# Information ## Overview An *Information* item is a place to record information you have received that you want to share with your team. The *Information* module provides a way to store and publish a variety of information including messages, reports and assessments. Information can be stored, displayed in a map view, promoted onto the dashboard, and explicitly published by email and SMS to users. Information items store and publish intelligence, and are not directly actionable. If actions are required resulting from the information, [requests](https://docs.cw.crisisworks.com/modules/operations/requests) can be used to assign and track specific work. Examples of Information may include: * Bureau of Meteorology weather warnings and updates * Reports from the field (for example "Tree over Road") * Road blocks, Relief centre locations * Map annotations and features of interest * Announcements and updates ### Types of Information The Information register offers different types of information that can be added (some system configurations may not support all of the available types). You will have the option of choosing what [type](#type) of information you set when adding a new Information record. Each type has a corresponding [filter](#filters) which can be used to easily find all records of that type. {% hint style="info" %} Take care to select the appropriate Type first before creating an Item because it can be difficult to convert between them later. {% endhint %}

Name	Summary of use
Information	The default option, the most general and flexible to use, and most commonly used for general messages and information sharing.
Briefing or Handover	For recording notes of critical information conveyed to personnel in SMEACSQ format
Feature of interest	Used to share important locations. This focusses on the map field, and allows a feature to be identified on the map and named. A map layer for features of interest can be enabled on any map, plus a counter allows for listing all features of interest.
Situation Report	An operational update from a business unit. Used to disseminate regular operations updates. Can be accompanied by a custom template for organisation branding.
Incident Action Plan	The Incident Action Plan uses the SMEACS format to summarise the plan for operations.
Route	For record routes. Field users can track where they've been using GPS while working with the mobile app and synchronise it as a route to the web.

{% hint style="info" %} **Enterprise customers**: you may have additional schemas as part of your custom deployment. Consult your enterprise solution guide for details. {% endhint %} ### Process Users will generally add items by signing and selecting a **Type** based on the kind of information required. It is important to select the Type first as this will determine the data entry options. Information should always have a **Source**, a person ultimately accountable for it, this aims to help prevent misinformation and disinformation from spreading. Information is Active when the **Status** is *Current* or *Review Required*. An expiry date can be set. When it is no longer current, the Status should be changed to *Not Current*. Coordinators assign Information (except routes) to a user for follow up by setting an **Assignee**. They can also **Schedule a Review**. In addition, they can push the Information to the [Dashboard](https://docs.cw.crisisworks.com/modules/dashboard) using **Promote on Dashboard** and even **Share it as an email or SMS** using the integrated [Communication](https://docs.cw.crisisworks.com/modules/communication) module**.** Coordinators can also archive the information by changing information that is *Not Current* to *Closed*. They can also Reopen a Closed item by setting the status to *Reopen* which effectively changes it to *Not Current*.

### Access To access Information: * Information must be enabled within the current event * Sign in with an appropriate role. Information is available to almost all Operations roles, if you can't access it you may need to ask your administrator to check your permissions. Locate the register under **Operations** > **Information** in the menu.

Location of the Information register in the Operations module

### Setup and Configuration To enable Information, Administrators need to add the [Information register](https://docs.cw.crisisworks.com/modules/operations/information/information) to the Event, along with [Operations positions](https://docs.cw.crisisworks.com/modules/operations/..#information-editinganexistinginformationitem). Most Operations positions support management of Information. In addition [security policies](#security-policies) for Information can be assigned to any position. #### 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
Information Basic	Read access to information items within involved events only where the data is assigned to user.
Information Coordination	Can view and edit all information items.
Information Officer	Can view all information items and update own.

Security Policy

Use

Information Basic

Read access to information items within involved events only where the data is assigned to user.

Information Coordination

Can view and edit all information items.

Information Officer

Can view all information items and update own.

## Finding Information {% 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 Information: * [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](#information-editinganexistinginformationitem-1) including workflow and tags * Combination filters and search by most fields

### Filters Filters help make management of Information items easier by focusing on specific groups of items on the datagrid.

