Purpose Statement

The purpose of this article is to demonstrate the steps for creating and managing workflows for Fire documentation. Fire Incident workflows enable departments to customize form behavior through Hide, Default, and Error validation processes, ensuring data accuracy and streamlining incident reporting for field personnel and administrators.

Background Information

Fire Incident workflows provide automated form control capabilities that enhance data quality and user experience during incident documentation. These workflows allow administrators to conditionally hide unnecessary fields, set default values based on incident conditions, and validate data entry to prevent errors before submission. This functionality is essential for maintaining compliance standards while reducing manual data entry burden on field personnel.

Required Permissions

• Fire Incident Setup access within the Incident Documentation module
• Workflow management permissions
• Administrative privileges for creating, editing, and deleting workflows

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Step-by-Step Guide

Accessing Workflows

1. Navigate to the Incident Documentation module and then Fire Incident Setup
   
   
    
2. Select Workflows from the Fire Incident Setup menu
   
   
   
    
3. Use the search functionality to locate existing workflows by Field or Workflow name, then select Apply to filter results
   
   
    

Managing Existing Workflows

4. From the workflows grid, you can edit or delete existing workflows:
   • Select the Pencil icon to edit an existing workflow
   • Select the Waste basket icon to delete a single workflow
   • For bulk deletion, use the checkboxes on the left and select the waste basket icon
     
     
      

Creating New Workflows

5. Select the Add New button to begin creating a workflow
    
6. Choose a field for the workflow by searching or scrolling to find the appropriate field
   • Note: Fields with existing workflows cannot be selected for new workflow creation - you must edit the existing workflow instead
     
     
     
     
      

Hide Workflow Process

7. To create a Hide workflow:
   • Select the field you want to conditionally hide
   • Configure conditions that determine when the field should be hidden from users
   • Important: Mandatory fields cannot be hidden using Hide workflows
     
     
     
      

Default Workflow Process

8. To create a Default workflow:
   • Select the field that needs default values
   • Add groups or conditions that determine default values
   • Configure parameters for when default values should be applied
   • Set the specific default values based on your conditions
     
     
     
     
      

Error Validation Workflow Process

9. To begin an Error Validation workflow, select the plus icon
10. Enter required information:
    • Provide a clear Description for the validation rule
    • Enter a Validation Message that users will see when the error occurs
11. Select Add Condition to begin assigning conditions and parameters
12. Configure the condition logic:
    • Use the When dropdown to select the field that triggers the condition
    • Choose the condition type that parameters must meet
    • Set the specific parameter(s) based on your selected condition
      
      
      
      
       
13. For multiple conditions, specify the relationship using and/or operators
14. Add or remove additional workflows using the +/- buttons, or copy existing conditions using the paper icon
15. Select Save when all conditions are complete
    
    
    
     

Testing Workflows

16. Access an incident report to verify that workflows function as expected:
    • Error validations will display when conditions are met
    • Default values will populate automatically based on configured conditions
    • Hide workflows will remove specified fields when conditions are satisfied

Best Practices

• Test all workflows thoroughly in a non-production environment before deployment
• Use clear, descriptive names for workflow descriptions to aid in future management
• Create validation messages that provide specific guidance to users on how to resolve errors
• Document workflow logic and conditions for future reference and training
• Regularly review and update workflows to ensure they align with current operational procedures
• Avoid creating overly complex condition chains that may confuse users or cause performance issues
• Consider the impact on field personnel when designing Hide workflows - ensure critical information remains accessible

Troubleshooting & FAQs

Q: Why can't I select a field for a new workflow? 

A: Fields with existing workflows cannot have new workflows created. You must edit the existing workflow instead by selecting the pencil icon.

Q: Can I hide mandatory fields using Hide workflows? 

A: No, mandatory fields cannot be hidden through Hide workflows as they are required for compliance and data integrity.

Q: How do I add multiple conditions to a workflow? 

A: Use the Add Condition button and specify and/or relationships between conditions. You can also copy existing conditions using the paper icon.

Q: My error validation isn't displaying correctly. What should I check? 

A: Verify that your condition logic is correct, ensure the validation message is clear and descriptive, and confirm that the triggering field values match your configured parameters.

Q: Can I apply the same workflow to multiple fields? 

A: Each workflow is field-specific, but you can copy workflow logic and adapt it for similar fields using the copy function.