Purpose Statement

Narrative templates in First Due streamline fire incident documentation by providing pre-formatted text blocks that crews can quickly insert into incident reports. This feature reduces documentation time, ensures consistent report formatting across the department, and helps crews include all required information in their narratives. By creating standardized templates for common incident types or documentation sections, module managers enable field personnel to complete accurate reports more efficiently while maintaining departmental standards.

Background Information

Narrative templates are reusable text blocks designed for the Fire Incident Documentation module. They serve as building blocks for incident narratives, allowing crews to select pre-written content rather than typing repetitive information from scratch. Templates are particularly valuable for standard incident descriptions, scene size-ups, tactical operations, patient care summaries, and other commonly documented elements.

Common Use Cases:

• Standard arrival and scene assessment narratives
• Tactical operation descriptions (suppression, ventilation, search and rescue)
• Patient care summaries for medical assists
• Utility response procedures
• Public service call documentation
• Hazmat incident protocols
• Cancellation or standby narratives

Prerequisites:

• Understanding of your department's incident documentation requirements
• Knowledge of common incident types and response procedures
• Familiarity with departmental terminology and reporting standards
• Review of state or local compliance requirements for incident narratives

Required Permissions

To create and manage narrative templates, users must have Fire Incident Setup permissions within the Incident Documentation module. This administrative permission level allows access to all Fire Incident Setup configuration options, including narrative template creation, editing, and deletion. Standard field users do not require these permissions to use templates during incident documentation—they only need access to the Fire Incident Documentation module to complete reports and select from available templates.

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Step-by-Step Guide

Step 1: Access Fire Incident Setup

Navigate to the Incident Documentation module from the main First Due menu, then select Fire Incident Setup from the available options. This opens the configuration area for all fire incident documentation settings.

Step 2: Open Narrative Template Section

Within Fire Incident Setup, locate and click on Narrative Template in the left-hand navigation menu or configuration options. This displays your existing narrative templates (if any) and provides options to create new templates.

Step 3: Create New Template

Click the New Narrative Template button, typically located at the top of the Narrative Template page. This opens a blank template form where you can configure your new narrative template.

Step 4: Name Your Template

Enter a clear, descriptive name for the template in the designated Template Name field. Choose a name that clearly indicates the template's purpose, as crews will select templates from a dropdown menu based on these names during incident documentation. Use consistent naming conventions across all templates for easier identification.

Naming Best Practices:

• Use descriptive names that reflect content (e.g., "Structure Fire - Arrival", "Medical Assist - Patient Care", "Utility Response - Gas Leak")
• Consider organizing names alphabetically or by incident type
• Keep names concise but specific enough to distinguish similar templates
• Use departmental terminology that crews will recognize

Step 5: Create Template Content

In the template text field, compose the narrative content that will populate into incident reports when crews select this template. Write the text exactly as it should appear in the final incident narrative, including any standard phrases, terminology, or formatting your department requires.

Content Development Tips:

• Write in past tense and third person, matching standard incident report style
• Include placeholder text in brackets [like this] where crews need to add specific details
• Use departmental standard terminology and abbreviations
• Ensure content complies with state and local reporting requirements
• Consider including prompts for critical information (times, actions, outcomes)
• Keep templates focused on specific narrative sections rather than entire reports

Example Template Content: "Upon arrival, crews found [description of conditions]. Initial size-up revealed [key observations]. Command was established by [officer name/unit]. Crews immediately initiated [primary tactical operations]."

Step 6: Save the New Template

Click the Save button at the bottom of the template form to store your new narrative template. The template will now appear in your list of available templates and can be selected by crews during incident documentation (if activated).

Step 7: Edit Existing Templates

To modify an existing template, locate it in your template list and click the pencil icon (edit button) next to the template name. This opens the template for editing, allowing you to update the name or content. Remember to click Save after making changes.

To remove a template that is no longer needed, click the trash can icon (delete button) next to the template name. Use caution when deleting templates, as this action may be permanent. Consider deactivating templates instead of deleting them if you may need them again in the future.

Step 8: Activate or Deactivate Templates

Use the checkbox next to each template to control its availability during incident documentation. Check the box to activate a template, making it available for crews to select when completing reports. Uncheck the box to deactivate a template, removing it from the selection menu without permanently deleting it.

