Purpose Statement

The Assets System Log provides administrators and supervisors with a comprehensive audit trail of all changes made within the Assets module, including equipment, inventory, work orders, and purchases. This feature enables you to maintain accountability, track equipment check completion, audit inventory changes, investigate discrepancies, and ensure compliance with departmental policies by documenting who made what changes and when those changes occurred.

Background Information

The Assets System Log serves as First Due's built-in auditing tool for all asset-related activities, automatically recording modifications to critical equipment and inventory data. This is particularly valuable for fire and EMS agencies that need to maintain detailed records for accountability audits, equipment maintenance tracking, inventory control, and compliance verification.

Common Use Cases:

• Investigating discrepancies in equipment check completion or missing inspections
• Verifying when work orders were created, updated, or closed
• Tracking inventory adjustments and identifying who made quantity changes
• Documenting asset assignments to personnel, apparatus, or stations
• Reviewing the history of equipment modifications or deletions
• Confirming when purchase orders were processed or approved
• Auditing medication inventory changes for controlled substance compliance
• Identifying patterns in asset-related system usage for training needs
• Investigating equipment accountability issues or loss prevention
• Tracking barcode scanning activities and mobile app interactions

Required Permissions

To access and view the Assets System Log, users must have:

• Administrator permissions (system-wide access)

Who Needs Access and Why:

• Administrators: Full system oversight, compliance auditing, and configuration change tracking
• Supervisors: Equipment accountability, checklist completion verification, and status change audits
• Asset Managers: Inventory control, work order oversight, and equipment maintenance tracking

Standard field users typically do not have access to this feature as it contains sensitive administrative and audit information.

Video

Step-by-Step Guide

Accessing the Assets System Log

1. Navigate to the Assets System Log
   • From the main First Due dashboard, click on Assets in the top navigation menu
   • Select System Log from the dropdown menu or left sidebar
2. Understanding the System Log Interface
• The System Log displays in a chronological list format showing the most recent changes first
• Each log entry includes: Date/Time, Summary (description of change), Asset name, Asset ID Number, and User who made the change
• All columns are sortable by clicking the column heading

Viewing System Log Entries

1. Select the Eyeball icon to view any specific log entry
   
1. Log entries cannot be edited, regardless of permissions

Using Basic Filters to Search Log Entries

1. Use the Search Bar to find specific log entries
   
1. Type in specific keywords to filter the system log list

1. Access the Filter Panel
   
   • Click the Filter icon at the top of the System Log interface
   • The filter panel will open, displaying all available search criteria
2. Filter by Date/Time
   • Click the Date/Time dropdown to select a specific time period
   • Choose from preset ranges or select custom start and end dates
   • This narrows results to specific incidents or time periods you're investigating
3. Filter by Summary
   • Enter keywords in the Summary field to search for specific types of changes
   • Examples: "Work Order 189 closed", "Equipment check completed", "Inventory adjusted"
   • This helps locate specific actions or events quickly
4. Filter by Asset
   • Type the asset name in the Asset field to see all activities related to a specific piece of equipment
   • Useful for tracking the complete history of a particular apparatus, medical device, or inventory item
5. Filter by Asset ID Number
   • Enter the specific Asset ID Number to find changes to uniquely identified equipment
   • Particularly helpful when working with barcode-tracked items or serialized equipment
6. Filter by User
   • Select a user from the User dropdown to see all asset-related changes made by a specific person
   • Valuable for performance reviews, training verification, or investigating user-specific issues
7. Apply Multiple Filters Simultaneously
• Combine multiple filter criteria to narrow your search precisely
• Example: Select a specific user + date range + asset type to investigate a particular incident
• Click Apply or the filter icon to execute your search

Creating and Managing Saved Views

Saved Views allow you to save your most frequently used filter combinations and column configurations for quick access.

1. Create a New Saved View
• Click on the Ellipsis (⋮) next to the current view name at the top of the System Log
• Select Add View from the dropdown menu

1. Name Your View
   • Type a descriptive name for this view (e.g., "Work Orders - Last 30 Days", "Equipment Checks by Station 1", "Inventory Changes - Monthly Audit")
2. Select and Order Columns
   • Under Available Columns, review all column options
   • Select the columns you want to display, then click the right-facing arrow to move them to Selected Columns
   • Reorder columns by:
     • Hovering over a column name and clicking the pin icon to pin it to the top, or
     • Clicking and holding the left mouse button on the column name and dragging it to the desired position
3. Configure Column Sorting
   • Select up to two columns to sort by
   • Specify whether each sort should be in ascending or descending order
   • Example: Sort first by Date/Time (descending) to see newest entries first, then by Asset (ascending) for alphabetical grouping
4. Enable Column Filtering
• Press any key in the Allow Filtering by field to bring up available columns
• Select which columns users can filter directly from the view
• This enables quick, in-view filtering without opening the full filter panel

