first look pro - cadzone.com · eff ectiveness of the incident commander and the fi rst arriv-ing...

FIRST LOOK PROMobile Pre-incident Plan Organizer

© Copyright 2008Th e CAD Zone, Inc. - Beaverton, OR

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First Look Pro -

ContentsFirst Look Pro...1 First Look Pro Map...4Read Th is First!...5 Just Evaluating?...5 Network Setup...5 Before You Insert the CD...5 Install, Th en Set Up...6 Master or Client?...6 Should you Install SQL? ...7 Setting Up Th e Master...8 Setting up Th e Clients...9 Synchronize or Direct?...9 Mobile Computer Clients...11 Desktop Computer Clients...11 Changing Confi guration...13 Need Help?...13Ready, Set, Install!...14 Installing First Look Pro...14 Th e First Run Wizard...14 Start...15 Check List...15 Evaluating or Ready to Go?...16 Synchronization Options...17 Upgrading Version 3 Data...18 Single Setup Options...20 Multiple Computer Setup...21 Master Setup Options...22 New Setup...22 Name Your Dept Database...22 Master Database Password...23 Master is Almost Done!...24 Client Set Up Options...25 Initial Client Database...25 Data Over the Network...26 Searching the Network...28 Sharing Data Options...29

Where to Get Data...31 Be One with Dispatch...31 First Look Pro Map Data...32Th e Quick Tour!...33 Electronic Help...33 Th e Main Screen...34 Th e Pull-Down Menus...35 Navigation Toolbar...36 Occupant Information...37 Inspection Calendar ...38 Locating a Pre-incident Plan...39 Quick Search...40 Th e “Big Notes” button...42 Managing Attachments...43 Diagram Viewing Tools...44 Structure Screen...45 Access Screen...46 H2O Supply Screen...46 HazMat Screen...48 Strategy Screen...51 Contacts Screen...52 Attachments...53Administrator Tools...55 Preferences...55 Screen Text Preferences ...56 General Preferences...56 User Setup...56 Dispatch...57 Policy...58Database Tools...59 Database Management...59 Synchronize...61Summary...65 How To Get Help...65

First Look Pro - Introduction

Introduction to First Look Pro

Welcome to Th e CAD Zone’s First Look Pro™! First Look Pro™ is an exciting database application that lets you organize and locate your Fire Zone diagrams and all your critical pre-fi re plan information. It is specifi cally designed to enhance the eff ectiveness of the Incident Commander and the fi rst arriv-ing units. With just a few keystrokes you can locate the preplan information for any site and see a preview of the associated Fire Zone diagrams, photos, and other documents. First Look Pro lets you instantly have access to the data you need, including:

Incident Location and real time map Building ConstructionBuilding Access Water SupplyHazMat InformationProtection System Strategy and procedure notesContact InformationDiagrams, photos, and associated documents

An intuitive user interface makes it fast and easy to enter pre-fi re, hazmat, and strategy information for each site - you can enter as little or as much data as you want. Anyone in the department can use First Look Pro - no knowledge of databases or soft ware programming is required. Once the information is entered, you can quickly retrieve, view, and modify all of your pre-fi re diagrams and other preplan information.

Your First Look Pro data is based on the Microsoft SQL data-base format, giving you all the power and compatibility of this industry-standard database format. Th is also allows First Look Pro to interpret the call information that comes from your 911 system so your pre-plans are ready to go when you are.

First Look Pro - First Look Pro Map

First Look Pro MapFor years, fi re departments have used First Look Pro to organize and access all their critical pre-incident planning information. But that information is not very helpful until you fi rst fi nd your way to the incident!

Now you can use First Look Pro Map (available separately), with its GPS technology, to show you how to get there and display the progress of your vehicle as you move towards the incident. As your vehicle moves towards the address, you will see the truck symbol move in real time, constantly updating your position on the screen!

First Look Pro Map lets you take advantage of the ESRI map data that is commonly available from county and city GIS departments. Th e First Look Pro Map Designer program lets you modify the map data to show only the layers you want to see. You can change layer colors and line styles. You can even adjust the zoom factor when certain layers are displayed so details like street names don’t come on too early and make your map diffi cult to read.

Once your map data is set up, install First Look Pro Map on all the mobile computers in your apparatus, copy over the modi-fi ed map layer data, and install the GPS receiver (included). You will then be able to look up an address, view a map that shows which location and shows your current location. As you drive, your location on the map is modifi ed in real time so you can always see where you are relative to the incident.

Refer to the separate Map Field Guide for more information on how to use First Look Pro Map.

First Look Pro - Read This First!

READ THIS FIRST!If you don’t read anything else in this manual, read this!

Just Evaluating?If you simply want to evaluate First Look Pro, make sure you have Administrator privileges, install it, and run the program. Aft er the First Run Wizard Checklist screen, you can simply choose “I just want to evaluate the program....” Refer to the section below on Network Setup when you are ready to start using First Look Pro for real pre-planning!

First Look Pro Network SetupIf you intend to use First Look Pro on more than one comput-er, connected by a network, you will want all those computers to have the latest pre-plans. Depending on how each computer is to be used (i.e. editing or just viewing, stationary or mobile) there are diff erent ways to set up First Look Pro.

Before You Insert the CD1) Make sure you have Administrator privileges! If you are

not an Administrator, the Installation Program may not be able to install all of the critical components of First Look Pro. You must have the authority to install applications and to read and write to this folder:

\Documents and Settings\All Users folder. If you’re not sure of your level of authority, see your IT

personnel or System Administrator for help.

2) Read the following sections of this manual! Th ere are a number of decisions that must be made before you install and set up any copies of First Look Pro! It’s critical that you decide which computer will house your master First Look Pro database and how the other computers (called Clients) will share data with that Master. Once you install the program fi les onto each computer and start First Look Pro, the First Run Wizard will appear to help you set up the program.

First Look Pro - FLP Master vs Client

Install, Then Set UpTh e First Look Pro application CD contains a special Installation program that will copy all the required fi les onto your comput-er’s hard disk. Th is includes copying some programs from other companies that are available for free, such as Microsoft ’s SQL Server Express® and Adobe’s Acrobat® Reader. If you are install-ing all of the components, this installation will have several steps and can take some time, so please be patient.

