Purpose Statement

This article explains how to navigate, search, filter, and manage apparatus records within the Apparatus List in First Due's Assets module. Understanding the available list views, filtering options, bulk actions, and record management tools allows users to efficiently locate apparatus, organize fleet information, and perform common administrative tasks.

Background Information

The Apparatus List serves as the central location for viewing and managing apparatus records within First Due. As departments grow and fleets expand, efficiently locating and managing apparatus becomes increasingly important for operations, reporting, and maintenance tracking.

The Apparatus List provides several tools to help users navigate and manage their fleet, including:

• List Views: Access predefined, custom, and shared views to organize apparatus information.
• Search and Filters: Locate apparatus by name or fleet vehicle number and narrow results using available filter criteria.
• Sorting and Column Organization: Temporarily rearrange columns and sort apparatus records.
• Bulk Actions: Update, archive, or delete multiple apparatus records simultaneously.
• Individual Record Actions: Access apparatus overviews and edit, archive, or delete individual records.
• CSV Export: Download apparatus list data for reporting and sharing.

The Apparatus List also includes both Department Owned and Aiding apparatus, allowing departments to track their own vehicles as well as mutual aid resources used during incident documentation.

Required Permissions

Access to the Apparatus List and its available actions depends on the permissions assigned to the user's role.

• Apparatus – View: Access and view apparatus records.
• Apparatus – Create: Add new apparatus records.
• Apparatus – Edit: Modify existing apparatus records.
• Apparatus – Delete: Delete apparatus records.
• Custom List View Permissions: Create, edit, or delete custom list views, where authorized.

Important Note: The exact permission names and requirements for archiving, bulk operations, importing, and downloading should be verified against your department's First Due role configuration. Available actions may vary based on assigned permissions.

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Step-by-Step Guide

1. Access the Apparatus List

• Select the First Due logo in the upper-left corner to open the navigation menu.
• Navigate to Assets > Apparatus List.
• The Apparatus List will display your previously selected view unless a specific view has been pinned.
• If a view has been pinned, it will automatically display whenever you access the Apparatus List.

2. Navigate Between List Views

• Select the List View dropdown in the upper-left corner of the Apparatus List.
• Review the available views:
  • Predefined Views: Default views provided by First Due, including Master View and Quick View.
  • Custom Views: Views you have created.
  • Shared Views: Views other users have shared with you.
  • Favorites: Views you have marked as favorites.
• Select a view to display its configured apparatus records, columns, and filters.
• Select the Star icon next to a view to add it to your personal Favorites folder.
• Select the Pin icon next to a view to make it your default landing view. Selecting it a second time will unpin that list view.

3. Create and Manage Custom List Views

• Select the Ellipsis (⋯) next to the List View dropdown.
• Review the available options:
  • Add View: Create a new custom list view.
  • Clone View: Duplicate an existing view, including its filters and columns.
  • Edit View: Modify a view you have permission to manage.
  • Delete View: Remove an applicable custom view.
• Select the appropriate option to manage your list views.

4. Search for a Specific Apparatus

• Select the Magnifying Glass icon at the top of the Apparatus List.
• Enter an apparatus identifier using one of the following supported fields:
  • Apparatus Name: For example, Engine 11 or Battalion 1.
  • Fleet Vehicle Number: The fleet number assigned to the apparatus record.
• Review the matching apparatus records.
• Clear the search to return to the records included in your selected view.

5. Apply Filters to the Apparatus List

View and apply list filters.

• Select the Filter button at the top of the Apparatus List.
• Review the available filter options.
• Select the desired criteria to narrow the displayed records.
• Depending on the selected view, available filters may include Apparatus Type, Apparatus Status, Station or Assignment, and Ownership Type.
• Apply additional filters as needed.
• To access additional filter options, create or modify a custom list view and search for the desired filters.
• Clear or adjust filters to display additional records.

Pin the Filter Toolbar

• Locate the Pin icon associated with the list's filter and action controls.
• Select the icon to keep the available list actions expanded.
• Use the expanded controls to access filters and actions.
• Select the Pin icon again to return the controls to their previous display.

6. Sort and Reorganize Apparatus Columns

• Locate the column headers within the Apparatus List.
• Select a column header to apply a sort order.
• Select the same header again to reverse the sort order.
• Select the header a third time to clear the applied sorting.
• To rearrange columns, drag a column header to the desired position.
• Release the column header to apply the temporary layout change.

7. Perform Bulk Apparatus Actions

• Select the checkbox next to each apparatus you want to manage.
• Alternatively, use the select-all checkbox to select apparatus records.
• Select the Actions menu.
• Depending on your permissions, available bulk operations may include:
  • Bulk Delete: Permanently delete selected apparatus records.
  • Bulk Update: Modify supported fields across multiple apparatus records.
  • Bulk Archive: Archive multiple apparatus records.
• Select the desired action and follow the prompts.
• Use the Import option in the list controls to access the Import Wizard.

8. Add a New Apparatus

• Locate the blue Add Apparatus button at the top of the Apparatus List.
• Select the button to begin creating a new apparatus record.
• Complete the required information and follow the prompts to save the record.

9. Open an Apparatus Overview

• Locate the Apparatus Name column.
• Identify an apparatus name displayed as a blue hyperlink.
• Select the hyperlink to open the apparatus Overview page.
• Review the available apparatus information.
• Use the Back button to return to the Apparatus List.

