Incident Details

The Incident Details page allows you to further define incident information. You are directed to the Incident Details page after you create the incident or when you click an incident ID on the Find Incident page.

The General Information, Incident Summary, Incident Reported By, Incident Entered By, and Costs and Recovery panes are populated with the information entered when the incident was created. These values can be edited by clicking the Edit Incident link.

To access components of incident details, expand the appropriate panes.

ClosedTimeline

The Timeline pane allows you to enter details about the incident's time frame. This section includes the original timeline entry and audit entries. To add a value to the timeline:

  1. Click the Add Line Item link.

  2. Select a value in the Category field to indicate the type of entry.

  3. Enter a value in the Timeline Date and Time fields.

    These values reflect the time and date the timeline entry occurred. The system will default to the current date and time; however, you can enter past or future dates.

  4. In the Comments field, enter a value to describe the timeline entry.

  5. To check spelling in the comments field, click the spell check icon.

  6. Click ADD.

When a timeline entry is added, the system tracks changes made to each entry. Changes are tracked as an audit entry and are displayed when the Show Audit Entries check box is selected. Audit entries are a read-only option that show the original entry compared to the modified entry. Audit entries also track if the incident was printed or reclassified. To view an audit entry:

  1. In the Timeline pane, select the Show Audit Entries check box.

    The following information appears:

    • Date/Time - the date and time of the entry
    • Category - indicates the type of entry
    • Updated By - the user who updated the entry
    • Comments - a description of the action taken or the entry

  2. To view details about an audit entry, click VIEW.

  3. To edit a timeline entry, click EDIT.

ClosedPersons Involved

The Persons Involved pane allows you to track people involved in the incident. Persons involved can include staff, vendors, police, or medical personnel. To enter a person involved:

  1. To add a person involved, click the Add Person link.

    A dialog box opens allowing you to enter information about the person involved.

  2. Specify the name of the person involved.

    • To choose an existing user, click the SELECT button.

      If you selected an existing user, several fields will populate with default information.

    • To enter someone who is not a system user, enter the First Name and Last Name.

  3. In the Category field, select a value to indicate the role of the person involved in the incident.

  4. In the Company field, enter the name of the company the person involved is associated with.

  5. In the Address field, enter the physical address of the person.

  6. In the Home Phone field, enter the home telephone number of the person.
  7. In the Work Phone field, enter the work telephone number of the person.
  8. In the Mobile Phone field, enter the mobile telephone number of the person.
  9. In the Email field, enter the email address of the person.
  10. In the Drivers License No field, enter the driver's license number of the person.
  11. In the DL State/Province field, identify the state or province that issued this person's driver's license.
  12. In the Car License No field, enter the car license plate number of the person.
  13. In the CL State/Province field, identify the state or province that issued this person's license plates.
  14. In the Gender field, select the gender of the person.
  15. In the Date of Birth field, enter the person's date of birth.

  16. Click ADD.

ClosedFile Attachments

The File Attachments pane allows you to upload documents related to the incident. To add a file attachment:

  1. Click the Add File Attachment link.

  2. In the Document Desc field, enter a description of the document.

    The document description should summarize the attached document.

  3. In the Document Type field, select the type of file attachment.

  4. Click the BROWSE button to select a file.

    A dialog box opens allows you to locate the file you want to attach. You can attach a file from your local hard disk or any networked drive you can access. Files should be no larger than 20MB; the larger the file, the longer it takes to access.

  5. Locate the file and then click Open to upload.

  6. Click ADD.

Each uploaded file appears in the pane as a link. If you click a file name, the file opens if you have the appropriate application or plug-in to view it.

If you want to edit an attached file, click the EDIT button to open the Edit File Attachment dialog box. If you want to delete an attached file, click the DELETE link in the Edit File Attachment dialog box.

ClosedWork Orders

The Work Orders pane allows you to add work requests to the incident and track requests that have been added. To create an incident-related work request:

  1. Click the Create Request link.

  2. To create a work order, follow the steps outlined in Creating a Request.

    A new page will open allowing you to create the request. When you have finished the request, close the page to return to the incident. You will need to refresh the page to view the work request.

ClosedCosts and Recovery

The Cost and Recovery pane allows you to track expenses associated with a work request. You can modify the information displayed in this pane by clicking the Edit Incident link.

ClosedOther Options

The Other Options pane allows you to print a hard copy of the incident, view all outbound messages, and reclassify the incident.

Printing an Incident

Incidents can be printed for audit purposes, risk management, or to keep in a tenant file. Your facilities policies and procedures determine if a printed copy is needed.

To print an incident:

  1. In the Format field, select the incident print format.

    The print format determines how the printed incident appears on the page.

  2. Click PRINT.

    The incident is displayed in the designated format on an HTML page. A dialog box opens allowing you to set print parameters and print the incident.

Outbound messages

Outbound messages shows messages sent from the system about the incident. To view outbound messages:

  • Click the Outbound link.

    A new page opens displaying the following information:

    • Send Date - the date and time the message was sent; times are displayed in the time zone of the property
    • Message - the body of the message
    • Addressees - the recipient of the message

When you have finished viewing the outbound message, close the page.

Reclassifying an Incident

If an incident was incorrectly categorized, you can reclassify it. To reclassify an incident:

  1. Click the Reclassify link.

    The Reclassify Incident page opens.

  2. In the Property field, click the Select link to specify a different property.

  3. In the Space/Floor field, select a different location for the incident.

  4. In the Type field, select a new incident type.

  5. In the SubType field, select a new incident subType.

  6. Click UPDATE.

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