Filter menu explanations

The following lists some of the filters and how to use them:

Filter Group	Filter/s	Use
Main	Active	Finds all items except those with a Status of Not Current
	Recently Updated	Finds all items updated in the last 5 days (except those with a Status of Not Current)
	Assigned to Me	Finds all items assigned to your user
	Overdue	Finds all items with an Expires at date that has passed
	All	Finds all items
Special	Important Information	Finds all items marked with a Priority of High
	Promoted on Dashboard	Finds all items with Promote on Dashboard ticked
	Templates	Finds all items with Save this item as a template ticked
Workflow	Current	Finds all items with a Status of Current
	Review Required	Finds all items with a Status of Review Required
	Not Current	Finds all items with a Status of Not Current
	Closed	Finds all items with a Status of Closed
Types	Feature of Interest	Finds all items with a Type of Feature of Interest
	Information	Finds all items with a Type of Information
	Situation Report	Finds all items with a Type of Situation Report
	Incident Action Plan	Finds all items with a Type of Incident Action Plan
	Route	Finds all items with a Type of Route
	Briefing or Handover	Finds all items with a Type of Briefing or Handover
Region	[List is based on your system configuration]*	Finds all items for the Region based on the an item's Classification section
Active tags	[List is based on your system configuration]*	Any tags in use. Refer to: tags
My Assignments	Unassigned	Finds all items that don't have an Assignee set

\* May vary based on your system configuration

## Opening and Viewing Information {% 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 %} When viewing *Information*, sections can be expanded to show information. As each section is completed, new sections may show additional information.

Information item for opening of relief centre

## Settings Information is divided into the following sections (sections may or may not appear depending on what information is entered, your permissions level, and what mode you're viewing): | Left Column | Right Column | | ----------------------------------------- | --------------------------------------------------- | | [Record Notes](#record-notes) | [General](#general) | | [Source & Validity](#source-and-validity) | [Communication](#information-settingareviewdate-1) | | [Type Settings](#type-settings) | [Classification](#information-settingareviewdate-2) | | [Location & Map](#location-and-map) | [Advanced](#information-settingareviewdate-3) | | | [Activity](#activity) | ### Record Notes When editing, record notes in the [rich text field](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#rich-text-fields) as you make changes which will appear in the Activity log. Refer to: [Recording Notes](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#recording-notes) ### Source & Validity This section is available for all type of information except Routes. Information should have a reputable source to help prevent misinformation and disinformation from being recorded in the system and relied upon to make decisions. There are two options for the Source, both use a [Contact](https://docs.cw.crisisworks.com/modules/operations/contacts) record: * **Specify a contact** - someone other than yourself * **Use my details as the source** - if this is used, then your Contact record is attached to the Information

#### Source This section contains details on the source of the information in the form of a [Contact](https://docs.cw.crisisworks.com/modules/operations/contacts) sub-item.

If you are the information source, you can select *Use my details as the source*. Details for the contact can be entered via the edit form including **First Name**, **Last Name**, **Organisation**, **Job Title**, **Primary Phone** and **Primary Email**. #### Contact Type This field indicates whether Contact used as the Source is an Individual or an Organisation. #### Validity The **Valid From** and **Expires at** fields indicate how long the Information is current. By default, it is valid now and never expires, but certain types of information have more specific dates. Dates are entered using the date-time selector. ### Type Settings This section depends on the [Type](#type) selection in the General section. Data is entered differently depending on which type is selected. There are some common fields, for example **Subject** is used for a brief summary and appears in communications and is required to be filled in. Refer to the following guides for instructions on the settings for each type. {% content-ref url="information/information" %} [information](https://docs.cw.crisisworks.com/modules/operations/information/information) {% endcontent-ref %} {% content-ref url="information/briefing-or-handover" %} [briefing-or-handover](https://docs.cw.crisisworks.com/modules/operations/information/briefing-or-handover) {% endcontent-ref %} {% content-ref url="information/feature-of-interest" %} [feature-of-interest](https://docs.cw.crisisworks.com/modules/operations/information/feature-of-interest) {% endcontent-ref %} {% content-ref url="information/incident-action-plan" %} [incident-action-plan](https://docs.cw.crisisworks.com/modules/operations/information/incident-action-plan) {% endcontent-ref %} {% content-ref url="information/situation-report" %} [situation-report](https://docs.cw.crisisworks.com/modules/operations/information/situation-report) {% endcontent-ref %} {% content-ref url="information/route" %} [route](https://docs.cw.crisisworks.com/modules/operations/information/route) {% endcontent-ref %} ### Location & Map The Location & Map records an optional geographical location that the *Information* pertains to. This is displayed on the Register's map view. Use the Asset field and location selector to set the location. Refer to: [Location](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#location) ### General #### Type The Type field controls the [type of information](#types-of-information) and will change the list of fields which can be entered. The default is Information which is the most flexible and commonly used type.