Once the installation is complete, you should see the icon on your desktop for First Look Pro. At this point, you are still not ready to use First Look Pro. Th e fi rst time you try to run it, the “First Run Wizard” appears to guide you through set-up. Th ere are a number of important decisions you will be asked to make as you progress through the First Run Wizard. You can go back and forth through the First Run Wizard as much as you want to change your choices. Th e program set up is not complete until you click the “Done” button on the fi nal screen.

Your First Decision: Master or Client?You will want all the computers on your network that are running First Look Pro to be able to share their pre-plan data. Th is may include multiple desktop computers, laptops, and mobile data terminals. Your fi rst decision is to choose the computer where the First Look Pro Master Database will reside. Th is computer is referred to as the First Look Pro “Master.” Th e other computers running First Look Pro are called “Clients.” Clients can share data with the Master either by connecting directly to it via the network, or by regularly synchronizing their data with it.

You should only have ONE First Look Pro Master!

You are free to add and edit the pre-plans in First Look Pro on either the Master or the Client computers. You can set up each of the Clients to “synchronize” so they periodically send any

First Look Pro - Do You Need To Install SQL?

Do You Need to Install SQL Server Express? Included in the First Look Pro installation is the installation of other programs that are required for First Look Pro to func-tion properly. One application that is normally required is Microsoft ’s SQL Server Express, the database “engine” used by First Look Pro and many other applications. In some special situations you can use First Look Pro on a computer without installing SQL Server Express, so the installation program will give you that option. Here are some guidelines to help you decide if you need to install SQL Server Express when you install First Look Pro:

If you are creating a First Look Pro Master, you MUST install SQL Server Express. If you are creating a First Look Pro Client on a mobile computer, such as a laptop or Mobile Data Terminal (MDT), you MUST install SQL Server Express. If you are creating a First Look Pro Client on a desktop computer that is ALWAYS connected to the network, you may want to connect directly to the Master database (instead of synchronizing your data). Only in this case can you use First Look Pro without installing SQL Server Express.

new or updated information to the Master. Th e Master pushes it back to all the other clients so all the computers on your network have the latest preplans.

Choose where the Master Database will reside. Install and completely set up First Look Pro on that computer FIRST. Import

the initial records for each address, such as from your 911 system, county tax department, or GIS department (see the section below on “Where to Get Data”). Once the Master is set up, you can set up First Look Pro on all of the Clients by replicating the Master’s database to them.

First Look Pro - Setting Up Your FLP Master

Setting Up The MasterTh ere are a few choices to make when you set up your First Look Pro Master. Th is is what you will need to know:

1) Where will you get your data? Do you already have preplans that you want to upgrade from a previous version of First Look Pro, or is this a completely new installation? If you choose “new installation,” First Look Pro is set up with a small, sample database for evaluation purposes. You can delete those records when you are ready to bring in your actual data.

2) If you are upgrading from a previous version of First

Look Pro, you should know where to fi nd the fi le: First Look Pro_control.mdb which is the control fi le for

your old database. Th e First Run Wizard will try to fi nd this fi le automatically, but if this fails, you should know how to fi nd it manually.

3) You will be prompted to enter a Master database pass-word. Th is is used to confi rm that First Look Pro Clients have proper authority to access the Master database. Th is password also prevents unwanted access to your raw data from outside of First Look Pro. Th e Master database password must be a minimum of 6 characters long. Keep your Master database password safe and don’t forget it! To protect the security of your sensitive data, there is no way to determine this password from within First Look Pro. If you ever forget your password, call Th e CAD Zone, at 503-641-0334 for help resetting it.

4) You will be prompted to enter the department name you wish First Look Pro to use. If you are upgrading data from a previous version, the current department name is displayed so you can change it. First Look Pro 4 has no restrictions on the format for the department name, so you may now use spaces in the name.

First Look Pro -

5) Finally, you can review your setup and schedule automat-ic backups of your Master database.

Th e screen titled “You’re almost done!” is the last chance you have to change the set up choices. If you are not satisfi ed with how the Master is set up, click the Back button as many times as needed to change the setup, or click Cancel and start the First Run Wizard again. Once you click “Done” the setup is complete and the database is populated with data – your previous First Look Pro data or, if this is a new installation, a sample database.

Setting up The ClientsAll the computers running First Look Pro 4 on your network that are not the Master are called “Clients.” First Look Pro Clients should only be set up AFTER the First Run Wizard has been completed on the Master. Th ere are several diff er-ent ways to set up Clients, depending on how you want to get their initial data and how you want to connect the Client to the Master so the data stays current.

Synchronize or Direct Connect?One of the major decisions to make when setting up each client is how it will share data with the First Look Pro Master. When changes are made to a preplan, either on the Master computer or one of the Clients, it is important that all the other clients quickly receive the updated information. Th ere are two ways for Clients to be kept up-to-date:

1) Synchronize data with the Master – With this method, the entire First Look Pro database is available on the Client’s local hard disk. Th e Client then shares any changes made to its data with the Master, either by manually starting the synchronization process, or by setting up a scheduled time for the synchronization to occur. Any changes to preplans that were made on the Client since the last time the data

Setting Up FLP Clients

First Look Pro - Clients - Synchronize or Direct Connect?

was synchronized are sent to the Master and incorporated into the Master’s First Look Pro database. Similarly, any changes that were made on the Master, or on other Clients, are pushed down to the Client when the synchronization is performed. Th e data that is exchanged includes all new preplans and edited preplans, with diagrams, photographs, and other attachments.

2) Directly connect to the Master database - With this method there is no data on the Client computer, instead the Client is connected directly to the database that is on the Master computer. Th ere is no need to ever synchro-nize the data because changes made to preplans on the Master computer are instantly available to all Clients that are directly connected. If you have desktop First Look Pro Clients that you want to connect directly to the Master database, it is not necessary to install SQL Server Express on those computers, as discussed above.

So, why would you ever set up a Client to require synchro-nization when it’s possible to directly connect to the Master database? Because a direct connection is completely useless on a mobile computer that has the possibility of being off the network! Suppose you set up a mobile computer in a truck for a direct connection to the Master, but when you go out of the station on a call the network connection is broken? You now have NO PREPLANS! For this reason, we only recom-mend setting up a Client to direct connect if it is a stationary or desktop computer that is always on the network.

