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Configuring Incident Number Format

Purpose Statement

The Incident Number Formatting feature allows fire and EMS departments to establish a standardized, consistent numbering system for all incidents. This automated configuration ensures that every incident receives a unique identifier that follows your department's specific format requirements, improving record management, reporting accuracy, and compliance tracking. By customizing how incident numbers are structured, departments can incorporate their agency codes, year designations, and sequential numbering that aligns with their operational needs and data management protocols.

Background Information

Incident numbers serve as the primary identifier for every emergency response documented in your system. A well-structured incident numbering system is critical for:

  • Record Management: Quickly locating and referencing specific incidents across multiple systems
  • Compliance & Reporting: Meeting state and federal reporting requirements
  • CAD Integration: Maintaining consistency between your CAD system and First Due incident records
  • Data Analysis: Enabling accurate trend analysis and performance metrics tracking
  • Audit Trails: Providing clear documentation for legal, insurance, and quality assurance purposes

First Due's incident number formatting system offers flexibility to match your department's existing protocols while providing automation that eliminates manual numbering errors. Whether you're transitioning from a legacy system or establishing new protocols, this feature ensures consistency across your organization.

Common Use Cases:

  • Departments implementing new records management systems
  • Agencies integrating First Due with existing CAD systems
  • Organizations standardizing incident numbering across multiple stations
  • Departments preparing for national or state compliance audits

Required Permissions

To configure incident number formatting, users must have:

  • Fire Incident Setup
     

Video


 

Step-by-Step Guide

Step 1: Navigate to Fire Incident Setup

  1. From the main First Due interface, select Incident Documentation from the navigation menu
  2. Choose Fire Incident Setup
  3. Select the General category
     
From the Fire Incident Setup within Incident Documentation select the General category.

Step 2: Enable Consecutive Incident Numbering

  1. Locate the Enable Consecutive Incident Numbers checkbox
  2. Check this box to activate automatic sequential numbering
  3. Once enabled, the system will display:
    • The last incident number generated
    • A preview of the next incident number that will be assigned

This ensures you can verify the numbering sequence before saving changes.
 

By enabling this check box will generate incident numbers consecutively.

Step 3: Configure Incident Number Format (Optional)

  1. Check the Enable Incident Number Format box to access advanced formatting options
  2. The format configuration screen will display with the following customizable fields:
     
When selecting Enable Incident Number Format you can then choose to use your Departments short code.

Department Short Code Option:

  • Check Use Department Short Code to begin incident numbers with your agency identifier
  • This places your department code at the beginning of the incident number instead of the year
  • Example: If your short code is "SMFD", incident numbers would begin with "SMFD" rather than "2025"
     
Separator Fields:
 
  • First Separator: Character(s) between the first and second elements (default: "-")
  • Second Separator: Character(s) between the second and third elements (default: "-")
  • You can delete separators entirely or replace them with different characters (such as ".", "/", or no separator)

Year Format:

  • 4 Digits (YYYY): Full year format (e.g., 2025)
  • 2 Digits (YY): Abbreviated year format (e.g., 25)
  • Select the format that matches your department's record-keeping standards

Number Length:

  • Set the length of the sequential number portion (maximum: 7 digits)
  • This determines how many digits will be used for the incident counter
  • Example: A length of 5 would format numbers as 00001, 00002, etc.

Example Format Combinations:

  • SMFD-2025-00001 (Short code + 4-digit year + 5-digit number)
  • 25-00001 (2-digit year + 5-digit number)
  • SMFD.2025.00001 (Custom separator with periods)
     
When enabled your incident numbers will begin will your departments short code rather that the year format.

