Incident Distribution Feature

This article describes theThe Incident Distribution feature, whichfeature allows dispatchers to email incident details directly to pre-configured user groups. Its primary purpose is to streamline communication and enable faster response times by eliminating the need to manually copy information to external email clients. This guide is intended for OPSCOMOPS-COM administrators and dispatch personnel.

Setup &and Configuration

Before this feature can be used,utilized, an administrator must create distribution departments. and assign users to them. These departments define the pre-configured recipients for incident emails.emails.

Creating a Distribution Department

1. GoHover toover System Configuration, thenclick Distribution, and clickselect on Departments and Users
   

Creating a New Distribution Department.

• On the Distribution Department Dashboard page, click the List All button beside for Departments. Then click the plus button.

• Click the List All button beside the Departments section.

• Click the Plus button.

• Enter a descriptive name in the Department Name field (e.g., Patrol Group A, Security Supervisors).field. This name will be visible to dispatchers.
  

• Click Save Changes.

Adding a Contact to a DistributionDepartment

Department

1. On

   Navigate to the DistributionDepartments Departmentand DashboardUsers page,page and click the List All button,button but this time forbeside the Users menu.section.

   Then
click

2. Click the plusPlus button,button.

   again.
3. Select

   Click the Department youdrop-down wantmenu and select the group this contact toshould belong to,to.

   and
then
4. add

   Enter the contact information, includingensuring a valid address is placed in the email address.address field.

5. Click Save & Send Invite.

Once you click the button to save and send, this email address will receive an invitation with a link inviting them to view internal incident reports. This is why the email address is required. Contacts who are invited to view distributions are not the same as standard parkers, or admin users.users. They canexist onlystrictly to access the incident distribution module.module, and they receive a specific invitation link to view internal incident reports when you click save and send.

Managing Existing Distribution Groups

1. FromNavigate to the Distribution Group Admin page, you can perform the following actions for any existing group:page.

   • Click the Edit button to modify the Groupgroup Namename or the list of Emailassociated Addresses.email addresses.

   • Click the Delete button to permanently remove a group.group from the system.

Using this Feature

Once distribution groups are configured, dispatchers can quickly send vital incident details directly from an active incident's main information page.

Sending an Incident Email

1. GoNavigate to the Incident Information page for the relevant incident.

2. Click the Email Incident button.button Ato open the distribution pop-up window will appear.window.

3. Click the Select Recipient drop-down menu and choose the appropriate distribution group.

4. Optionally, addEnter any relevant commentsinstructions or instructionscontext in the Comments text box.

5. Click the Send Email button to distribute the information.information to the group.

Key Information inDisplayed

Email

The Theautomated email sent to the distribution group automaticallywill includesextract and display the following key details from the incident report:

• Incident Number

• Location

• Time of Incident

• Description of Incident

• Any optional commentscomments added by the dispatcher

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Best Practices and Considerations

The invitation email looks like this:

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Best Practices & Considerations

• Audit Distribution Groups: Regularly audit your Distributiondistribution Groupsgroups to ensure the email lists are completely up-to-date. Outdated contact information can lead to severely delayed or missed incident notifications.

• Use Intuitive Naming: Create clear and intuitive Groupgroup Names.names. NamesTitles like "Day Shift PatrolPatrol" or "Weekend SupervisorsSupervisors" are much more effective and recognizable for dispatchers than generic names like "Group 11".

• Pre-Notify Contacts: Remember theto send invited Departmentdepartment Contacts/Userscontacts a separate message letting them know about the system,system. soThis ensures they expect the automated invitation and do not accidentally delete your message,message or looselose it in thetheir spam folder.