First Look Pro - Mobile Computer Clients

Mobile Computer ClientsWhen you are ready to set up a First Look Pro Client on a mobile computer, here is the information you will need:

1) Where will you get your database? You have already set up First Look Pro on your Master computer. Will you replicate (copy) the Master database over the network or will you restore it from a backup fi le that may be on a CD ROM or some other portable memory device?

2) How do you want to identify the First Look Pro Master? You can choose to let the First Run Wizard search your network for every Master, however, if you have a very large network this could take some time. For large departments, you may want to enter the exact computer name or IP Address of the Master. If you want the First Run Wizard to search for all the available Masters, you can select the one you want to use for this Client from a list.

3) How will you share data with the Master? For mobile Clients, ALWAYS choose to synchronize the data.

When the First Run Wizard is complete, open First Look Pro on the new Client and select the Database Tools pull-down menu. Select the Synchronization option and schedule a time for this Client to synchronize its data.

Desktop Computer ClientsTh ere is one more choice to make when setting up a Desktop Client that is always connected to the First Look Pro Master over a network. In this special case, you can select whether to directly connect to the Master Database or to use synchroniza-tion to keep the Client data up-to-date, as described above. If you want to synchronize the data, you set up a desktop Client exactly the same way as a mobile Client. Refer to the section above for more information on how to create that Client set up.

First Look Pro - Desktop Computer Clients

Note, if you previously chose to NOT install SQL Server Express on the Client, then directly connecting to the Master database is the ONLY available option. SQL

Server Express must be installed on the Client computer if you wish to synchronize data with the Master.

If you wish to set up a Desktop Client that is directly connected to the Master, be ready to answer these questions:

1) Where will you get your database? Th is question does not apply since you want to directly connect to a First Look Pro Master database over the network.

2) How do you want to fi nd the First Look Pro Master? You can choose to let the First Run Wizard search your network for every Master, however, if you have a very large network this could take some time. For large departments, you may want to choose to enter the exact computer name or IP Address of the Master.

3) How will you share data with the Master? For a Desktop Client that has SQL Server Express installed, you are given the option of synchronizing with the Master or connecting directly via the network. If you did not install SQL on this computer, it is automatically set up to connect directly to the Master.

4) What is the Master database password? When you choose to directly connect to the Master database, you must provide the password that was used to set up First Look Pro on that Master. Th is is a security precaution to prevent unauthorized access to your critical data.

First Look Pro - Changing the Confi guration

Changing the Confi gurationEven with the best system planning, it will eventually be neces-sary to make changes to your First Look Pro setup. You may get a new computer that you want to become your First Look Pro Master or you may want to add some new mobile Clients.

Th e Database Management and Synchronize tools available in First Look Pro allow you to make many setup changes, such as selecting a new Master and replicating the Master database to a Client. However, some changes, like switching a Client from being directly connected to the Master database to now use synchronization, can only be made by running the complete First Run Wizard again on that computer.

To run the First Run Wizard again:1. Log into First Look Pro as an Administrator (assuming you

have already set up Users).2. Select Edit Mode from the File pull-down menu.3. Select First Look Pro Preferences.4. Select the “Reset First Look Pro” button.

Launch First Look Pro again and complete the First Run Wizard with your new choices.

Need Help?We admit that trying to set up First Look Pro the fi rst time on a large network can leave you scratching your head, especially if you are not familiar with database applications. Hopefully, this manual gives you enough information to help you make the decisions you need to successfully complete the First Run Wizard and start using First Look Pro. If you have additional question or concerns, please call CAD Zone Technical Support at: 503-641-0334. Th is support is available free of charge, Monday through Friday, 8:00 am – 5:00 pm Pacifi c Time.

First Look Pro - Installing First Look Pro

Ready, Set, Install!You’ve read every word of the previous section and you know exactly how you want to set up each First Look Pro computer on your network. Right? Well, even if you’re not completely sure, you should have a good idea of the questions you need to answer before you can complete setting up First Look Pro on your network.

Installing First Look ProTh e next step is to insert the program CD and install First Look Pro. Installation is the process of copying the fi les and required components from the program CD onto the computer’s hard disk. Th e First Look Pro CD contains a special installation program that will do this for you.

When you insert the First Look Pro CD into your CD drive, the installation program should start up automatically. Th ere are several applications and utilities on the CD. A series of screens appear that allow you to choose what you want to install. Refer to the separate Installation instruction sheet if you have ques-tions about the installation program.

We recommend that you install First Look Pro on the computer that will house your Master database fi rst and get it completely set up before you attempt to install onto the Clients.

The First Run WizardOnce you have installed the First Look Pro fi les, you should see the First Look Pro icon on your desktop. When you double-click the icon to launch First Look Pro for the fi rst time it starts the “First Run Wizard.“ Th is wizard consists of a series of screens that walk you through setting up First Look Pro on that computer.

First Look Pro - The First Run Wizard

StartTh e fi rst time you start First Look Pro 4 from the desktop icon, this screen will appear. Click the Start button to begin the First Run Wizard.

Check ListNext, the First Run Wizard will do a check of your system, to ensure that all the First Look Pro, Microsoft .net, and SQL Express Server fi les are properly installed. It also verifi es that your First Look Pro can read and write to the database fi le on your hard drive. If one of these checks fails, you may need to re-install the fi les from the CD, or you may need to adjust your Windows User settings.

Normally, every item should pass the check with the exception of SQL Server Express. During the installation program you can choose to NOT install SQL Server Express. Th is should only be done if you are setting up First Look Pro on a desktop Client, and you are going to directly connect to the Master database. In that case, a note will appear on the Checklist saying that it could not fi nd SQL, but you can continue through the First Run Wizard.

First Look Pro - How to Evaluate First Look Pro

Evaluating or Ready to Go?If you simply want to evaluate First Look Pro to see how it works, choose “I just want to evaluate the program...”. First Look Pro will then be set up in it’s simplest form with a sample data-base of eight records that you can try out.

If you are ready to put First Look Pro to work, choose “I want to perform a complete setup.”

When you are fi nished evaluating First Look Pro, you will want to set up this computer again so it can share data with other computers on your network. To do this, go into Edit mode (select it from the File menu), then select Preferences from the File menu. Click the “Reset First Look Pro” button, exit First Look Pro and start it again. Th is allows you to complete the First Run Wizard again so you can choose diff erent setup options.