10. Manage Individual Apparatus Records

• Locate the Actions column on the far-right side of the Apparatus List.
• Select the Ellipsis (⋯) next to an apparatus to display available actions.
• Alternatively, select the Arrow icon next to the Actions column header to expand the available action icons.
• Depending on your permissions, available actions may include:
  • Edit (Pencil icon): Modify the apparatus record.
  • Delete (Trash Can icon): Permanently delete the apparatus and associated records.
  • Archive (Archive Box icon): Archive the apparatus record.
• Select the desired action and follow the prompts.

11. Navigate Between Pages and Adjust List Pagination

• Scroll to the bottom of the Apparatus List.
• Review the total number of apparatus records.
• Use the Pagination controls to navigate between pages.
• Adjust the number of records displayed per page using the available page-size options.

12. Download the Apparatus List as a CSV File

• Navigate to the desired Apparatus List view.
• Apply any filters needed to narrow the records you want to export.
• For example, filter by Ownership Type to display only Aiding apparatus.
• Locate the Download option within the Apparatus List controls.
• Select Download to export the list data as a CSV file.
• Open the CSV file in a compatible spreadsheet application or share it with the appropriate personnel.

Best Practices

• Use the appropriate list view: Choose a predefined, custom, or shared view that best supports your daily responsibilities.
• Favorite frequently used views: Add commonly accessed views to your Favorites folder for quicker navigation.
• Pin your primary view: Pin the view you use most often so it automatically opens when accessing the Apparatus List.
• Use keyword searches for known apparatus: Search by Apparatus Name or Fleet Vehicle Number rather than manually scrolling through records.
• Combine filters for more precise results: Apply multiple filters when reviewing specific apparatus groups, such as Aiding apparatus or vehicles assigned to a particular station.
• Use custom views for recurring workflows: Create custom list views when you regularly need specific columns, filters, or apparatus groupings.
• Use bulk operations carefully: Verify all selected apparatus records before performing bulk updates, archiving, or deleting.
• Archive rather than delete when historical records must be retained: Deleting an apparatus also removes its associated records.
• Rename apparatus before archiving when reusing names: Add an archived designation or other unique identifier to preserve accurate historical reporting.
• Use CSV downloads for quick reporting: Export filtered apparatus lists when sharing fleet information with other department personnel.
• Remember that temporary sorting is not saved: Use custom list view configurations when you need a consistent column layout.

Troubleshooting & FAQs

Why does the Apparatus List open to a specific view?

The Apparatus List opens to your previously selected view unless you have pinned a specific view. A pinned view will automatically display whenever you access the Apparatus List.

Why can't I see custom or shared list views?

The views available to you depend on your permissions and whether custom views have been created or shared with your user profile. Some users may only have access to the predefined Master View and Quick View.

Why can't I find an apparatus using the keyword search?

The keyword search only searches Apparatus Name and Fleet Vehicle Number. Verify that you are searching using one of these fields. Also review the selected list view and active filters, as they may limit which records are displayed.

Can I search for apparatus by station, type, or ownership?

These fields are not supported by the keyword search. Use the available list filters or configure a custom list view to filter apparatus by those criteria.

Why do my columns and sorting reset when I return to the Apparatus List?

Dragging columns into a different order or selecting column headers to sort records creates temporary changes. When you refresh or navigate away, the list returns to the saved configuration of the selected view.

Why can't I select an apparatus name to open its overview?

Apparatus names without blue hyperlinks represent Aiding apparatus. These records are maintained for purposes such as mutual aid incident documentation and do not have the same overview functionality as Department Owned apparatus.

Can I edit or delete multiple apparatus records at once?

The Apparatus List supports bulk update and bulk delete operations, subject to user permissions. Select the desired apparatus records and use the Actions menu to access the available bulk operations.

What happens when I delete an apparatus?

Deleting an apparatus is permanent and cannot be undone. Associated records, including maintenance records, work orders, checklists, inventory movement, and logbook entries, are also deleted.

Can I restore an archived apparatus?

Archived apparatus cannot be restored through the standard user interface. If an apparatus is archived in error, contact First Due Support and submit a support ticket for assistance. Restoration is not guaranteed.

Can I reuse an apparatus name after archiving an older vehicle?

Yes. Before archiving the existing apparatus, edit its name to include a unique identifier, such as an archived designation and date. This allows the replacement apparatus to use the original name while maintaining accurate historical records.

Can I download only certain apparatus records?

Yes. Apply the appropriate filters to the Apparatus List, then use the Download option to export the filtered list as a CSV file.

Why are certain action buttons unavailable?

Available actions depend on your assigned permissions. Contact your department's First Due administrator if you believe additional access is required.

Additional Considerations

Department Owned vs. Aiding Apparatus

The Apparatus List can contain records for both department-owned vehicles and apparatus belonging to outside agencies.

• Department Owned: Apparatus managed by your department, with access to applicable apparatus overviews and management features.
• Aiding: Apparatus belonging to outside agencies, commonly used to document mutual aid resources during incident reporting.

Aiding apparatus do not display blue hyperlinks to apparatus overviews and have limited management functionality.

Preserving Historical Apparatus Records

When replacing an existing apparatus with a new vehicle that will use the same name, update the older apparatus name before archiving it.

For example:

• Existing Apparatus: Engine 11
• Renamed Historical Apparatus: Engine 11 - Archived 2026
• Replacement Apparatus: Engine 11

This naming approach helps distinguish historical apparatus records from replacement vehicles when reviewing reports and associated data.

Using the Apparatus List for Reporting

The Apparatus List can be used as a lightweight reporting tool by combining filters with the CSV download option.

Common examples include:

• Exporting all Aiding apparatus.
• Reviewing apparatus assigned to a particular station.
• Identifying apparatus by type or status.
• Sharing filtered fleet inventories with administrative personnel.