Step 4: Configure Department Short Code (If Using)

If you've chosen to use your department's short code:

  1. Navigate to Admin  Agency Setup  General Information
  2. Locate the Short Code field
  3. Enter your department's abbreviated identifier (typically 2-6 characters)
  4. Select Save to store the short code
  5. Return to Fire Incident Setup to verify the short code appears in your incident number preview
     

Step 5: Apply Formatting to CAD Incidents (Optional)

  1. If your department integrates with a CAD system, locate the Apply Format to CAD Incident Numbers checkbox
  2. Check this box if you want incidents imported from CAD to be reformatted according to your configured format
  3. Leave unchecked if you prefer to preserve the original CAD incident numbers
     
Select this box if you wish to apply format to incident numbers that come from CAD.

Step 6: Save Configuration

  1. Review all settings to ensure they match your department's requirements
  2. Verify the incident number preview displays the correct format
  3. Select Save at the bottom of the configuration screen
  4. The system will confirm your changes have been applied

 

Remember to always select Save when completed.

Best Practices

Do:

  • Test your format before going live: Create a test incident to verify the numbering appears as expected
  • Document your numbering convention: Maintain written records of your incident number format for training and reference
  • Coordinate with CAD administrators: Ensure your format aligns with CAD system requirements if you're using integration
  • Use consistent separators: Choose separators that won't cause issues in reporting systems or databases
  • Consider future growth: Select a number length that accommodates your projected incident volume for years to come
  • Review requirements: Verify your format meets state and federal reporting standards

Don't:

  • Change formatting mid-year without planning: Altering the format can create confusion in reporting and trend analysis
  • Use special characters that may cause database issues: Stick with standard separators like hyphens, periods, or slashes
  • Make changes without notifying staff: Communicate format changes to all personnel who document incidents
  • Exceed the 7-digit number length maximum: The system enforces this limit to maintain database compatibility
  • Forget to configure your short code first: If using short codes, set this up in Agency Setup before enabling the feature

Common Mistakes to Avoid:

  • Enabling CAD reformatting without understanding the implications for cross-system tracking
  • Setting number length too short for annual incident volume (leading to premature rollover)
  • Using separators that conflict with other systems in your technology ecosystem
  • Changing formats without updating training materials and SOPs

Troubleshooting & FAQs

Q: The incident number preview isn't showing my short code. What's wrong?

A: Navigate to Admin Agency Setup General Information and verify that your department short code has been entered and saved. Return to Fire Incident Setup to see the updated preview.

Q: Can I change my incident number format after incidents have already been created?

A: Yes, but proceed with caution. Changing the format will only affect newly created incidents. Existing incidents will retain their original numbers. This can create inconsistency in your records, so it's best to make format changes at the beginning of a calendar year or during a planned system transition.

Q: What happens if I reach the maximum number length during the year?

A: If your incident volume exceeds the number length capacity (e.g., you've set a 4-digit length but create more than 9,999 incidents), the system will add additional digits as needed. Plan your number length based on your annual incident volume plus a safety margin.

Q: Should I enable "Apply Format to CAD Incident Numbers"?

A: This depends on your workflow. If you need consistency between First Due and your CAD system, and your CAD uses a different numbering format, enabling this feature reformats incoming CAD incidents to match your First Due convention. However, this may complicate cross-system incident lookups. Consult with your IT department and CAD administrator before enabling.

Q: My incident numbers are showing with extra zeros. Is this normal?

A: Yes. The Number Length setting determines how many digits are displayed, with leading zeros added as padding (e.g., 00001, 00042, 00156). This ensures consistent formatting and proper sorting in reports.

Q: Can I use my FDID (Federal Department ID) as my short code?

A: Yes, many departments use their FDID as their short code for consistency with reporting. However, FDIDs can be lengthy, so consider whether this creates excessively long incident numbers.

Q: The Save button isn't working. What should I do?

A: Verify that you have administrator permissions and that all required fields are completed. If you've enabled short code formatting, ensure the short code is configured in Agency Setup. Try refreshing the page and re-entering your settings. If the issue persists, contact First Due support.

Q: Will changing the year format affect historical incidents?

A: No. The year format only applies to incidents created after you save the configuration change. Historical incidents maintain their original formatting.