First Look Pro - Multiple or Single Installation?

Synchronization OptionsIf you are going to run First Look Pro on multiple computers in your department, you will want to synchronize changes made to the database between them. One of the main purposes of the First Run Wizard is to help you confi gure each computer for synchronization. Th e fi rst step is to specify whether you are performing a multiple installation (you will be sharing First Look Pro data between multiple computers) or a single instal-lation (you will not be sharing data with any other First Look Pro installations).

If you intend to have more than one computer in your depart-ment running First Look Pro, select “Yes... go to multiple install screen”.

First Look Pro - Upgrading From FLP Version 3

Upgrading Your First Look Pro Version 3 DataWhether you choose a single or a multiple installation, you will be given the option to upgrade from First Look Pro Version 3. If you have previously been using First Look Pro 3, your preplans must be converted to work with First Look Pro 4. Version 4 has a completely new SQL database format that now incorporates all your diagrams and images into one database fi le. When you select “Upgrade,” the conversion program will search for all the diagram and image fi les that you attached to your records, according to the fi le path that was stored in Version 3.

If a diagram or image is not being displayed in Version 3, the upgrade program will not be able to incorporate that fi le into your First Look Pro 4 database. Before you upgrade, make sure there are no images like this one being displayed in Version 3. Th is means that diagram or image has been deleted or moved to some other folder and the upgrade program will not be able to fi nd it.

When you choose to upgrade from First Look Pro 3, the fi nal step is to tell the upgrade program where to locate your data. Th e upgrade program tries to fi nd your data fi les automatical-ly and displays that path. If the fi le path shown is not correct, you can browse to the correct location on your hard disk.

Warning: If you are setting up multiple computers, you will ONLY select the Upgrade option for the Master Database.

All the Version 4 Client databases will be created by replicat-ing that data from the Master. If you were to upgrade each Client database, they would all be set up as separate databases and you would not be able to synchronize between them!

First Look Pro - Upgrading From FLP Version 3

If you have made custom changes to your First Look Pro database, the Upgrade program may not be able to successfully

convert the data for use in First Look Pro 4.

If you see notes like this in First Look Pro 4, it means some of the images listed in your version 3 data could not be found. You can locate the image fi les and attach them to the record again in First Look Pro 4.

If you have any problems upgrading your data, please contact CAD Zone Technical Support at 503-641-0334 or email us:

[email protected]

First Look Pro - Single Computer Setup Options

Single Setup OptionsIf you selected “Single Installation” from the Synchroniza-tion Options screen, you can now choose whether to perform a completely new installation, or to upgrade your First Look Pro 3 data. (If you are installing First Look Pro 4 on multiple computers, see that section later in this document.)

If you select “New Installation,” First Look Pro 4 will be installed on your computer with a sample database of just eight records. Th ese records are there so you can see how First Look Pro will look as you enter your own data. Feel free to go into Edit Mode and delete them when you’re ready to get started entering your actual data.

If you have previously been using First Look Pro 3, your infor-mation must be converted to work with First Look Pro 4. See the previous section on Upgrading Your Database, for more information.

First Look Pro - Multiple Computer Setup Options

Multiple Computer Setup OptionsIf you plan to install First Look Pro 4 on multiple computers, the following screens will guide you through how to set them up so they can share, or synchronize, their data. Th e fi rst step is to decide which computer will house your First Look Pro Master database. You will want to install and set up First Look Pro on that computer fi rst. All the other First Look Pro instal-lations in your department will be set up later, as Clients, so they can share information with the Master.

When you choose your Master, it should be the fi rst computer on which you have set up First Look Pro Version 4. You want your Master installation to be on your network server, or on some other computer that can be accessed by all the other First Look Pro Client installations in your department. Any changes to preplans that are made on a Client will be synchronized with this Master. Th ose changes can then be synchronized with all the other Clients so every copy of First Look Pro has the latest information. See the electronic help topic on Synchronization for more information.

First Look Pro - New Master Setup

Master Setup OptionsTh e next step in setting up your First Look Pro Master, is to choose whether you are creating a completely new database or upgrading your data from First Look Pro 3. If you have previ-ously created pre-plans in First Look Pro Version 3 that you want to convert, choose “Upgrade...” as described in the section earlier in this document on upgrading your data.

New SetupIf you have never used First Look Pro before, select New Master Installation. First Look Pro 4 will be installed on your computer with a sample database of eight records. Th ese records are there so you can see how First Look Pro will look as you enter your own data. Feel free to go into Edit Mode and delete them when you’re ready to get started entering your actual data.

Name Your Department DatabaseTh e next screen prompts you to enter a Department Name that First Look Pro will use to separate your department’s records from those of any mutual aid departments you set up. Th is name can be up to 50 characters long and can contain spaces.

First Look Pro - Master Database Password

Create a Master Database PasswordNext, First Look Pro requires that you provide a password for the database and confi rm it. Th is password is used to authorize First Look Pro Clients to connect directly to the database. It also prevents unauthorized access to your data from sources outside of First Look Pro. Th e password must be at least 6 characters long.

First Look Pro - Master Setup Summary

Your Master is Almost Done!Th e fi nal Set Up screen confi rms how First Look Pro 4 will be confi gured on this computer, based on the choices you have made so far.

Keep your Master database password safe and don’t forget it! To protect the security of your sensitive data, there is no way to determine this password from

within First Look Pro. If you ever forget your password, call Th e CAD Zone, at 503-641-0334 for help resetting it.

When you choose to set up a Master database, it is recom-mended that you schedule automatic backups of the database. Click the “Set Backup Schedule” button to schedule backups of the database. Database backups and synchronization can also be scheduled from features on the Database Tools pull-down menu in First Look Pro 4.

Once the Master Set Up is complete, launch First Look Pro and look at your database. If you did an Upgrade from First Look Pro Version 3, you should see all your records, complete with diagrams and images. If some of your attachments did not convert properly to Version 4, refer to the earlier section on Upgrading Your Database for more information.

First Look Pro - Client Setup Options

Client Set Up OptionsOnce your Master First Look Pro is set up and running, you can set up all your Client installations. When you select to set up a Client, you will see this confi rmation screen. It’s critical that your Master installation and setup be complete before you start setting up clients!