Depending on the type selected you will be presented with a different set of fields and options for data entry. #### Status Refer to: [Status](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid#conceptualoverview-status-priority-and-progress), [Process](#process) This field is used to set the Information's workflow. It controls the overall validity for information items.

Status	Next available steps	Notes
Current	Review Required, Not Current	All new Information begins with this status
Review Required	Current, Not Current	The item needs a review
Not Current	Closed, Current	This information is no longer current
Closed	Reopen	The information is no longer needed

#### Priority This field is used to help indicate information items that are a higher priority than others. The Information Datagrid will indicate this visually. Information has a Normal priority by default. If the priority of a request is set to *High*, then a special counter will appear to track these while they are in an active state. #### Assignee The Assignee indicates which position or person has been tasked with maintaining the *Information*. {% hint style="warning" %} You cannot assign Routes {% endhint %} #### Schedule a Review If you wish to review the record at a pre-set time, check the box **Schedule a review** and **in Next review,** enter a date and time for the review.\ \ ![](https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2FBj2hH2LzKLf9QBPL9ATg%2Fimage.png?alt=media\&token=af0a3bef-e20e-47e8-aa78-358eee17d149) When the review time is reached, if the record is in a *Current status*, it will transition to a *Review Required* status, and a counter will appear on the datagrid. ### Communication #### Promote on dashboard Communication Coordinators can tick this box to add the Information item as an Announcement to the [Dashboard](https://docs.cw.crisisworks.com/modules/dashboard). #### Create a new Communication Communication Coordinators can tick the **Share this record via email or SMS** box to send it in a message. For more on this function refer to: [Communication](https://docs.cw.crisisworks.com/modules/communication).

### Classification Refer to: [Classification](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#classification) ### Advanced Information supports the **Save this item as a template** option for pre-filling items to save time in future. ### Activity Refer to: [Viewing and Opening Register Items: Activity](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/viewing-items#activity) ## Updating Information {% 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 Information items: * Add notes on your edits in the **Record Notes** field * Complete each section of the [Settings](#register-item-settings) as required. Note that some options may open up new sections to complete. {% hint style="info" %} You cannot change the *Type* field that has previously set and saved. {% endhint %} ## Adding Information {% content-ref url="../../concepts-and-fundamentals/on-a-computer/using-the-datagrid/adding-items" %} [adding-items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/adding-items) {% endcontent-ref %} Any [Type of Information](#types) can be manually created. Routes, however, should be created via the [Track My Route](https://docs.cw.crisisworks.com/concepts-and-fundamentals/mobile-app/track-my-route) of the mobile app which synchronises them automatically from the device. To add Information: 1. From the register, in the New item menu select the **New Information**

button (or drop down the list from any other register and select it) 2. Complete each section of the [Settings](#register-item-settings) as required. 1. Carefully select the [Type](#type) first this will open the relevant [Type Settings](#type-settings) form. Do not attempt to change this after adding data. 2. Add a **Subject** 3. Complete additional settings as required 3. 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 via the Actions menu: | Action | Description | | ---------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Copy IDs | Refer to: [Copy IDs](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions#copy-ids) | | Bulk Edit |

Refer to: Bulk Edit
Set the Status, Priority, Assignee, Promote on dashboard and tags

| | Export to Report |

Refer to: Export to Report
Exports to the Information Report

| | Create a Copy | See [Create a Copy](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions#create-a-copy) | ## Reports {% content-ref url="../../system-administration/reporting/running-reports" %} [running-reports](https://docs.cw.crisisworks.com/system-administration/reporting/running-reports) {% endcontent-ref %} The main report for Information is the **Information Report** found in [Operations Reports](https://docs.cw.crisisworks.com/modules/reports/operations-reports).