1. Set View Criteria (Advanced Filtering)
   • Click Add Criteria to create rule-based filters for your view
   • Select the field to base the criteria on (e.g., Asset Type, User, Date/Time, Summary)
   • Choose an operator to define the condition:
     • in: Field must contain one or more specific values you select
     • not in: Field must exclude specific values you select
     • is null: Field values that are empty/blank
     • is not null: Field values that contain data
   • Select the Value(s) for your criteria
   • Example: Asset Type "in" [Cardiac Monitor, AED, Pulse Oximeter] to view only patient care equipment
2. Add Multiple Criteria (AND/OR Logic)
• Click Add Criteria again to add additional filter rules
• Select the logical operator:
  • AND: All criteria must be true (narrower results)
  • OR: Any criteria can be true (broader results)
• Repeat the field, operator, and value selection process
• Example: (Asset Type = "Apparatus" AND Summary contains "check completed") OR (User = "John Smith")

1. Configure View Sharing
• Select how this View will be Shared:
  • Only Me: Only you can see and use this view
  • Everyone: All users with System Log access can see this view
  • Selected Users: Specific users you designate can access this view
    
  • This can be selected by Rank, Roles, or Users from your agency roster
• When sharing with Everyone or Selected Users, check Allow other users to apply changes if you want them to be able to edit the view configuration

1. Set Default Pagination
   • Specify the Default Pagination number to control how many log entries display per page
   • Lower numbers (25-50) load faster; higher numbers (100-200) reduce clicking through pages
   • Consider your typical use case and system performance
     

1. Save Your View
• Click Save to finalize and save your configured view
• Your new view will now appear in the view selector dropdown
• Access it anytime by clicking the view name in the Ellipsis menu
  

Interpreting Log Entries

1. Understanding Entry Components
   • Date/Time: Exact timestamp when the change occurred (displayed in your system's configured timezone)
   • Summary: Describes the specific action taken (e.g., "Work Order 189 closed", "Asset 'Engine 1' modified", "Inventory quantity adjusted")
   • Asset: Name of the equipment, inventory item, or work order affected
   • Asset ID Number: Unique identifier for tracking and auditing purposes
   • User: Person who performed the action (or "System" for automated changes)
2. Identifying Change Types
   • Asset Creation: New equipment or inventory items added to the system
   • Asset Modification: Changes to asset details, specifications, or assignments
   • Asset Deletion: Equipment removed from active inventory
   • Equipment Checks: Daily, weekly, or monthly inspection completions
   • Work Order Activity: Creation, status updates, assignments, or closure
   • Inventory Adjustments: Quantity changes, restocking, or consumption tracking
   • Purchase Order Processing: Order creation, approval, or fulfillment
   • Medication Tracking: Controlled substance inventory changes (critical for compliance)
   • Assignment Changes: Equipment reassigned to different personnel, apparatus, or stations
3. System-Generated vs. User Actions
   • Changes attributed to "System" are automated actions performed by First Due, such as:
     • Automatic inventory alerts when quantities reach minimum thresholds
     • Scheduled work order reminders
     • Integration updates from barcode scanners or mobile devices
     • Automated check notifications
   • User-attributed changes show the specific person who logged in and performed the action

Exporting System Log Data

1. Prepare Your Export
   • Apply any filters or use a Saved View to narrow the data you want to export
   • Verify that your date range and criteria capture all necessary information
2. Export to CSV
   • Click the Export button (typically located near the filter or view options)
   • Select CSV format for export
   • The file will download to your computer's default download location
3. Use Exported Data
• Open the CSV file in Excel, Google Sheets, or database software
• Create custom reports, pivot tables, or charts for analysis
• Archive exported data for long-term compliance record retention
• Share filtered data with stakeholders (while respecting data privacy policies)

Best Practices

Do's:

• Regularly review the Assets System Log during monthly or quarterly audits to ensure equipment checks are completed and inventory changes are properly documented
• Use Saved Views to standardize reporting processes across supervisors and administrators
• Export log data periodically for long-term record retention, especially for controlled substance inventory and high-value equipment
• Filter by specific date ranges and assets to make investigations more efficient and focused
• Cross-reference System Log entries with your department's asset management policies and work order completion standards
• Document significant findings from System Log reviews in administrative records or incident reports
• Train supervisors on how to use filters and Saved Views to monitor equipment accountability within their assigned stations
• Create Saved Views for common audits such as "Monthly Medication Inventory Review" or "Apparatus Check Completion"
• Review user activity patterns to identify training opportunities or recognition for consistent compliance

Don'ts:

• Don't rely solely on memory for asset-related changes; always consult the System Log for accurate timestamps and user attribution
• Avoid making accusations without reviewing the complete context of System Log entries and investigating the full sequence of events
• Don't share System Log data with unauthorized personnel, as it may contain sensitive operational information
• Never attempt to delete or modify System Log entries; this is an automated, read-only audit trail
• Don't ignore unusual patterns in the System Log that might indicate equipment accountability issues, training needs, or system misuse
• Don't forget to save frequently used filter combinations as Views instead of recreating them each time

Common Mistakes to Avoid:

• Forgetting to adjust the date range, which may cause you to miss relevant historical changes or recent activities
• Not using Saved Views for recurring audits, resulting in wasted time recreating the same filters repeatedly
• Misinterpreting automated "System" changes as manual user actions, leading to incorrect conclusions
• Overlooking the timezone of logged events when comparing with CAD timestamps or other external documentation
• Failing to export important log data before it exceeds the system's retention period
• Searching by Asset name when you should be using Asset ID Number for more precise results
• Not filtering by Summary keywords, which can help quickly locate specific types of activities (e.g., "closed", "adjusted", "completed")

Troubleshooting & FAQs

Q: I can't see the System Log option in my Assets menu. Why not?