Initial Client DatabaseTh e next screens prompt you to choose where to obtain the First Look Pro database for this Client. If this computer has access to your Master over a network, select “Over my network.” If there is no network access, select “From a backup.” If you select the Backup method, you are then prompted to browse to the location of that First Look Pro database backup, which may be on a CD or a fl ash drive (thumb drive) portable storage device.

First Look Pro - Where To Get the Client’s Data

If your Client and Master computers are networked together, select the Network option for obtaining your First Look Pro data. Th en you are given some choices of how to identify the computer that houses the First Look Pro Master database.

If this computer is not connected to the Master over a network, choose “From a BACKUP...”. In this case, you may have saved a First Look Pro back-up fi le onto a CD, portable hard drive, fl ash drive, or other device. You are then prompted to locate the master backup fi le so that data can be restored to this computer.

Obtaining the Client’s Data Over the NetworkWhen you choose to obtain your data over the network, there are two ways to locate the computer where the First Look Pro Master database resides:

1. Type in the exact computer name or IP address of the Master.

2. Have the First Run Wizard search your entire network and list all available First Look Pro Masters so you can choose the one you want.

First Look Pro - Enter the Master Computer Name

Searching your network is the most convenient way of fi nding a First Look Pro Master, but it may be quite slow if you have a large network of many computers. If you have a large network, select “I know the exact computer name....” and enter it on the following screen.

You can fi nd the exact computer name by going to “My Computer” on the Master and selecting “View system information.”

First Look Pro - Search the Network For Your Master

Select a Master by Searching the NetworkIf you choose to search for a First Look Pro Master, the First Run Wizard performs a search and displays the results on the next screen. Be aware that this search can take a few minutes, depending on how many computers are located on your network.

If there is only one Master shown, you can just click “Select Master” to choose it. If there is more than one, click on the name of the computer on the left that you want to be the Master for this Client, click “Select Master,” then click “Next.”

First Look Pro - Synchronize or Direct Connect?

Sharing Data With the MasterTh e Client you are setting up will get its initial database from the First Look Pro Master you previously identifi ed. Th e next step is to decide how you want the Client database to be kept up-to-date. As discussed earlier, there are two ways to share data between each Client and it’s Master:

1. Periodic synchronization with the Master database2. Direct connection to the Master database over a network.

Th e next screen prompts you to choose one of these methods. Refer to the earlier discussion titled “Read Th is First” for more information on when, and when not, to use a direct connection to the database.

Select the method you want to use for sharing data between your First Look Pro Master and THIS client, and click “Next.”

If you choose to connect directly to the Master database, you are then prompted to enter the Master Database Password. Th is is the password that was entered when you ran the First Run Wizard to set up the First Look Pro Master. If you’re not sure of the password, contact the person who set up your First Look Pro Master!

First Look Pro - Client Setup Summary

Th is screen is your last chance to make changes to the setup before the data is actually copied to this Client. If everything looks correct, click “Get Data from Master.”

Th is causes the Master you chose to be replicated to this Client installation of First Look Pro so they are exactly the same. Depending on how many records you are replicating from the Master, this process can take a few minutes. When the records have all been replicated, the “Get Data” button will change to say “Import Complete click Next to Continue.” Click the Next button to complete the Set Up process.

If the options shown here are not what you intended for this computer, click “Cancel” and you can start the First Run Wizard again from the beginning. You can also click the “Back” button and return to previous screens to change your selections.

First Look Pro - Where To Get Your Data

Where to Get Your DataBefore First Look Pro can be an eff ective tool, it must be fi lled with information about the buildings in your area. It can be a big task to set up a database of occupancy names and addresses, maps, building plans and photographs. You certainly don’t want to type in all that information! Luckily, there are many resourc-es available to give you a head start.

Th e fi rst step is to get a database of building addresses from your 911 dispatch center, county GIS department, tax depart-ment, or planning department. Ask for a database of these addresses in ASCII text format as a .csv fi le (comma separated values). Th e First Look Pro program CD has several utilities on it, including a Data Importer. You can use this Data Importer to import the addresses from the .csv fi le into First Look Pro.

Depending on the size of your district, there may be many thousands of records (addresses). Don’t worry, First Look Pro can handle it. However, some departments choose to limit the number of records by only pre-planning businesses, hospitals, schools, and other critical, buildings.

Be One with DispatchFirst Look Pro is designed for use on mobile computers, like the ones in your department vehicles. Th ese computers are already receiving call information from your 911 system. For many systems, it is possible for First Look Pro to receive the same call information so your pre-plan is loaded and ready to view when you get into the truck.

If you want to make this work, First Look Pro and Dispatch must have exactly the same database of addresses.

Use the First Look Pro Data Importer to bring in the initial building addresses from the Dispatch database, then go into First Look Pro and add your pre-plan information.

First Look Pro - First Look Pro Map Data

First Look Pro Map DataIn order to use First Look Pro Map (available separately), your database records must include latitude and longitude values for each address. Normally a database provided by your dispatch center or GIS department will have this information. If your data does not have latitude and longitude values, First Look Pro has three methods to help you get those values into your database:

1. Th e First Look Pro Address Mapper program is a special web-based application that will go through your entire database and add latitude and longitude values to each record. Th ese values are the ones used by the United States Postal System and they actually locate the postal receptacle (mailbox). If a building does not have a physical mailbox, there may not be geocode data available for it. In that case, you can use Manual Enter mode in Map Designer to record the actual location. To use the Address Mapper, select the Database Tools pull-down menu, select “GPS Coordinates,” then select “USPS Data.”

2. A special Geocode Importer utility is included in First Look Pro that allows you to import latitude and longitude values from a database fi le. You should be able to obtain this type of fi le in .csv format (comma separated values) from your GIS department. Th e Importer matches each address in the GIS fi le with the corresponding record in First Look Pro and adds the geocode data. For this to work properly the addresses in the GIS fi le must match those in First Look Pro exactly! To use the Geocode Importer, select the Database Tools pull-down menu, select “GPS Coordinates,” then select “From File.”

3. Th e Map Designer portion of First Look Pro has a special feature that lets you manually capture the latitude and longitude of any location by clicking it on the map. To use it, select “Verify Latitude and Longitude” from the File pull-down menu of Map Designer.

