Complex/Common Names

Complex/Common Names

Purpose Statement

The Complex/Common Name field allows users to group multiple occupancies together for efficient management and organization. This feature is designed to consolidate occupancies that share common characteristics - whether they're located on the same site (such as apartment complexes, manufacturing facilities, or university campuses) or are owned by the same person or company across a fire department's jurisdiction. This grouping capability streamlines inspection scheduling, pre-planning, and administrative tasks while maintaining accurate records for compliance and operational efficiency.

Background Information

The Complex/Common Names feature addresses the need for fire departments to manage related properties as cohesive units while maintaining individual occupancy records. This functionality is particularly valuable for large-scale properties, multi-building complexes, and property management companies with multiple locations. The system maintains full historical records of all name modifications to ensure data integrity for completed inspections, permits, and invoices, while allowing updates to affect future activities.

Common use cases include apartment complexes, shopping centers, industrial parks, educational campuses, healthcare facilities with multiple buildings, and chain businesses with multiple locations under single ownership.

Required Permissions

To manage the Complex/Common Name field and table in Field Management, users need appropriate permissions configured by administrators. Specific role-based permissions include:

  • Update: Allows users to modify Complex/Common Name fields
  • Read: Permits viewing of Complex/Common Name information
  • Hide: Restricts access to Complex/Common Name fields entirely

Video


Step-by-Step Guide

Alert
Permission needed to manage the Complex Name field/table in Field Management:





1. Access an Occupancy Record by selecting the Address hyperlink on the following pages:
  1. Pre-Plan Organizer
  2. My Assigned Pre-Plans
  3. Pre-Plan List
  4. Pre-Plan (Address Details)
  5. Inspection Organizer
  6. Inspections List
  7. My Inspections




2. Select the Complex/Common Name from the dropdown list.






3. To create a new Complex Name on the fly, select Create New Complex Name, enter a Name and select "Create."
  1. We keep a historical record of all the modifications to the complex name. If a user edits one name, the old one is archived, and a new one is created. This is to be able to keep historical records for inspections and permits.
  2. The edit in a name will only affect in-progress, scheduled, and new inspections; it will not affect completed ones.
    1. The edit in a name will only affect new Permits.
    2. The edit in a name will only affect new Invoices.
  3. In the Pre-Plan Map, the "Complex Name" field will be part of the "Clone Address" and "Clone Address + Building Info" options when cloning the primary address.








4. Save the record or publish the Pre-Plan to retain the data selected.










5. Complex Common Names can be managed in Admin > Field Management > Complex Name:





Alternative method is to select Edit next to the Common Name field in the Occupancy Record or Address Details in a Pre-Plan:









6. Manage the List by selecting Edit:









7.  Mange Edit Roles Permissions:





Options include:
  1. Update - Can update the Common Name Field
  2. Read - Can view the Common Name Field
  3. Hide - Cannot view the Common Name Field





8.  The Complex Name Field is available in Advanced Search on the following pages:
  1. Pre-Plan Organizer
  2. Inspection Organizer
  3. Inspections List
  4. My Inspections
  5. Permits
  6. Invoice List






9. The Complex/Common Name Field is available in Form Builder to add to your Inspection and Permit Form(s):
  1. Note: If a Complex/Common Name for an Occupancy is changed, it will not affect previous Inspection Reports printed or emailed.

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Best Practices

Naming Conventions:

  • Use clear, descriptive names that will be easily recognized by all team members
  • Maintain consistency in naming patterns across similar property types
  • Include location identifiers when managing multiple complexes in different areas

Data Management:

  • Regularly review and clean up unused complex names to maintain system efficiency
  • Coordinate with team members before making changes to established complex names
  • Document complex name assignments for new team member training

Historical Record Considerations:

  • Remember that name edits create new entries while archiving old ones for historical integrity
  • Plan complex name changes carefully, as they affect future inspections, permits, and invoices but not completed records

Troubleshooting & FAQs

Q: What happens to existing records when I change a complex name? A: The system maintains historical records. Name changes only affect in-progress, scheduled, and new inspections, permits, and invoices. Completed inspections retain their original complex name association.

Q: Can I see which occupancies are assigned to a specific complex name? A: Yes, use the Advanced Search feature on relevant pages (Pre-Plan Organizer, Inspection Organizer, etc.) to filter by complex name.

Q: Why can't I see the Complex/Common Name field? A: Check your user role permissions. You may have "Hide" permissions set, which restricts access to this field.

Q: How do I add the Complex Name to inspection forms? A: Use Form Builder to add the Complex/Common Name field to your inspection and permit forms.

Additional Features

Advanced Search Integration

The Complex Name field is available in Advanced Search on these pages:

  • Pre-Plan Organizer
  • Inspection Organizer
  • Inspections List
  • My Inspections
  • Permits
  • Invoice List
Pre-Plan Integration

In the Pre-Plan Map, the Complex Name field is included in both "Clone Address" and "Clone Address + Building Info" options when cloning the primary address, ensuring consistency across related properties.

Form Builder Compatibility

The Complex/Common Name field can be added to inspection and permit forms through Form Builder, allowing customization of data collection workflows.


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