Purpose Statement

To explain how to generate, manage, and use the Apparatus Fleet Overview External Shared Link within the External Sharing tab of the Assets Module Setup, enabling a read-only fleet overview for internal dashboards, station monitors, or external viewing.

Background Information

The Apparatus Fleet Overview External Shared Link provides a secure, read-only view of an organization’s apparatus fleet. This feature is commonly used to display fleet status on station monitors, department dashboards, or to share visibility with partner or neighboring agencies.

By using external shared links, departments can reduce status-related inquiries while allowing company officers, chief officers, and external partners to quickly assess:

• Apparatus check status

• Units marked out of service

• Outstanding work orders

All shared links are time-limited for security purposes and can be revoked at any time.

Required Permissions

To create and manage external shared links, users must have:

• Administrative access to the Assets Module

• Permission to access Assets Setup

• Permission to manage External Sharing

These permissions are typically assigned to system administrators or designated data managers.

Video

Step-by-Step Guide

Step 1: Navigate to the External Sharing Page in Assets Setup

• Go to Assets

• Select Setup

• Click External Sharing
  

Step 2: Generate a New External Shared Link

• Click the Generate Shared Link button

• A pop-up window will display the newly created link

• Click OK to confirm creation
  

Note: Apparatus Fleet Overview links are accessible for one year from the date of creation, but they can be revoked at any time.

Step 3: View Existing Shared Links

• Scroll through the External Sharing list to view previously created links
  

1. Each link entry includes available actions in the Actions column
   

Step 4: Copy an Existing Shared Link

• Locate the desired link in the External Sharing list

• Click the Copy icon to copy the link to your clipboard

• Share the link as needed with internal displays or external viewers
  

• Locate the link in the External Sharing list

• Click the Delete icon in the Actions column

• Confirm deletion if prompted
  

• Select multiple shared links and select the Trash Can on the left hand side
  

Note: Any attempt to access a deleted or expired link will result in a 404 error.

• Open the shared link in a browser
  

1. View a read-only overview of the organization’s apparatus fleet, including status indicators and maintenance visibility
   

Best Practices

• Use shared links on station monitors or dashboards for real-time visibility

• Regularly review and delete unused or outdated links

• Revoke links immediately if they are no longer needed or were shared unintentionally

• Avoid sharing links publicly to maintain operational awareness security

Troubleshooting & FAQs

Why does the link show a 404 error?
The link has either expired or been deleted. Generate a new shared link to restore access.

Can users edit fleet information through the shared link?
No. All external shared links provide read-only access.

How long does a shared link remain active?
Each link remains active for one year from creation unless manually deleted.

Can I create multiple shared links?
Yes. Multiple shared links can be created and managed simultaneously.