First Look Pro - Using the Electronic Help

Electronic HelpA comprehensive Help system is installed on your computer with First Look Pro. It contains information on how to set up your database and a step-by-step tutorial. To view the Help from First Look Pro:

1. Launch the First Look Pro program.2. Select the Help pull-down menu.3. Select “First Look Pro Help” from the menu.

Th is launches your web browser and opens the help system. If you have a pop-up blocker you may get a message from your web browser stating that some content has been blocked. Th is is a standard Windows security feature and does not mean there is any risk associated with using First Look Pro’s Help.

The Quick Tour!On this and the following pages you will fi nd a short tour of First Look Pro. Th is tour is designed to get you familiar with the basic tools and concepts needed to use the program eff ectively.

Simply click on the yellow bar near the top of your browser and select “Allow Blocked Content.”

Click on this yellow bar and select “Allow blocked content”

First Look Pro - Main Program Screen

The Main ScreenUpon opening the program, the main First Look Pro screen appears, ready for you to view your pre-plans. Th e buttons on the left side of the screen bring up forms where you enter additional details about the building, such as Structure, Access, H20, and so on. Th e right-side of the screen displays diagrams, photographs, and links to other types of documents that have been attached to this pre-plan.

From the File menu you can choose the program mode:Edit Mode - allows you to create and edit your occupant

records. You also attach diagrams, photos, and other vital documents to your records. Use the Preferences option on the File menu to establish Users and passwords that are required before a user can enter Edit mode.

View Mode - Allows you to view and print a record, but does not allow you to modify the record in any way. Th is mode is ideal for use on a vehicle where you need to fi nd informa-tion fast, but you aren’t making changes.

Program Mode Indicator - Indicates whether you are in View or Edit mode.

First Look Pro - Pull-down Menus

The Pull-Down MenusTh e Pull-Down Menus, along the top of the screen, have diff erent commands, depending on whether the user who is currently logged in has administrator privileges. A user must be authorized as an administrator in order to have access to Edit Mode, including program Preferences and the Database Management Tools.

To set up users and their level of authority, select “Preferences” from the File Menu and then select “Users.”

Make sure the fi rst user you set up is an administrator!

Users who are not set up as an administrator have access to these features:

File Menu – In this case, the File Menu is restricted to Select Mutual Aid and Switch to Edit Mode. If you select Edit Mode, you are prompted to login as another user that has administrator privileges.

Search Menu – Th is menu has options to Select Saved Search-es (groups of records that have been saved with the Search By Example method) and open the Query Builder for creat-ing advanced queries of your database.

Help Menu – From the Help Menu you can launch the First Look Pro Help system, view tutorial movies, open a sample inspection form, license your program, and login as another user.

First Look Pro - Navigation Toolbar

Navigation ToolbarTh e Records Navigation Toolbar off ers a quick way to move between diff erent database records, switch from View to Edit mode, and bring up First Look Pro Map. As with the menus, the available navigation choices depend on whether you are in View or Edit mode.

Arrows on the buttons indicate the direction of movement with the database.

Mode Indicator - Shows whether you are in Edit Mode or View Mode. Click it to change modes.

Map - If you are using First Look Pro Map, click this button to display the map for the current Occupant.

Users who are set up as an administrator have access to all of the above features, and have the ability to make changes to the database and to First Look Pro:

File Menu – Administrators have the additional abilities to Switch to Edit Mode, Switch to Police Mode, modify First Look Pro Preferences.

Search Menu – Th is menu is the same for all users.

Database Tools – Th is menu is only available to adminis-trators. It contains features for Database Management (Defragment, Backup, and Schedule Backups), Mutual Aid Management (Import and Delete Mutual Aid records, and Take Ownership of records), Synchronize (Manual Synch, Schedule, and Set Up), and Verify Addresses which can be used to add GPS data to your records, as required by First Look Pro Map.

Help Menu – Th is menu is the same for all users.

First Look Pro - Occupant Information

Occupant Information FieldsIn Edit Mode, use the New button to create a new preplan record. Click in each fi eld and enter the appropriate informa-tion. You don’t have to fi ll in every fi eld, but you must fi ll in at least the occupant name and pre-plan ID fi elds. Th ese are required fi elds. When you are fi nished fi lling in the fi elds, click the Save icon and the new pre-incident plan will be added to your database.

Ideally, you can import this basic Occupant information (address and occupant name) for each building from your 911 Dispatch system, GIS department, or some other source. See the previous section on Where to Get Data for more ideas on how to get this basic information into First Look Pro.

First - Moves to the fi rst record of the database.Previous - Moves one record at a time toward the fi rst record

of the database.Next - moves one record at a time towards the end of the

database.Last - Moves to the last record in the database.Print - Allows you to print information about this Occupant.Search - Displays the Search dialog box so you can search for

other records.New - Allows you to create a new occupant record. (Only

available in Edit Mode)Save - Saves any changes made to the current record. (Only

available in Edit Mode)Delete - Deletes the current record. (Only in Edit Mode)

First Look Pro - Last Inspection Date

The Last Inspection Calendar Use the Last Inspection Field to enter the date when this building was last inspected. In Edit mode:

Click the down-arrow at the right of the Last Inspection fi eld in the Occupant section. A pop-up calendar appears on the screen.

Click the date selection arrows to change the month. Click the desired day in the calendar.

Th e date selected from the calendar appears in the Last Inspection fi eld. If you wish to remove the date completely, click the No Date button.

Last Inspection Calendar

Decreases date by one month.

Advances date by one month.

Click desired day on the calendar.

No Date Icon

First Look Pro - Searching For Pre-plans

Locating a Pre-incident PlanTh e Search feature has several options to help you quickly locate a particular occupant record, or group of records. Th e Search command can be used to perform a “Quick Search,” a “Search By Example,” or an “Advanced Search” of your preplans. A Quick Search just takes a couple of clicks to fi nd a record. Th e Advanced Search is a powerful tool for locating a group of records, but it may be more diffi cult for some users to learn.

Start a Search by clicking the binoculars icon on the main toolbar, or click one of the Search icons next to the Occupant, ID, or Address 1 fi elds. Th e Search icons next to each of these fi elds bring up the same Search dialog box, it is just already set to search on that particular fi eld, i.e. Occupant, ID, or Address 1. If you use the Search icon from the main toolbar, use the “Search/Sort by” drop-down menu on the upper-right of the list to choose which fi eld you want to search.

