Command: Notes

Command: Notes

Purpose Statement

  1. The notes feature in the command module allows incident commanders and operators to create, manage, and track important information throughout an incident enabling organized documentation and communication of critical incident details and operational information. This system supports three distinct note types:
    1. general command board notes
    2. assignment-specific notes
    3. unit-specific notes

Background Information

  1. Notes provide a flexible documentation system within the command board, allowing users to capture and organize information at different operational levels. This feature supports incident documentation requirements and enables real-time information sharing among command personnel. All note activities are automatically logged, creating an auditable trail of information management throughout the incident lifecycle. The notes counter displays the total number of active notes, providing quick visibility into information volume.

Required Permissions

Users must have the appropriate level of the Incident Commands permission configured in their role:

  • Read: View command boards in read-only mode
  • Update: Modify command board settings and information
  • Create: Initiate new command boards and add custom items
  • Delete: Remove command board elements and complete incidents

Additional permissions may be required for specific functions like messaging and roster access based on integrated modules.

Video 

Step by Step Guide

1.  Within the Command Module, the Notes Section is located along the top. There are three types of Notes:
  1. 1A  Basic or General Note.
  2. 1B   Assignment Note  (Attached to a specific Assignment).
  3. 1C Unit Note  (Attached to a specific Unit).






2. To create a General or Basic Note:
  1. 2A  Select the Note section at the top of the Command Board.
  2. 2B  Select Add Note.
  3. 2C  Enter the desired information into the text field of the Note.
  4. 2D  Select Create.





3. The new General or Basic Note appears in the Notes Section. 






4. To create a specific Unit Note:
  1. 4A  Select Add Notes from the Unit Menu.
  2. 4B  Enter the desired information into the text field of the Note.
  3. 4C  Select Create.






 5. The new Unit Note now appears in the Notes Section.






6. To create a specific Unit Note:
  1. 6A  Select Add Notes from the Unit Menu.
  2. 6B  Enter the desired information into the text field of the Note.
  3. 6C  Select Create.






7. The new Assignment Note now appears in the Notes Section. 






8. Within the Notes Section, we can edit a Note by:
  1. 8A  Selecting the pencil icon. 
  2. 8B  Make the desired edits.
  3. 8C  Select Save.






9. Within the Notes Section, we can edit a Note by:
  1. 9A  Selecting the Trashcan icon. 
  2. 9B  Select Confirm to delete.





Best Practices

Do:

  • Use descriptive, clear language in all notes
  • Create unit-specific notes for personnel accountability information
  • Use assignment notes to document tactical decisions and progress
  • Regularly review and update notes as situations evolve
  • Use general notes for overall incident strategy and command decisions

Don't:

  • Assume the note counter indicates unread messages (it shows total count)
  • Delete notes unnecessarily - they provide important incident documentation
  • Use notes for urgent communications (use direct messaging instead)
  • Create duplicate notes with similar information

Tips:

  • Establish consistent note naming conventions for your department
  • Use unit notes for tracking personnel status and assignments
  • Leverage assignment notes for documenting tactical progress
  • Consider note content when planning incident after-action reviews

Troubleshooting & FAQs

Q: Why does the note counter show a number but I don't see that many unread notes?
A: The counter displays the total number of notes in the system, not unread notifications. It's a count of all active notes regardless of read status.

Q: Can I see which user created each note?
A: Yes, all note creation and modification activities are logged in the log section, including user identification and timestamps.

Q: What happens if I delete a note by mistake?
A: Note deletions are logged in the system, but the note content cannot be recovered once deleted. Use caution when deleting notes.

Q: Can I attach files or images to notes?
A: The current notes system supports text entries. For file attachments, consider using the log entry system which supports file uploads.

Q: How do I know if a note is attached to a unit or assignment?
A: Unit and assignment notes are automatically prefaced with the identifier (unit name or assignment name) in the note text field.

Q: Is there a limit to how many notes I can create?
A: There is no specified limit, but best practice suggests keeping notes relevant and current to maintain system performance and usability.

Related Articles

  1. Command Board: General Overview
  2. Command: Messaging
  3. Command: Board Section
  4. Command: PAR Checks
  5. Command: MAYDAY
  6. Command: Units
  7. Command: Assignments
  8. Command: Overview Section
  9. Command: Map Section
  10. Command: Log Section Overview
  11. Command: Manage Divisions

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