A: The Assets System Log requires administrator-level permissions. Contact your department's First Due administrator to request appropriate access if your role requires it. Standard field users and equipment operators typically don't have access to this feature.

Q: How far back does the Assets System Log retain data?

A: Retention periods vary by system configuration. Most agencies retain 90 days to 1 year of System Log data. Check with your administrator about your specific retention policy and export important records (especially medication inventory and high-value equipment tracking) for longer-term storage if needed.

Q: I see a change in the System Log attributed to "System." What does this mean?

A: Changes attributed to "System" are automated actions performed by First Due, such as:

• Automatic inventory alerts when minimum quantities are reached
• Scheduled work order reminders or escalations
• Integration updates from barcode scanners, mobile devices, or third-party systems
• Automated daily check notifications These are not manual user changes.

Q: Can I undo a change that appears in the System Log?

A: The System Log is a read-only audit trail and doesn't provide undo functionality. However, you can use the information in the log to manually reverse changes by making new corrections in the appropriate Assets module section (e.g., re-adjust inventory, reopen a work order, modify asset details).

Q: The System Log shows an inventory adjustment, but the current quantity doesn't match. Why?

A: This could indicate:

1. Another subsequent adjustment was made that overwrote the logged change
2. The adjustment was temporary or reversed by another user
3. There's a display lag in the system Check for more recent log entries related to the same asset and refresh your browser. If discrepancies persist, export the full history for that Asset ID Number to trace all changes chronologically.

Q: How can I prove when an equipment check was completed for an investigation or grievance?

A: Filter the Assets System Log by the specific Asset (or Asset ID Number) and the date range in question. Equipment check entries will show the exact timestamp, the user who completed the check, and any related notes or status changes. Export this data to CSV for formal documentation.

Q: What's the difference between filtering by "Asset" versus "Asset ID Number"?

A: Filtering by Asset searches by the equipment's name (e.g., "Engine 1", "Cardiac Monitor"), which may return multiple items if naming isn't unique. Filtering by Asset ID Number searches by the unique identifier assigned to each piece of equipment, guaranteeing you're viewing the exact item you need. Use Asset ID Number when precision is critical.

Q: Can I see who accessed or viewed an asset record, or only who made changes?

A: The Assets System Log tracks changes and interactions with assets (creation, modification, checks, work orders, etc.), not passive viewing. Only actions that modify data or complete processes are logged.

Q: How do I create a monthly audit report for controlled substance inventory?

A: Create a Saved View with the following configuration:

1. Filter by Asset Type = "Medications" or specific controlled substances
2. Set date range criteria for the month you're auditing
3. Include columns: Date/Time, Summary, Asset, Asset ID Number, User
4. Sort by Date/Time (ascending) to see chronological order
5. Save as "Monthly Controlled Substance Audit"
6. Export to CSV and archive according to your compliance requirements

Q: My Saved View disappeared. What happened?

A: If the view was shared and the creator deleted it, or if permissions changed and you no longer have access to the shared view, it will no longer appear in your list. Private views remain visible only to their creator. Check with your administrator if a critical shared view has been removed.

Q: Can I generate automated reports from the Assets System Log?

A: While the System Log itself is primarily a viewing and filtering tool, you can export data to CSV format and use external tools (Excel, Power BI, database software) to create custom automated reports, charts, and dashboards for analysis or compliance documentation.

Issue: System Log loads slowly or times out when searching large date ranges

Solution: Narrow your date range to smaller increments (7-30 days at a time) and apply specific filters (Asset, User, or Summary keywords) to reduce the data load. For extensive historical reviews, export data in chunks and combine files offline for analysis. Create Saved Views with pre-configured criteria to avoid repeated large queries.

Issue: Log entries show conflicting information about the same asset or work order

Solution: Look for the complete sequence of related log entries by filtering by the specific Asset ID Number and expanding your date range. Multiple entries may show the full story (initial change, correction, approval process, reversal). Pay close attention to timestamps to establish the correct chronological order. Export the full history to CSV for easier side-by-side comparison.

Issue: I can't find equipment check completion records in the System Log

Solution: Ensure you're filtering by the correct Asset or Asset ID Number. Equipment checks may be logged with summary text like "check completed" or "inspection performed." Use the Summary filter with keywords like "check" or "inspection" to locate these entries. Verify that the date range includes when the check was supposedly completed.

Issue: Inventory adjustments don't show who physically made the change, only a supervisor's name

Solution: This typically means the supervisor approved or entered the adjustment in the system on behalf of field personnel. Review your department's workflow for inventory adjustments. If field personnel should be entering their own changes, this may indicate a training need or process improvement opportunity.