Two methods of searching are available using the Quick Search and Search By Example options: “Starts With” and “Contains.” When you select the “Starts With” method, typing in the search box moves the cursor (highlight bar) to the fi rst record on the list where the selected search fi eld starts with the letters typed. When you select the “Contains” method, the search is narrowed as you type letters into the search fi eld. With each new letter you enter, the cursor moves to the fi rst record which contains those letters. Clicking “Next” automatically scrolls to the next record that contains the letters you entered.

Search for a Record

First Look Pro - Doing a Quick Search

Quick SearchTh e simplest way to search for a record is to select the Quick Search. As an example, let’s use this type of search to locate the record for Jenny’s Pizza:

1. Select “Quick Search”

2. Click the “Starts With” radio button to choose this method as the Search Type. Th e other option is “Contains.”

3. Use the Search/Sort By drop-down list to select which fi eld you want to search, the Occupant fi eld in this example:

4. Click in the Search text fi eld and type: jen

First Look Pro - Advanced Search vs Quick Search

With each letter you type, the search is narrowed to fi nd the fi eld that starts with those letters. Th e highlight cursor moves to the fi rst record whose Occupant fi eld starts with j, then je, then jen, and so on. If needed, you can also use the scroll bar and arrows on the right of the list to see additional records contain-ing the keyword.

Th e “Advanced Search” method provides more fl exibility, espe-cially when searching for a set of records that meet a certain criteria. You can combine logical conditions, such as “is equal to,” “is like,” and “is greater than,” to fi nd exactly the records you want. For example, suppose you want to fi nd all the schools that are on Norfolk St or Ave. Th is image shows how you set up this Advanced Search.

5. When the desired record is highlighted, click the OK button press the Enter key, or double-click the desired record in the list to open it.

First Look Pro - Formatting Notes

Th e “is like” condition fi nds records where that fi eld contains the specifi ed value. Th is search will return all records with the word “school” contained in the Occupant fi eld AND the word “norfolk” contained in the Address 1 fi eld. Refer to the electron-ic Help for more information on how to refi ne your searches with Advanced Search.

You can also save the results of Search by Example and Advanced Search so those particular records can be recalled again quickly. You must choose to Preview the records fi rst, then select “Save As” and give your set of records a name. To recall those records, select the Search pull-down menu and select “Saved Searches.” From here, you can quickly recall any of the record sets you have previously saved.

The “Big Notes” buttonMost of the Pre-Fire Information screens contain a “Notes” fi eld for entering in addi-tional information. Clicking any of the “Big Notes” magnifying glass icons causes the notes window on that screen to be maximized, with the notes displayed in a larger reading area.

Once maximized, a new toolbar appears at the top of the Notes window which has several text formatting options. You can select options such as the font, font size, and color and have them apply to any new text that you type. You can also select existing text by holding down your mouse button as you swipe over it, then choose a formatting option to apply.Click the “Save and Close” button in the upper-left of the

“Big Notes”Icon

Th e Saved Search actually saves the records, not the “query” that was used to fi nd them.

If records are added to the database that may change the Search results, be sure to create a new Search and save it again.

First Look Pro - Attaching Diagrams & Documents

window to save the changes to your note and return to the standard First Look Pro screen.

Managing AttachmentsTh e attachments section is where you tell First Look Pro which diagrams, photos, and other fi les are associated with each occupant.

Attachment fi lename

Attachment notes

Update attachment

button

Viewing tools

Diagram Preview window

First Look Pro - Fire Zone Diagram Viewing Tools

Diagram Viewing ToolsWhile you can attach all types of fi les to your preplans, First Look Pro is designed to work seamlessly with Th e Fire Zone. When you attach a Fire Zone .czd diagram fi le, a set of Fire Zone viewing tools are available above the diagram preview window. Here they are, listed in order:

Zoom Window - Th is command allows you to select a portion of the drawing and enlarge it to fi ll the preview window.

Zoom All - Th is fi ts the entire diagram in the preview window.

Refresh - Th is command redraws the preview window.

Pan - Lets you drag your drawing about the preview window, without changing the magnifi cation.

Launch Viewer - Use this command to open the diagram in the Diagram Viewer program (included with First Look Pro).

Launch Fire Zone - Use this command to open the diagram in Th e Fire Zone drawing program. Th is command is only available if Fire Zone is installed on this computer.

Update - Use this command to re-attach a fi le that has been modifi ed so the First Look Pro database contains the most recent information.

Pre-Incident Information ScreensTh ere are seven buttons on the left of the main screen that bring up detailed information about the occupant. Each of the detail screens are optional, you choose how much information you want to enter for each occupancy.

First Look Pro - The Structure Information Screen

Structure ScreenUse this screen to display structural information about the occupancy. Th e required fi re fl ow volume is calculated for you, based on the dimensions you enter.

In Preferences (located on the File pull-down menu), you can choose from the Iowa State University Fire Flow Method, or the National Fire Academy Formula.

Th e Structure Information Screen

If you see a red light displayed to the left of the information screen buttons (i.e. Access, H2O, Protection, and so on), it means there are more details available on that screen. Th e red lights tell you where to look when you need information fast!

First Look Pro - The Access Information Screen

Access ScreenUse the Access screen to display infor-mation about how to gain access to the building, location of the lock box, annunciator panel, and so on.

Th e Access Information Screen

H2O Supply ScreenUse this screen to show all the hydrant locations for this building. You can enter as many hydrant sources as you wish. You may also enter a fl ow in GPM, a pipe diameter, and notes for each entry.

When you are in Edit mode, the Water Supply screen shows one hydrant at a time, along with the associated details. Th ere is a navigation bar that allows you to move between the hydrant records. Click the “New Record” button to add another hydrant. Th ere is also a “Change Order” button so you can change the order in which the hydrants are listed in View mode. Th is lets you put the best water source for this occu-pancy at the top of the list.

First Look Pro - The Water Supply Information Screen

While in View Mode, click on any item in the table to see it’s related information displayed below.

Th e H2O Information Screen in View Mode

Th e H2O Information Screen in Edit Mode

Th e View Mode screen shows a summary of all the hydrant records in a tabular format. When you click on one of the items in the table, the pipe diameter and associated notes are displayed below.

