The purpose of this article is to demonstrate how to create a Default Value Workflow. This feature is designed to improve data consistency and reduce manual input by automatically populating fields with predefined values during incident documentation.
Background Information
A Default Value Workflow allows agencies to pre-fill specific fields based on defined conditions. This automation ensures that repetitive information is entered accurately and efficiently, particularly in scenarios where predictable patterns exist—such as a station consistently responding to the same zone.
Use Case Example: If your agency’s Station 1 typically responds to Zone A, you can configure a workflow to automatically set “Zone” to “Zone A” whenever Station 1 is selected. This eliminates the need for users to enter the value manually for each incident.
Video
Step-by-Step Guide
1. Access Workflows
Navigate to Incident Documentation > Fire Incident Setup and select the Workflows tab.
2. Add a New Workflow
Click the + Add New button to start creating a new workflow.
3.Select a Field
Search for or scroll through the list to find the field you want to configure.
Note: If the field is not selectable, it already has a workflow applied. You will need to edit the existing workflow.
Once you've selected the field, choose Default Value Workflow and click the plus (+) icon to begin.
5. Enter Description and Default Value
Provide a clear Description for the workflow and set the desired Default Value.
6. Set Initial Default (Optional)
Toggle Is Initial Default Value? if you want this value to always populate without conditions.
Enabling this disables the ability to add conditions or groups.
7. Add Conditions or Groups
Choose whether to:
Add Condition: Define a rule that must be met to trigger the workflow.
Add Group: Combine multiple conditions using AND (all must be true) or OR (at least one must be true) logic.
8. Define Conditions
Click Add Condition and define the following:
When: The field being evaluated
Condition: The rule to be checked (e.g., equals, contains)
Parameter: The specific value to compare against
9. Add Groups (Optional)
To use multiple rules together, click Add Group and configure conditions based on group logic (AND/OR).
You can add multiple groups per workflow.
10. Define Condition Field
Under When, choose a field to base the condition on using the dropdown or search bar.
11. Choose Condition
Select the condition logic (e.g., in, not in).
12. Choose Parameter(s)
Based on the condition, define the parameter(s) to complete the rule.
13. Use Logical Relationships
Use AND when all conditions must be met.
Use OR when any single condition can trigger the workflow.
For this example: We will use OR between Location Type and Location Use Type.
14. To Add/Remove Workflows
Use + / - to add or remove workflows for a field.
Use the paper icon to copy an existing rule.
15. To Delete Conditions or Groups
Click the trash can icon.
16. Confirm Deletion
Click Confirm in the warning modal to delete the condition or group.
17. Save
Click Save when all rules and settings are configured.
18. Test the Workflow
Open an incident report.
In this example, the workflow defaulted the Response Zone to a specific value because the condition for Location Type was met.
In this example, the workflow defaulted the Response Zone to a specific value because the condition for Location Use Type was met, even though Location Type was not, due to the use of OR logic.
Best Practices
Use clear descriptions for each workflow so others understand its purpose.
Use initial default values only when conditions are unnecessary.
Avoid creating overlapping workflows on the same field unless intentional.
Regularly review and update workflows to ensure continued relevance.
Troubleshooting & FAQs
Q: What if a field isn’t selectable when creating a workflow?
A: This means a workflow already exists for that field. You must edit the existing workflow to make changes.
Q: Why isn’t the workflow triggering?
A: Check that all conditions and parameters are correctly set and that field values match those conditions during the test.
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