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Pre-Plans: ArcGIS Contact Sync

Purpose Statement

ArcGIS Contact Sync allows administrators to automatically synchronize contact information from an ArcGIS REST service into existing occupancies within the First Due Pre-Planning module. This feature reduces manual data entry, helps maintain accurate occupancy contact records, and ensures contact information remains up to date through scheduled synchronization.

Background Information

ArcGIS Contact Sync is designed to connect an external ArcGIS data source with occupancy records in First Due. The sync process imports contact information from the configured ArcGIS layer and associates those contacts with existing occupancies based on a matching Pre-Plan ID.

Key considerations:

  • ArcGIS Contact Sync only updates contacts for existing occupancies.
  • All imported contacts are assigned to a single selected Pre-Plan Type Code.
  • Proper field mapping between ArcGIS data columns and First Due occupancy contact fields is required before creating the sync.
  • A valid ArcGIS REST Service URL is required.
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Warning:

The ArcGIS Contact Sync process only updates the contacts of existing occupancies within your First Due system and does not create or import new occupancies . Each ArcGIS contact Sync created will import all contacts into 1 Contact type for each identified and matched occupancy.

Required Permissions

Users should have permissions that allow them to:

  • Access the Pre-Planning module
  • View ArcGIS Contact Sync configurations
  • Create ArcGIS Contact Sync records
  • Edit ArcGIS Contact Sync records
  • Delete ArcGIS Contact Sync records
  • Manage occupancy-related configuration settings

Consult your First Due system administrator to verify appropriate permissions are assigned.

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Step-by-Step Guide

Access ArcGIS Contact Sync

  • Navigate to Main Menu.
  • Select Pre-Planning.
  • Select ArcGIS Contact Sync.

Search Existing Sync Configurations

  • Use the search fields at the top of the page to search by:
    • ID
    • URL

  • Select Reset to clear search criteria.

  • Use the pagination controls to navigate through multiple pages of results.
  • Select the Download button to export the displayed list to:
    • CSV
    • Excel

 

Review Existing Sync Configurations

  • View existing ArcGIS Contact Sync records in the list.
  • Sort columns in ascending or descending order by selecting the column headers.
  • Note that columns cannot be rearranged or resized.

 

Create a New ArcGIS Contact Sync

  • Select New ArcGIS Contact Sync.

  • Enter the Service URL.
    • Copying and pasting the URL is recommended to prevent errors.
  • Enter the ArcGIS Username and Password, if required.
  • Select Get Metadata.

 

Configure Occupancy Matching

  • Select the appropriate Pre-Plan ID Column.
  • This field identifies which ArcGIS data field will match the Pre-Plan ID to the First Due ID
  • The selected value is used to associate imported contacts with existing occupancy records.

 

Review Feature Count

  • Review the Feature Count field.
  • This value displays the number of occupancies identified within the ArcGIS metadata.

Configure Sync Frequency

Select the desired synchronization schedule:

  • Every Hour
  • Every 6 Hours
  • Every 12 Hours
  • Every Day
  • Every Week
  • Every 2 Weeks
  • Every Month

Additional scheduling requirements:

Daily Syncs

  • Specify the sync time using 24-hour (military) time format.

Weekly and Bi-Weekly Syncs

  • Select the day of the week for synchronization.

Monthly Syncs

  • Select a date between 1 and 28.

 

Select the Pre-Plan Type Code

  • Select the desired Pre-Plan Type Code.
  • All imported contacts from the ArcGIS source will be stored under this contact type.
  • Multiple contacts for a matched occupancy will all be assigned to the selected type code.

 

Configure Field Mapping

  • Review the available First Due occupancy contact fields.
  • Use the dropdown menus to select the corresponding ArcGIS column for each field.
  • Map all required fields appropriately.
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Important Note:

  • Identify ArcGIS layer field names before configuring the sync.
  • Verify all mappings are accurate to ensure contact information imports correctly.

Save the Sync Configuration

  • Review all settings and field mappings.
  • Select Create.
  • Confirm the new ArcGIS Contact Sync appears in the configuration list.

 

Edit an Existing ArcGIS Contact Sync

  • Locate the desired sync configuration.
  • Select the Pencil icon.
  • Make necessary changes.
  • Select Save.

 

Delete an ArcGIS Contact Sync

  • Locate the desired sync configuration.
  • Select the Trash Can icon.
  • Confirm the deletion.
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Warning:

 Deleted ArcGIS Contact Sync configurations cannot be recovered.

Best Practices

  • Copy and paste ArcGIS service URLs to minimize entry errors.
  • Verify ArcGIS credentials before creating a sync.
  • Confirm Pre-Plan ID values match existing occupancy records.
  • Review field mappings carefully before enabling synchronization.
  • Test synchronization using a small data set when possible.
  • Document field mappings for future maintenance.
  • Periodically review sync schedules to ensure they meet operational needs.
  • Validate imported contact data after the initial sync.

Troubleshooting & FAQs

Why are contacts not being imported into occupancies?

Verify that the Pre-Plan ID column is correctly mapped and that matching occupancy records already exist within First Due.

Can ArcGIS Contact Sync create new occupancies?

No. ArcGIS Contact Sync only updates contact information for existing occupancies.

Why is the Feature Count showing zero?

Verify the ArcGIS service URL, credentials, and metadata retrieval process. The service may not contain accessible records.

Can multiple contact types be imported during a single sync?

No. Each ArcGIS Contact Sync imports all contacts into the selected Pre-Plan Type Code.

Why can't I select a monthly sync date after the 28th?

Monthly synchronization schedules are limited to dates between 1 and 28.

What happens if I delete a sync configuration?

Deleted configurations are permanently removed and cannot be restored.