Library

The Library is used to store reference items like documents and guides which can be securely stored for access all year round.

Overview

You can use the Library register to store procedures, policies, job descriptions, minutes of meetings, plans, references guides, facility guides and anything else that you need to share with your users.

The Library register contains Library Items. There are different types of Library Items for different purposes, the type is known as the Reference Type. You will have the option of choosing what type of you are creating when you add a new Library Item.

Library Items can be for a specific event, or accessible across all events.

Library Items provide the following features:

Ability to manage access to items by saving in the current event, an agency workspace or the global workspace.
Set a review date and assign the item to a position to maintain the record.
Library items are captured simply using free-text subject, description and attachment fields.
Various workflow fields allow you to manage the status, set a review date, assign and tag to aid in management.
Tagging to help manage groups of items to make them quick and easy to find in an emergency.
Library items can be assigned to positions to own and maintain.
Assignment and management of library items are handled by coordinators
Users with permission can to send the library item or a link to the item as a Communication Message.

Types of Library items

The Library register offers different types (sometimes known as schemas or templates) that can be added. To select a different type, under Details select the Reference Type field before proceeding. You will have the option to choose the type of library item to create when adding a new Library item record.

Take care to select the appropriate Reference Type first before creating an Item because it can be difficult to convert between them later.

Type

Summary of use

Document

This is the most general library schema, and most commonly used for general documentation and information sharing.

Geospatial Feature

A flexible information storage record with geospatial (map-based) information, which allows storage of data such as affected area extents, location of key facilities, etc.

Meeting

An agenda and minutes of a meeting, including audio recording and attachments such as photos of whiteboards.

System Text

Help text that appears on public forms pages such as Relief Registration, Offers and Permits. See Special Library Items

Enterprise customers: you may have additional schemas as part of your custom deployment. Consult your enterprise solution guide for details.

Access

To access the Library:

The Library must be enabled for the event
Go on duty with an appropriate role. The Library is available to almost all roles, if you can't access it ask your administrator to check your permissions.

Locate the Library register under Library > Library Items.

Finding Library items

Searching and Filtering

The register includes a number of features to assist in finding Library items:

Datagrid view
Map view
Filters including workflow status, assigned to me, overdue items, types, tags and more.
Combination filters and search by most fields including assignment, status, review date, type and more.

Viewing Library items

Viewing Items

Library items are listed in and searchable via the register Datagrid.

Updating Library items

Editing Items

To edit an existing library record:

Navigate to the Library register
Select the Library item you wish to edit and select the Edit button
Make any necessary changes to the settings (see below).
Save

Library Settings

Library records are divided into the following sections (sections may or may not appear depending on information entered, your permissions level, and what mode you're viewing):

Left Column

Right Column

Content

The Content selection presents the settings for the selected Reference Type.

Refer to the specific Reference Type article for relevant type specific settings:

Document Geospatial Feature System Text

Details

Reference Type

The Type field controls the type of library item and will change the list of fields. The default type is Document which is the most flexible and commonly used type.

To select a different type, under Details select the Reference Type field before proceeding.

Depending on the type selected you will be presented with a different set of fields and options for data entry.

Status

The following workflow applies to library document.

Status

Datagrid Icon

Usage

Current

The document contacts current information

Expired

The document has expired and is no longer current

Review

The document should be reviewed for currency. This status is transitioned automatically whenever a review date is set and becomes due

Delete

The library item is marked as deleted and is no longer current.

Note there is no way to physically delete items in Crisisworks, however you can move the item to an archive event to remove it completely from view.

Assignment

Library records can be assigned to positions or users. The assignee is responsible for maintaining accuracy of the information, and will receive notifications whenever items under their control become ready for review.

Review

Tick the Set a Review Date checkbox and enter a review date. When that date is reached, the record will automatically be set to the Review status and a notification will be sent to users on duty on the assigned position.

Featured

Tick the Featured checkbox to include the document in the "Featured" counter.

Communication

The Library supports the Create a new communication function to Share this record via email or SMS.

This function is only available for certain user types.

For more on this function see Communication.

Updating Library items

Editing Items

When updating Library items:

Make sure to add notes using the yellow Record Notes field, these can be useful as the item is managed.
Workflow should be progressively updated to reflect the current status of the item.

Record Notes

When editing, you can record notes as you make changes to the Library item in this section which will appear in the Activity log.

See Recording Notes

Adding Library items

To add a new library item:

Select the New Library Item button.
Select the schema Type
Enter the Title and add details in the Body of the document.
Upload any Attachments by dragging and dropping files from your computer into the attachments box, or by clicking Add File.
Optionally add Tags to identify the document, and set Is Featured to add the document to the Featured filter.
Select the Event to save the document. By default this will be the currently-selected event, however, you may wish to save the document into the Global Workspace or the Agency Workspace, if the document is to be permanently accessible.
Optionally Assign the record to a Position and set a review date.
Save