Log Books v.3.30.2023

Collaboration Tools

March 30, 2023

Log Books Tool

The Logbook Tool is a central location where information about an incident or event is recorded.  It is a chronological reproduction of all the important information for the management of the situation concerned. From this tool, information can be copied to other tools such as the request manager to assist in its use.

Navigation

1. To open the Logbook click on the Main Menu > Collaboration > Log Books

The logbook tool consists of two specific types.

1. The Sig Events Logbook: the default Logbook; accessible to all users that have access to the Incident/Event.
2. Position/Organizational Logbooks: accessible to select individuals and whose access is protected. The administrator determines and assigns which users will have access to which logbooks.

In principle, the logbook tool is designed for users to be able to separate the information from their Position/Organizations Logbook from that of which is relevant to the entire Incident or Event. Anything that a user writes into their specific logbook that is determined to be important or relevant, should be copied into the Sig Events Logbook.

Examples of information to add to a Logbook

• Relevant/verified/validated information
• Important information from a multidisciplinary point of view
• Decisions made at different coordination levels
• Information that helps to understand the situation
• Followed up responses to requests or questions

How to Choose Logbook type

• The logbook can be chosen from the drop-down menu at the top of the widget.

Note: If you subsequently make any adjustments in a row, these are only made in the row in which you are working. Not in the copies.

There are 2 information entry methods: Quick Entry & Detailed Entry.

1. Quick Entry

• Choose the logbook.
• Enter the information in the text field and click Enter or "Quick Entry". The text is saved automatically.
• The user can select the type of entry and/or copy to a different logbook. Once done, confirm and enter with the "Quick entry" button.

2. Detailed Entry (has requirements)

To Create New Detailed Entry users must:

1. Click on the Blue "Create New Detailed" button and the
2. Include at least the "Log Entry" text field. 

Additional Fields for a Detailed Log Entry may Include:  

• "Copy To" Field
• "Child Of" Field
• "Link" Field to enter hyperlink.
• Button for adding attachments. Allowed file formats: pdf, doc, docx, xls, xlsx, ppt, pptx, png, jpeg, kml and kmz. An attachment cannot exceed 10MB.
• Location Field- Manual or Mini Map Usage.
• "Reported by": can be used when making an entry for other positions or functions.

Numbering lines logbook

The logbook lines are numbered in chronological order. This simplifies the reference to specific information in the logbook. This numbering is only done in the logbook, not in the widgets.

Other Buttons and Highlighting

• The user can select the row that they desire to be copied/edited/deleted by clicking its coordinating button.
• The copy button is the yellow button, the edit button blue and the delete button is the red button.
• Logbook corrections can only be made by the person who entered the information or the administrator.
• Additional information can be added to a Logbook entry by highlighting the entry.  Once the row is chosen new information added to the “Add New Entry”: field will create a sub-entry linked to the original entry

Copy an Event into Another Incident/Event

• Open the logbook.
• Click on the line to be copied.
• Click on the yellow box "copy to"
• Then select the Incident/Event where the line should go as well as the desired logbook.
• Click on "Save".
• The line is copied in the selected Incident/Event.

Notes:

• The system does not give additional confirmation that the row is copied but does copy the row.
• It is only possible to copy to one other case at a time.
• In the logbook to which you are copying the row, the row is resumed at the time and with the same user data (name and position) as in the logbook from which it was copied.
• There is no specific indication that a line is from another case.

Export a Logbook

• Go to the Logbook tool via menu> collaboration> logbook or via the dashboard and open the widget in a new window.
• You can export the data from the logbook to XLS using the button located at the bottom left of the table.
• Upon clicking on the button located at the bottom left of the table.  button, the Logbook exports to the user's Download file at the bottom of their browser.  
• The user may then name the file and choose its specific location to save it.

Dashboard View, Drag: Transfer of Information

• Click on the line of information.
• Drag the line away from the logbook.
• When the user has successfully grabbed the line, it is highlighted in orange.
• The widget will turn blue when the user has successfully dragged the information over the desired widget.
• Users may then drop the highlighted information into their desired widget.
• This will create a new line item from the source tool. Depending on the widget, a new screen will appear where the information of the dragged line is already completed.