From any screen, click the New Information button. If you wish to use a specific schema, select it now, otherwise leave it to the default Information.
- Specify the Source & Validity of the information.
- If you are the information source, select "Use my details as the source"
- To search and link to an existing contact, select "
- To add a new contact, select "Add a new contact" and your contact will be added to the current event
- Now enter the validity dates. By default, it is valid now and never expires, but certain types of information have more specific dates.
- Enter all relevant Information in the form
- Enter a subject — this is a short message that will be used for short-form publishing, such as SMS messages
- Optionally enter additional details — this will be treated like body text of an email
- Optionally upload any attachments you have by dragging and dropping them into the Attachments box, or clicking "Add File" to select from a file dialog.
- Optionally search for assets (e.g. a property address), or mark a location on the map. If marking a position on the map, you can select a Display Icon to draw the information on maps using that icon.
- Configure the Publishing settings if you wish to publish this information to specific users, otherwise, leave as-is
- If you would like this to appear on the dashboard, click the Promote on dashboard checkbox.
- If you would like to send the information as an announcement to other users, click on the Publish to participants by email and SMS checkbox. See Publishing by email and SMS below for more details.
- If needed, alter the other fields on the right-hand side
- If the item is a high priority item, select the appropriate priority
- Set the status to Current (default, meaning the information is currently accurate) or Not Current (the information is not currently accurate)
- You can tag your record to make it easier to find
- Click Save to save your changes
| Warningnote |
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Tip: If your contact exists but has different contact particulars (such as phone number), then it's best to still select the existing contact rather than create a new one. You can add the additional particulars into the Details section of the information record. If the new details should be applied to the contact record permanently, then you can update that record after you have saved the information record. After saving, click the record to open it again, then click the contact to link directly to the contact record you wish to edit. |
| Warningnote |
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Adding a new contact adds them as a new contact record in the current event, so don't worry about using fake names during a training event. If the new contact is one you would like to keep in your contacts system after this current event, you can move them into a global workspace after the offer record has been created together with the information record after saving. |
Editing an existing information item
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- Browse to Operations > Information to view the Information Datagrid.
- Use the counters or search system to view the available information records
- Click the link in the datagrid to view the record
- Click Edit (if available based on your security) to edit the record
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- Participants can be any participating position or user. If you do not find expected items in the list, please add them as event participants first.
- Check the advanced option Send to off-duty personnel that are on call personnel if you wish to send to users that have not yet gone on duty. This is useful for an initial event announcement to set up your EOC.
- Check the advanced option Force send as SMS to override user preferences and force an SMS to be sent, irrespective of user communications preferences. This is a good idea for urgent messages.
- Check the advanced option Confidential to ensure the body of the message will not be sent, and only users that can log in and access the event can see the details
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