When to Deactivate Templates:

• Seasonal templates not currently in use
• Templates being revised or updated
• Templates for discontinued procedures or protocols
• Testing or draft templates not yet ready for field use

Deactivated templates remain in your template library and can be reactivated at any time by checking the box again.

Step 9: Save Configuration Changes

After creating, editing, activating, or deactivating templates, click the Save button at the bottom of the Narrative Template page before navigating away. This ensures all your configuration changes are stored in the system. If you leave the page without saving, your changes may be lost.

Best Practices

Template Design:

• Create templates for the most frequently documented incident types and narrative sections first
• Focus each template on a specific purpose rather than creating overly broad templates
• Include enough structure to ensure consistency but allow flexibility for specific details
• Use placeholder text in brackets to indicate where crews should add incident-specific information
• Review and update templates regularly based on changing procedures or compliance requirements

Content Quality:

• Write templates in compliance with state and local incident reporting standards
• Use departmental standard terminology and abbreviations consistently
• Maintain professional tone and proper grammar in all template content
• Include critical information prompts to ensure complete documentation
• Avoid overly generic content that doesn't add meaningful information to reports

Organization and Management:

• Establish a clear naming convention for templates and apply it consistently
• Group related templates logically (by incident type, narrative section, etc.)
• Periodically review activated templates to ensure all remain relevant and accurate
• Deactivate outdated templates rather than leaving incorrect content available
• Coordinate with field personnel to understand which templates would be most helpful

Training and Implementation:

• Inform crews when new templates are added or existing ones are updated
• Provide guidance on when and how to use available templates effectively
• Encourage feedback from documentation users about template usefulness
• Include template usage in incident documentation training

Common Mistakes to Avoid:

• Creating templates that are too lengthy or detailed, reducing their usefulness
• Using vague template names that don't clearly indicate content
• Forgetting to deactivate obsolete templates, leading to outdated information in reports
• Failing to save changes before leaving the configuration page
• Creating templates that include confidential information or identifiers that should be incident-specific
• Neglecting to periodically review and update template content

Troubleshooting & FAQs

Q: I created a new template but crews can't see it during documentation. Why? A: Verify that the template is activated (checkbox is checked) and that you saved your changes before leaving the Narrative Template configuration page. If the template is activated and saved but still not appearing, check with field users to ensure they're looking in the correct location within the incident documentation interface.

Q: Can I have the same template name for different templates? A: While the system may technically allow duplicate names, this creates confusion for crews selecting templates. Always use unique, descriptive names to help users quickly identify the correct template for their needs.

Q: What happens if I delete a template that was used in previous incident reports? A: Deleting a template does not affect incident reports that have already been completed using that template. The narrative text that was inserted into those reports remains intact. However, the template will no longer be available for future incidents.

Q: Can field users create their own narrative templates? A: No. Narrative template creation and management is restricted to users with Fire Incident Setup permissions. This ensures templates remain consistent with departmental standards and compliance requirements. Field users can select and use templates but cannot create or modify them.

Q: How do I organize templates so they appear in a specific order for crews? A: Template display order is typically alphabetical based on the template name. To control ordering, consider using a numbering or naming convention that sorts templates in your preferred sequence (e.g., "01 - Arrival Scene Size-Up", "02 - Tactical Operations").

Q: Can I copy an existing template to create a similar one? A: While First Due may not have a built-in duplicate function, you can manually create a new template and copy the content from an existing one. Open the existing template, copy the text from the content field, create a new template, and paste the content, then modify as needed.

Q: What should I do if a template needs updating but crews are currently using it? A: For minor updates, you can edit the template directly. For significant changes, consider creating a new template with a slightly different name (e.g., adding "v2" or the current year), activating the new version, and deactivating the old one. This allows any in-progress reports to complete using the old template while directing new reports to the updated version.

Q: Are there character limits for template names or content? A: While specific character limits may vary, it's best practice to keep template names concise (under 50 characters) and template content focused on specific narrative sections rather than attempting to create entire report narratives. If you need to document character limits for your users, test the system or consult First Due technical documentation.

Q: Can I include formatting (bold, italics, bullets) in narrative templates? A: Formatting capabilities depend on the First Due incident documentation text editor. Test the template content field to determine what formatting options are available and will transfer correctly into incident narratives.