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Documenting an Exposure - Associated Records

Purpose Statement

The Associated Records section allows users to link relevant internal records—such as incidents, training, events, or inspections—to an Exposure Report. This creates a comprehensive record by connecting related activities and improving traceability, reporting accuracy, and compliance.

Background Information

While documenting an Exposure Report, users can associate records from other modules depending on agency configuration. Linking records helps:

  • Provide context to the exposure incident
  • Reduce duplicate data entry
  • Maintain relationships between incidents and exposures
  • Improve reporting and audit trails

Available record types may include:

  • Fire Records
  • Training Records
  • Event Records
  • Inspection Records

Required Permissions

Users typically need:

  • Create/Edit Exposure Reports
  • View Fire Records
  • View Training Records
  • View Event Records
  • View Inspection Records
  • Link/Unlink Associated Records

Permissions may vary by agency configuration.

Video

Step-by-Step Guide
 

1. Access Associated Records Section

  1. While documenting an Exposure Report, navigate to the Associated Records section.

 

2. Add a Record

  1. Select the + Add button next to the appropriate record type:
    • Fire Records
    • Training Records
    • Event Records
    • Inspection Records

 

3. Search or Filter Records

  1. A list of records will populate.
  2. Use one of the following to locate records:
    • Search bar (magnifying glass)
    • Filter button

 

4. Filter Fire Records

  1. Use available filters:
    • Incident Number
    • Address
    • Incident Type
    • Station
    • Incident Date
  2. Select Apply.

 

5. Filter Training Records

  1. Filter by:
    • Location
    • Address 1
    • Class Name
    • Topics
    • Category
    • Actual Start Date/Time
    • Actual End Date/Time
  2. Select Apply.

 

6. Filter Event Records

  1. Filter by:
    • Start Date/Time
    • End Date/Time
    • Status
  2. Select Apply.

 

7. Filter Inspection Records

  1. Filter by:
    • Search (alpha or numeric)
    • Status
    • Type
  2. Select Apply.

 

8. Select and Add a Record

  1. Locate the correct record.
  2. Select the checkbox next to the record.
  3. Select Add.

Note:

  • Use the eye icon in the Actions column to preview records (not available for Inspections).

 

9. Review Linked Records

  1. Once added, records will appear in their respective sections.
  2. From the Actions column:
    • Eye icon → View record
    • Chain link icon → Unlink record

 

10. Bulk Unlink Records

  1. Select multiple records using checkboxes.
  2. Select the chain link button next to the + Add button.
  3. Confirm unlinking in the modal.

 

11. Save or Complete the Exposure

  1. After linking all necessary records:
    • Select Save to continue later, or
    • Select Complete to submit the Exposure Report

Best Practices

  • Link all relevant records to provide full context for the exposure.
  • Use filters to quickly locate the correct records.
  • Preview records before linking to ensure accuracy.
  • Avoid linking duplicate or unrelated records.
  • Regularly review associated records before completing the report.

Troubleshooting & FAQs

Why can’t I see certain record types?
Available record types depend on your agency’s enabled modules and permissions.

Why can’t I preview an Inspection record?
Inspection records do not include a preview (eye icon) in the list view.

Can I unlink a record after adding it?
Yes, use the chain link icon or bulk unlink option.

What happens if I unlink a record?
The record is removed from the Exposure Report but remains unchanged in its original module.

Can I link multiple records?
Yes, you can link multiple records across all available modules.