Purpose Statement

The Attachments section within pre-plans enables users to upload, manage, and share critical documents and files with responding units. This feature allows departments to include floor plans, hazardous materials information, site maps, photos, and other essential documents that support effective emergency response and tactical decision-making at incident scenes.

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Background Information

Pre-plan attachments provide responders with immediate access to vital supplementary information during emergency incidents. These attachments can include building layouts, aerial photographs, hazmat sheets, contact lists, utility shutoffs, and specialized equipment information. Properly managed attachments enhance situational awareness and improve response effectiveness by providing visual and detailed information that complements the basic pre-plan data. Once published, attachments become available to all responding units through the dashboard interface, ensuring critical information is accessible when and where it's needed most.

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Required Permissions

These permissions are located in the General Section of Pre-Planning Permissions:

1. Pre-Pans Read--Allows User to access Pre-Plan Maps and Pre-Plan list as well as view Pre-Plans in a read only state.
2. Pre-Plans Edit--Allows User to edit Pre-plans within the First Due System

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Video

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Step-by-Step Guide

1.  Access the desired Pre-plan to edit.

2. Once in edit mode for a Pre-Plan, select the Attachments Tab.

3. The attachments can be viewed with the Eye Icon or deleted with the Trash Can Icon.

4. The first way to add an attachment is to click in the grey dialogue box. This will open a explorer window where the user can search for and then select  the desired file. Double click on the file to select Open to add the attachment.

5. The other way to add an attachment is to open the file location and drag the file into attachment area.

IMPORTANT: The file extension types that are accepted are: pdf, doc, docx, ppt, pptx, .xls, .xlsx, .sch, .csv, .mp3, .txt, .webm, .png, .jpg, .gif

TIP: Name the file something easily identifiable (e.g., thirdfloor.pdf).

Best Practices

Do's

• Use clear, descriptive file names that indicate the content and purpose
• Organize attachments logically (floor plans, photos, hazmat sheets, etc.)
• Keep file sizes reasonable to ensure quick loading during emergencies
• Regularly review and update attachments to maintain accuracy
• Remove outdated or superseded documents promptly
• Publish pre-plan updates immediately after adding critical attachments

Don'ts

• Don't upload files with unclear or generic names like "Document1.pdf"
• Don't exceed file size limits which may cause upload failures
• Don't include personal or confidential information unrelated to emergency response
• Don't forget to publish after making attachment changes
• Don't duplicate attachments unnecessarily
• Don't upload corrupted or damaged files

Tips & Recommendations

• Include building floor plans, site maps, and aerial photos when available
• Add photos of key areas like utility shutoffs, hazmat storage, or access points
• Consider including contact sheets, key holder information, or special instructions
• Use high-resolution images that remain clear when viewed on mobile devices
• Organize attachments by priority - most critical information first
• Test attachments on both web and mobile platforms to ensure accessibility
• Coordinate with local fire marshal or inspection teams to obtain relevant documents

Troubleshooting & FAQs

Q: Why can't I upload a specific file type?
 A: First Due only accepts certain file formats for security and compatibility reasons. Check the allowed file types list and convert your document to an accepted format if necessary.

Q: My attachment uploaded but doesn't appear in the dashboard. Why?
A: Attachments only become visible in the dashboard after the pre-plan is published. Make sure to click "Publish" after uploading attachments.

Q: What's the maximum file size I can upload?
A: File size limits vary by system configuration. If you receive an error, try reducing the file size by compressing images or splitting large documents.

Q: Can I replace an existing attachment with an updated version?
A: Yes, you can delete the old attachment and upload the new version, or some systems may allow direct replacement. Always publish after making changes.

Q: Will responders be able to view attachments on mobile devices?
A: Yes, published attachments are accessible through the dashboard on both web and mobile platforms, ensuring field access during incidents.

Q: How do I organize multiple attachments for easy access?
A: Use clear, descriptive file names and consider the order in which they appear. Most critical attachments should be easily identifiable and accessible first.

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