Understanding Workflows and how they are used in Incident Documentation
Purpose Statement
Workflows in the Incident Documentation Module automate processes to improve efficiency, ensure accurate reporting, and reduce manual data entry. By defining triggers, conditions, and actions, agencies can streamline incident documentation while maintaining compliance.
Background Information
The Incident Documentation Module enables Fire and EMS agencies to document incidents effectively. Workflows within this module allow automatic updates, notifications, and task assignments based on pre-defined criteria, reducing administrative burdens and enhancing response coordination.
What is a workflow
A workflow is a structured sequence of tasks or steps designed to achieve a specific outcome. It defines how work moves from initiation to completion, ensuring efficiency, consistency, and accountability. Workflows can be manual (where tasks are completed by individuals) or automated (where systems handle processes based on predefined rules). Workflows are commonly used in incident documentation to streamline processes, reduce errors, and improve productivity. They often include triggers, conditions, and actions that dictate how tasks progress.
For example, in the Incident Documentation Module, a workflow might validate required fields, and trigger error notifications based on incident fields, or hide fields not needed for certain incident types.
Why are workflows more important in NERIS Incident Reporting
NERIS (National Emergency Response Information System) and NFIRS (National Fire Incident Reporting System) validate incident reports differently due to their distinct approaches to data collection and integration.
NFIRS Validation Approach
- Structured, Static Reporting – NFIRS relies on predefined incident type codes and standardized forms that agencies must complete manually.
- Batch Submission – Reports are validated after submission, meaning errors may not be flagged until later.
- Limited Real-Time Feedback – NFIRS does not provide immediate validation or corrections during data entry.
- Fixed Data Fields – Users must adhere to strict formatting rules, with little flexibility for customization.
NERIS Validation Approach
- Real-Time Validation – NERIS provides instant feedback during data entry, reducing errors before submission.
- Cloud-Based & API Integration – Agencies can connect external data sources (e.g., CAD, NEMSIS) for enhanced validation.
- Dynamic Data Entry – NERIS allows customizable workflows, enabling agencies to tailor validation rules to their needs.
- Automated Error Detection – The system flags inconsistencies before finalizing reports, improving accuracy.
In short, NFIRS follows a traditional, post-submission validation model, while NERIS offers real-time, automated validation with greater flexibility
Establishing workflows helps improve validation in NERIS by ensuring that incident reports follow a structured, automated process, reducing errors and improving efficiency. Here’s how:
1. Automates Data Validation
- Workflows can instantly flag missing or incorrect data before submission, ensuring reports meet compliance standards.
- In NERIS, workflows provide real-time validation, preventing errors before they happen.
2. Ensures Consistency & Accuracy
- Workflows standardize reporting, ensuring all incidents follow the same structured process.
- Reduces manual errors by automating common data entry fields.
3. Improves Data Integration & Accessibility
- In NERIS, workflows allow custom validation rules, ensuring agencies meet their specific reporting needs.
4. Reduces Administrative Work
- Automating workflows saves responders time, allowing them to focus on emergencies rather than manual data entry.
- Validation steps ensure reports are ready for submission without additional review delays.
By integrating structured workflows, agencies can maximize the benefits of NERIS’s real-time validation while aligning reports with NFIRS’s standardized requirements.
What are some examples of workflows?
Here are some practical examples of when you might use different types of workflows within an Incident Documentation Module:
Hide Workflow Examples
A Hide Workflow is useful when certain information should be restricted or hidden based on conditions.
- Conditional Visibility – Hide irrelevant sections based on incident type (e.g., fire-related fields disappear for EMS incidents).
Default Workflow Examples
A Default Workflow ensures a standardized process for incident documentation.
- Standardized Reporting – Automatically apply a predefined workflow for common incidents (Prefill Response Zones).
- Efficiency & Consistency – Ensure all reports follow the same steps, reducing errors and training time.
- Pre-Filled Data – Auto-populate common fields (e.g., agency name, location) to streamline documentation.
Error Validation Workflow Examples
An Error Validation Workflow prevents incorrect or incomplete data entry.
- Mandatory Field Checks – Ensure critical fields (e.g., incident time, location) are filled before submission.
- Data Format Validation – Prevent incorrect entries
- Conflict Detection – Flag inconsistencies (e.g., an incident marked as "resolved" but missing a resolution summary).
Step-by-Step Guides
Use Case Examples
Workflows can significantly improve efficiency by automating repetitive tasks, such as:
- Auto-filling reports after a fire response to save time and ensure accuracy.
- Triggering alerts for EMS personnel when incidents meet predefined severity criteria.
- Assigning documentation tasks automatically based on incident type.
Workflow Customization
Users can tailor workflows to match agency-specific needs by:
- Adjusting triggers to define custom events that initiate workflows.
- Modifying conditions to refine criteria for automation.
- Adding approval processes to ensure oversight before automated actions take effect.
Access the Workflow Setup Section
- Navigate to the Incident Documentation Module in your system.
- Locate the Workflows or Automation section.
Define Workflow Triggers
- Select the event that will initiate the workflow (e.g., incident creation, status change, or user action).
- Choose predefined triggers or create custom ones.
Permissions Needed
Best Practices
- Keep workflows simple – Start with essential automation and expand as needed.
- Ensure triggers are clearly defined – Avoid unnecessary activations.
- Regularly review workflows – Adjust based on operational feedback.
- Train staff on workflow execution – Ensure seamless adoption.
Troubleshooting & FAQs
Q: Why isn't my workflow triggering correctly?
- Ensure trigger conditions match real-world scenarios. Adjust settings if necessary.
Q: Can I modify a workflow after deployment?
- Yes, workflows can be edited and refined based on agency needs.
Q: How can I monitor workflow effectiveness?
- Use system logs and reports to track activations and make improvements.
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