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Kerrie Williams

Kerrie Williams

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Crisisworks @Crisisworks will be upgraded to version 5 from December 2024 for most sites in November-December 2024some sites, with many opting for an early 2025 upgrade. This provides an opportunity to clean up existing data. Some preparation work can be done now in version 4.

We will provide some automatic scripts, as part of the upgrade, that will enable the removal/archiving of some records that were previously difficult to delete.

Here’s a step-by-step guide to prepping your site, however, this preparation is optional; all existing data will transfer to version 5 regardless.

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  •  Review all Open Events: Close any Events that are no longer current. This will remove all the Positions from the Event, ‘delink’ any allocated Resources and archive all event data. Events can be re-opened at a later date if required. Active Events you are currently working on should remain Keep active Events Open.
  •  Review Event Templates: Close any that are not current.
  •  Tag for Deletion: Any Closed Events you would like to delete completely, eg old training events, events created in error, standby events that weren’t activated, should be tagged ‘REMOVE’.

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  • outdated templates.
  •  Create an ‘ARCHIVE DATA’ event:
    •  Create an Event using the Emergency Sample template
    •  Name it ‘ARCHIVE EVENT’.
    •  Move any unwanted records you’re not able to delete into this Event.
    •  Note, you will need to be ‘on duty’ for the ‘ARCHIVE EVENT’ to use it.

Users/Contacts and Organisations

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  •  Obsolete VPR Coordinator users - edit the user profile, When a user profile is made inactive with the VPR Coordinator position still attached, they will remain on your VPR Coordinators list within the VPR system. To resolve this:
    •  Edit the User Profile: Open the user's profile, make them Active and tick Enable user account for this contact. You will then be able to remove the VPR Coordinator
    Position, save the record, then edit the profile again, disable their user account and make the record inactive
    • position. Save the record.
    •  Disable the Account: Reopen the user's profile, disable their user account by unticking Enable user account, and change the Contact Status to Inactive. Save the record.
  •  Obsolete Users - edit their user profile, untick ‘Enable user account…’ Enable user account for this contact and change the Contact Status to ‘Inactive’ Tag for Deletion: Add the tag ‘REMOVE’ to any Inactive Contacts/Users you would like removed. Tags can be added to multiple inactive contacts at once using the Bulk Edit function.

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  • Inactive.
    •  Move any of old inactive contacts to your ‘ARCHIVE EVENT'. Select them all from the Datagrid, and use the ‘Move' function from the Bulk edit menu at the bottom of the screen to Move these contacts to your 'ARCHIVE EVENT’.

Positions

Administration>Settings/Positions & Position Groups

Crisisworks has You list of Positions will contain a number of ‘system’ positions and you may also have additional Positions that have been created over time you that you no longer need or usebuilt-in system Positions, alongside any custom Positions you may have created over time.

System Positions: While System positions allow for limited edits, including Position Group and Security Policies, but they cannot be deleted. However, in Version 5 of Crisisworks, you will be able Crisisworks 5 will allow you to rename system positions to make them more relevant to your operationsoperational needs.

We advise recommend reviewing Positions as follows:

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  •  Review Position Groups: Positions Groups exist just for display purposes to help sort organise Positions into categories. Rename or Delete Position Groups , they can be renamed or deleted to suit your operations.
  •  Create a ‘REMOVE’ Position Group: To help manage outdated positions, create consider creating a new Position Group called ‘REMOVE’.
  •  Review Positions: Edit any Positions you no longer need, and set their Position Group to 'REMOVE’

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  • ‘REMOVE’. This will allow you to easily identify and isolate positions marked for deletion.
  •  Delete Unused Positions: Positions can only be deleted if they are not part of an Event and not assign to any Users.
  •  Steps to Delete a Position:
    •  Open the Position under Administration/Settings>Positions
    •  Check if any Users are assigned to this Position. If so, click the link to the user and remove the Position from their Profile.
    •  Scroll to the bottom of the Position record and select Delete.
    •  If the Position is still associated with an Event, you will get an error message specifying the relevant Events. Navigate to that Event(s), edit the Positions, and untick the Position.
    •  Return to the Position record and delete it.
Tip

Deleting Positions can be quite a complicated process if they have been involved in previous events. An alternative approach would be to add your unwanted Positions to a Position Group called ‘Remove’ and let us know via support@crisisworks.com. These will be easier to clean up in Version 5.

Resources

Administration>Resources

In Crisisworks 5, the Resources feature has been simplified into its own register. When your site is upgraded, all existing Resources will transfer over, but utilisation history will not be retained

Info

Here are some key points to consider about the migration of your existing resources:

  • Utilisation history that appeared in the Resource record in CW4 will not be retained. To keep a record of resource utilisation, generate the Request Resource Assignments report ensuring you select Events=All Events. Save this report for further reference, and consider adding it to a Library item in CW5, tagged as Resource_Utilisation.

  • Organisation Association: The organisation previously associated with the Resource will not be carried over in the migration. This is because in CW5, it is no longer mandatory for Resources to be linked to an Organisation (resource manager).

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  •  Review Resources - : review your list of Resources in Crisisworks 4, and edit as needed. Any that you no longer need can be deleted if they aren’t linked to an Event.
  •  Tag for Deletion: if a Resource cannot be deleted because it’s linked to an Event, add the tag ‘REMOVE' and we will remove as part of the upgrade script.

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  • Set any Resources no longer in use to Status Inactive.
  •  Resources in use: The Resource datagrid shows any Resources that are ‘In Use?’ as well as ‘Involved Events’.
  •  Deleting Resources: To maintain the integrity of your data, we recommend only deleting Resources that have never been utilised in an Event.
    The Resources datagrid will show any currently ‘In Use?’ or linked to ‘Involved Events’, it will not show any utilisation that has been marked Complete or where an Event has been Closed.
    •  To delete a Resource: select the Resource under the Administration menu, set Global Resource to No and Save.
    •  Edit the Resource again, and this time, select Delete.

Merge Templates

Administration>Settings/Merge Templates

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  •  Reviewing Lookups: we recommend reviewing Lookups by Category. Some are system-defined and have limited editing options. Any Lookups you no longer need, you can edit them and set them to Inactive.
  •  Deactivating Lookups: Lookups no longer required can be set to ‘Inactive’.

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  • Inactive.

Rostering & Availability

Note: The Rostering feature will not be immediately available in Crisisworks 5, as we are reworking it to make it simpler and more flexible. Based on our understanding, this function is not widely used by most users. However, we would love to hear from you if you currently use it or would like to use it more in the future. Your feedback could help us incorporate new, user-suggested features during its redevelopment.

Work Summaries

working on it.