# Library ## 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](#details) select a [Reference Type](#reference-type) before proceeding. You will have the option to choose the type of library item to create when adding a new *Library item* record. {% hint style="info" %} Take care to select the appropriate Reference Type first before creating an Item because it can be difficult to convert between them later. {% endhint %}

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

{% hint style="info" %} Enterprise customers: you may have additional schemas as part of your custom deployment. Consult your enterprise solution guide for details. {% endhint %} ### Access To access the Library: 1. [Go on duty](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/working-with-events#setting-your-duties-for-events) with an [Operations position](https://docs.cw.crisisworks.com/operations#positions). If you can't access it after doing this, contact your System Administrator (Requests must be enabled within the current event). 2. Navigate to:\ Library → Library Items

Location of Library module and Library Items register in the menu

### Setup and Configuration To enable the Library module, you need to [add the Library Item register to the Event](https://docs.cw.crisisworks.com/system-administration/managing-events#registers), along with [Operations positions](https://docs.cw.crisisworks.com/operations#information-editinganexistinginformationitem). Most Operations positions support management of Library items. In addition, [security policies](#security-policies) for Library items, can be assigned to any position. You can set up Workspaces for secure access areas restricted to specific positions [using the Document type with Global Events](https://docs.cw.crisisworks.com/modules/document#workspaces). #### Security Policies Refer to: [Positions: Security Policies](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/positions#security-policies)

Security Policy explanations

The following security policies apply to Information:

Security Policy	Use
Library Access	Read only access to library items in involved events.
Library Officer	Full read/write access to library items in involved events

Security Policy

Use

Library Access

Read only access to library items in involved events.

Library Officer

Full read/write access to library items in involved events

## Finding Library items {% content-ref url="../concepts-and-fundamentals/on-a-computer/searching-filtering-and-querying-registers" %} [searching-filtering-and-querying-registers](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/searching-filtering-and-querying-registers) {% endcontent-ref %} The register includes a number of features to assist in finding Library items: * [Datagrid](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid#data-grid-view) view * [Map](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid#map-view) 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 {% content-ref url="../concepts-and-fundamentals/on-a-computer/using-the-datagrid/viewing-items" %} [viewing-items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/viewing-items) {% endcontent-ref %} Library items are listed in and searchable via the register [Datagrid](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid#data-grid-view).

## Updating Library items {% content-ref url="../concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items" %} [editing-items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items) {% endcontent-ref %} To edit an existing library record: 1. Navigate to the Library register 2. Select the Library item you wish to edit and select the Edit button

3. Make any necessary changes to the settings (see below). 4. 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 | | ----------------------------- | --------------------------------- | | [Record Notes](#record-notes) | [Details](#details) | | [Content](#content) | [Communication](#communication) | | | [Classification](#classification) | ### Content The Content selection presents the settings for the selected [Reference Type](#types). Refer to the specific Reference Type article for relevant type specific settings: {% content-ref url="library/document" %} [document](https://docs.cw.crisisworks.com/modules/library/document) {% endcontent-ref %} {% content-ref url="library/geospatial-feature" %} [geospatial-feature](https://docs.cw.crisisworks.com/modules/library/geospatial-feature) {% endcontent-ref %} {% content-ref url="library/system-text" %} [system-text](https://docs.cw.crisisworks.com/modules/library/system-text) {% endcontent-ref %} ### Details #### Reference Type The Type field controls the [type of library item](#type) 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](https://docs.cw.crisisworks.com/modules/communication). ### Classification Refer to: [Editing Register Items: Classification](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#classification). ## Updating Library items {% content-ref url="../concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items" %} [editing-items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items) {% endcontent-ref %} When updating Library items: * Make sure to add notes using the yellow [**Record Notes**](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#recording-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](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#recording-notes) ## Adding Library items To add a new library item: 1. Select the **New Library Item**

button. 2. Select the schema [**Type**](#types-of-library-items) 3. Enter the **Title** and add details in the **Body** of the document. 4. Upload any **Attachments** by dragging and dropping files from your computer into the attachments box, or by clicking Add File. 5. Optionally add **Tags** to identify the document, and set **Is Featured** to add the document to the **Featured** filter. 6. 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. 7. Optionally **Assign** the record to a Position and set a review date. 8. Save

## Bulk Actions {% content-ref url="../concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions" %} [bulk-actions](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions) {% endcontent-ref %} The following additional bulk actions can be performed on Library items via the [Actions menu](#bulk-actions). | Action | Description | | ------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Copy IDs | See [Copy IDs](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions#copy-ids) | | Bulk Edit |

See Bulk Edit

Update for multiple Library items: Record Notes, Status

| | Export Selected to Report |

See Export to Report

Generates Library Report

| ## Reports A **Library Documents Report** can be found under the Reports menu. Enter the search term 'library' to find it quickly.