Purpose Statement

External Resources provide quick access to frequently used websites and online tools directly from within the Fire Incident Report. This feature creates a dropdown list of predefined URLs, eliminating the need for users to search for or remember website addresses while completing incident documentation. By centralizing access to important external resources, this feature streamlines the reporting process and ensures field personnel and administrators can quickly reference necessary information during incident documentation.

Background Information

Fire departments often need to access various external websites during incident reporting, such as:

• Weather data sources
• Hazardous materials databases
• Property information systems
• Reference materials and guidelines
• Regulatory compliance resources
• Mapping and location tools

External Resources eliminates the need to leave the incident report to search for these URLs manually. This feature is particularly valuable during time-sensitive reporting situations where quick access to reference materials is critical. Once configured, these resources become available to all users completing fire incident reports, ensuring consistency across the department.

Prerequisites:

• Administrative access to Fire Incident Setup
• URLs for the external resources you want to add
• Understanding of which resources your team frequently needs during incident reporting

Required Permissions

To create, edit, or delete external resources, users must have:

• Access to the Fire Incident Setup module

Field users completing fire incident reports will be able to view and access the configured external resources without special permissions.

Video

Step-by-Step Guide

Step 1: Navigate to Fire Incident Setup

1. From the main menu, select Incident Documentation
2. Click on Fire Incident Setup
3. Select External Resources from the setup options
   

Step 2: Add a New External Resource

1. Click the Add Resource button
2. Enter a descriptive Name for the resource (this is what users will see in the dropdown)
3. Copy the complete URL from your browser's address bar
4. Paste the URL into the URL field (do not type it manually)
5. Click Save to add the resource to your list
   

Step 3: Managing Existing Resources

To Edit a Resource:

1. Locate the resource in your list
2. Click the pencil icon next to the resource name
3. Update the name or URL as needed
4. Click Save to apply changes

To Delete a Single Resource:

1. Find the resource you want to remove
2. Click the delete icon (trash can)
3. Confirm the deletion when prompted

To Delete Multiple Resources:

1. Check the boxes next to the resources you want to remove
2. Select All if you want to delete all resources
3. Click the delete option
4. Confirm the bulk deletion
   
   

Best Practices

Do's:

• Always copy and paste URLs rather than typing them manually to avoid errors
• Use clear, descriptive names that indicate what the resource is (e.g., "NOAA Weather Data" rather than just "Weather")
• Test each URL after adding it to ensure it works correctly
• Organize resources in order of frequency of use (most commonly accessed at the top)
• Review and update URLs periodically to ensure links remain active
• Keep resource names concise but descriptive (limit to 3-5 words when possible)

Don'ts:

• Don't type URLs manually—typos can result in broken links
• Don't use vague names like "Link 1" or "Website"
• Don't add resources that require authentication unless all users have access
• Don't delete resources without verifying they're no longer needed by your team
• Don't duplicate resources with different names

Common Mistakes to Avoid:

• Adding incomplete URLs (missing "https://")
• Using shortened URLs that may expire
• Creating resources for internal system pages (use internal navigation instead)
• Failing to communicate new resources to field personnel

Troubleshooting & FAQs

Q: The external resource link isn't working when clicked from the incident report. What should I do? A: Verify that the full URL was copied correctly, including "https://" or "http://". Edit the resource and re-paste the URL from your browser. Also check that the website hasn't changed its address.

Q: Can field users add their own external resources? A: No, only users with administrative permissions for Fire Incident Setup can create, edit, or delete external resources. This ensures consistency across all incident reports.

Q: How many external resources can I add? A: While there's typically no hard limit, it's best practice to keep the list manageable (10-15 resources) so the dropdown remains user-friendly and doesn't overwhelm users.

Q: Will changes to external resources affect existing incident reports? A: Changes to the resource list will apply moving forward. Existing incident reports will retain any links that were selected at the time of report creation.

Q: Can I reorder the external resources in the list? A: Check your Fire Incident Setup interface for drag-and-drop functionality or ordering options. If not available, resources are typically displayed in the order they were created.

Q: What happens if an external website goes offline or changes its URL? A: The link will no longer work for users. Regularly audit your external resources and update URLs as needed to maintain functionality.

Additional Information

Related Articles:

• Fire Incident Setup - General 
• Completing an Incident Report from Scratch