Overview

The Crisisworks Fire Prevention Notice module provides a way to report and track Fire Prevention Infringements, both in the field and in the office.

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The initial set-up of the Fire Prevention Notice module involves the creation of the field survey form, the import of property data, and work to determine how to import data back into your Council business systems.  

NOTE: It is important to determine the correct property asset IDs that will be used in Crisisworks, which will match with your organisation's own asset codes. For example, some Victorian Councils use "parcel number" while some use "prop num" (property number).  Before importing your own asset data look at the asset via administration menu → assets and review the property data to see if it is correctly configured, look at the "Code" field, this is your own asset ID.

If this is not correct, contact Datalink support.

Define your inspection form

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Multiple asset types can be configured for use in the same form, for FPNs both Property and Parcel data could added as part of the initial setup by Datalink.

To the import data: Goto the administration menu → settings → import data

• This screen has a link to your own site's import details, such as field name and field order.

Supported Formats

Crisisworks can support the following import formats:

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If you have a list of properties that you would like to inspect, you can create them in the web browser one at a time or alternatively, you can perform a bulk import from a CSV file. The file only requires two columns of data which is the property ID and status (10 is for 1st inspection required, 20 is for Hazard exists)

The import items, go to Administration -> Settings -> Import Data. Here, you can choose to import FPN items from a csv site and upload the relevant file. 

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When uploading a file for the first time, it is a good idea to select the "Test Only" option. This will output any errors that may be present in your data file without making any changes to Crisisworks. This allows you to address any errors before proceeding with the actual import.

Once imported, records can be assigned to officers in bulk (see section below).

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If you intend to use the built-in Crisisworks letter generation system, you will need to import the owner details first. The file uploaded is for postal correspondence 

As of Oct 30th 2018, an improved and simplified approach has been introduced, prior to version 4.19 property owner details are imported together with the property asset data.

Here is a demonstration CSV file.

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The manual approach is the easiest to get started quickly. When a letter is required, the Notices to Print counter at the top of the register will track it. Click this to filter for all letters that require printing. Click Export to report at the bottom of the datagrid to export the list of records. On the next screen, you can choose to update the workflow by expanding. the"Update Workflow of Report Items" section (see image below).

This will set the next action date to be two or three weeks (based on your setup) and change the status to "Hazard Printed"

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After exporting the list, the Notices To Print counter will now show 0 records. This is normal, and indicates that system tracks whether or not the letters have been generated.

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View Detailed documentation  for HTML merge letter templates

Basic HTML Tag examples

Below are some basic HTML tags that you can use in the letter content area:

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Sample HTML with accompanying CSS is available at the bottom of the Detailed documentation for HTML merge letter templates.

Word Template 

The letter template is a standard Microsoft Word document containing your letterhead, signatures etc with variables inside which will be replaced with the data from the record, this is a sample snippet of a merge file. (It does not support images or signatures from the user preferences file, use the HTML feature for these)

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<h2>
    To do the following work in respect to land at {$item.Asset.friendly} by {$IN_THREE_WEEKS} or {$due}.
</h2>

<p>
    {$conditionsAll} <!-- TODO: This should become an array with ol/li formatting, but {$conditionsAll} doesn\'t yet support that -->
</p>

<!-- if there are special notes, add another paragraph -->
{if $specialNotes}
    <h2>Special Instructions:</h2>
    <p>{$specialNotes}</p>
{/if}

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In this example two letters will be created, one for Fred Smith and one for Nathan Jones.  In your HTML Merge Template, you will need to use the token {$overrideOwnerDetails} to support this feature.

Printing Generic Householder Letters

To send a letter which is not addressed to a specific individual:

1) Duplicate current FPN template & give it the appropriate name eg- Householder 
2) Edit template, however remove the variable for owner name and replace it with the text desired for the label (for example "the householder")
3) Set flag to NOT progress the workflow
4) Set flag to only print one per page

A) When printing the next batch 1st use this new "householder" template so it will leave the records untouched
B) Once Step A) has been done, then print the next batch as normal 

Appendices

File format

The export file contains the following fields. Note the “custom report fields” will be different for each organisation,

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