Purpose Statement
This article explains the available statuses and action icons within the Fire Incident List. These tools help users quickly understand where an incident report is in the documentation and QA process, access related records, update apparatus information, print reports, manage attachments, and delete incidents when permitted.
Background Information
The Fire Incident List provides a centralized view of incident reports and their current documentation status. Users can access the list by navigating to Incident Documentation > Fire Incident List.
The list includes a Status column and multiple Action icons. These indicators help users determine whether a report has not been started, is incomplete, is awaiting QA approval, has been authorized, or has been assigned a custom status.
Custom incident statuses can also be created by users with the required administrative privileges through Incident Documentation > Fire Incident Setup > Custom Incident Status.
Required Permissions
The following permissions or access levels may be required depending on the action being performed:
- Access to Incident Documentation to view the Fire Incident List.
- Administrative privileges to create or manage custom incident statuses.
- Delete incident permissions to delete an incident report.
- Appropriate incident report access to open, edit, authorize, print, or attach files to incident records.
Video
Step-by-Step Guide
1. Navigate to the Fire Incident List
- Go to Incident Documentation.
- Select Fire Incident List.
2. Review Standard Incident Statuses
The Fire Incident List includes four standard statuses:
- Not Started
The incident report has not been opened or started. This status is associated with the Play icon. - Incomplete
The incident report has been opened or started but has not yet been completed. This status is associated with the Pencil icon. - Pending Authorization
The incident report has been completed and is waiting for QA approval. This status is also associated with the Pencil icon. - Authorized
The incident report has been reviewed, QA’d, and approved. This status is associated with the Eyeball/View icon.
3. Create a Custom Incident Status
- Go to Incident Documentation.
- Select Fire Incident Setup
- Locate the Custom Incident Status section.
- Select Add New.
- Enter the custom status name.
- Save the new status.
4. View the Incident Record Log
- From the Fire Incident List, locate the incident.
Select the Incident Record Log icon.
- Review available log details, including:
- Time
- User
- Event type
- Description of activity on the incident record
5. Update Apparatus Information
From the Fire Incident List, select the Apparatus icon.
- The apparatus card opens.
- Update available apparatus details, such as:
- Apparatus times
- Personnel
- Narrative
- Consumables
- Save the updates.
This action can be used even when another user has the incident report locked. If another user has the report open, their name appears in bold and most action icons are grayed out, except the apparatus action.
6. Print an Incident Report
Select the Print icon for the incident.
- In the popup, choose the report type:
- Standard
- Full Data Incident
- Public Disclosure
- Select Print.
- A new tab opens with the report.
- Choose any redaction or information-inclusion options as needed.
- Select the Refresh icon to apply those selections.
- Use the available options to:
- Email the report
- CC yourself
- Print the report
- Download the report
Close the print view using the X in the upper-right corner.
7. View Deleted Incident History
- Select the Deleted Incident History icon.
- Review any available deletion history for the incident.
- If the incident has never been deleted, no history will display.
8. Add Attachments to an Incident
- Confirm the incident report has been opened.
Attachments are not available for incidents in Not Started status. - Select the Attachment icon.
- Select Add Attachment.
- Choose the file to upload.
- Confirm the file is added to the incident record.
9. Delete an Incident Report
- Select the Trash Can icon.
- Confirm the deletion, if prompted.
- The deleted incident remains in the deleted incident section until it reaches the permanent deletion date configured by administrators in Fire Incident settings.
Best Practices
- Review the incident status before opening or editing a report.
- Use the Incident Record Log to audit activity on an incident report.
- Use the Apparatus action when only apparatus details need to be updated.
- Check whether another user has the report locked before attempting edits.
- Use the correct print format based on the request or reporting need.
- Apply redactions carefully before printing, emailing, or downloading public disclosure reports.
- Add attachments only after the incident has been opened.
- Confirm deletion permissions and department retention policies before deleting an incident.
Troubleshooting & FAQs
Why can’t I add an attachment to an incident?
Attachments are not available when an incident is in Not Started status. Open or start the incident report first, then return to the Fire Incident List to add attachments.
Why are most action icons grayed out?
Another user may have the incident report open. When this happens, the user’s name appears in bold and most actions are unavailable. The Apparatus action remains available.
What does Pending Authorization mean?
Pending Authorization means the incident report has been completed and is waiting for QA approval.
Can I update apparatus information if another user has the incident open?
Yes. The apparatus action remains available even when the incident report is locked by another user.
Where can I create custom incident statuses?
Users with administrative privileges can create custom statuses by going to Incident Documentation > Fire Incident Setup > Custom Incident Status.
What happens after an incident is deleted?
The incident remains in the deleted incident section until it reaches the permanent deletion date configured by administrators.