First Look Pro - The Protection Information Screen

Protection Screen Use this screen to list the types of sprinklers, the location of the FDC and standpipe, and to enter the shut-off locations for Gas, Electrical, and Water supply for this occupancy.

Th e Protection Information Screen

HazMat ScreenUse this screen to list any hazardous materials stored at the site along with details of their location, quantity, and other notes. You can enter as many hazmat items as you wish.

When you are in Edit mode, the HazMat screen shows one material at a time, along with the associated details. Th ere is a navigation bar that allows you to move between the hazmat records. Th ere is also a “Change Order” button so you can change the order in which the materials are listed in View mode. Th is lets you put the most important materials for this occupancy at the top of the list.

First Look Pro - The HazMat Information Screen

Too add a hazardous material, go into Edit Mode, bring up the HazMat screen, and click the “New Record” button. You can either type in the name of the material or you can click the “HazMat Type” button and select a material from the DOT Emergency Response Guidebook. If you select it from the Guidebook, the standard DOT ID number and Guide number are added to your preplan.

Th e button in the upper-left of the HazMat screen will be disabled (grayed-out) unless you have the hazmat program “Cameo” installed. If you are using Cameo, you can launch it by clicking this button in First Look Pro.

In either Edit Mode or View Mode, click the “Guide #” button to view the information for this material in the DOT Guide-book. Red lights are displayed for materials that react with water (H2O/React) and for materials that have a specifi ed Isolate/Protection Distance (I/PD). A red light in First Look Pro always alerts you to look for further information.

Th e HazMat Screen in Edit Mode

First Look Pro - The DOT ERG Guidebook

Th e HazMat Information Screen in View Mode

Th e View Mode screen shows a summary of all the HazMat records in a tabular format. Click on any HazMat item in the table to see the details for that item below. Click on the “Guide #” button to display the DOT Guidebook information for that material.

In this example, the red light shows that this material (magne-sium phosphide) is reactive with water.

Th e DOT Emergency Response Guidebook,as accessed from First Look Pro

First Look Pro - The Strategy Information Screen

Strategy ScreenUse this screen to enter strategy infor-mation for the Incident Commander. Click the “Big Notes” magnifying glass icon to display the notes in a larger reading window, and to use text formatting options. Th e maximized Notes window can be reduced to it’s origi-nal size by clicking the “Minimize Arrow” icon located in the upper-left corner of the maximized notes window.

Th e Strategy Information Screen

First Look Pro - The Contacts Information Screen

Contacts ScreenUse this screen to enter phone and pager numbers for contacts related to the occupancy. You can enter as many names and numbers as you wish.

Just like the H2O and HazMat screens, the Edit and View screens are formatted diff erently for Contacts. In Edit Mode, you add or change one contact at a time. In View Mode, all of the Contacts are shown in a tabular format. Click on any Contact in the table to see the related information below.

Th e Contacts Information Screen in View Mode

First Look Pro - The Attachments Panel

AttachmentsFirst Look Pro 4 allows you to attach essentially any type of fi le to your pre-plan records. You can browse to attach fi les located anywhere on your local computer, or across your network. You can attach as many diagrams, photographs, and other documents as you want to each pre-plan. Use the navigation buttons (arrows) above the attachment panel to scroll through all the attachments.

Most types of graph-ics fi les that can be attached, such as Fire Zone .CZD fi les, .jpg fi les, and Visio® diagrams are displayed in the lower-right preview window. For Fire Zone diagrams, you can use the Zoom buttons (above the preview window) to perform a Zoom Window, Zoom All, Refresh, or Pan of the drawing.

Th e two buttons on the right are for users who have created pre-plan diagrams in Th e Fire Zone. Use these buttons to launch the CAD Zone Viewer or Th e Fire Zone with the current diagram. Th e Attachments Panel

First Look Pro - Adding Attachments

Click the green arrow in the upper-left corner of the preview window to expand the view of the image to the full screen. From this window you can change the view of the display and print the image.

To attach a fi le to a pre-plan, go into Edit Mode and click the “New Record” button that is above the Attachment panel.

Besides diagrams and images, you can also attach other types of fi les, such as Microsoft ® Word .doc and Adobe Acrobat® .pdf. Th ese are displayed with a box you click which launches the program and opens the fi le automatically.

Th is brings up a dialog box that allows you to select the type of fi le to attach, as shown below, then you browse to select the desired fi le.

First Look Pro - Program Preferences

Administrator ToolsTh ere are a number of important features in First Look Pro which the database administrator can use to change program options, set up user passwords, back up the database, set up data synchronization between computers, share pre-plans with mutual aid departments, and much more. We will briefl y intro-duce some of these features here. Refer to the electronic help for extensive information on each feature.

PreferencesOnce you complete the First Run Wizard and launch First Look Pro, there are a number of program defaults and options you can set to customize how First Look Pro functions. To bring up the Preferences screen:

1. From the File pull-down menu, select “Switch to Edit Mode” or click on the “View Mode” button.

2. In Edit mode, select the File pull-down menu again.3. Select “Preferences.”

First Look Pro Preferences - click the buttons at the top to see the diff erent categories of options available.

First Look Pro - General Preferences & Screen Text

General PreferencesTh is is where you enter a default city, state, and zip code to be used on new records, change the fi re fl ow method, prompting options (such as whether to require confi rmation if a record is deleted), and default search options.

User SetupSelect “Users” to see the options for setting up First Look Pro Users. In order to edit preplans and change Preferences, a user must be designated as an Administrator.

Many departments prefer to use the mode “View Mode always accessible” on their mobile computers, so anyone can view the pre-plans without fi rst having to log in.

Screen Text Preferences Th is feature allows you to change many of the labels used throughout the First Look Pro screens. A large list of items, such as fi eld labels and button labels, is displayed in a table. Any of the items that list a value for “Text” or “ToolTip” can be customized. For example, suppose you would prefer to use “Business” on the main screen, instead of “Occupant.” Scroll through the list to the Description “lblOccupant,” click in the Text box and replace the word Occupant with Business. Save your changes and restart First Look Pro to see the new label.

First Look Pro - Communicating with Dispatch

Th e Main screen with the occupant fi eld labelchanged to “Business

DispatchDepending on which Dispatch (911) system you use, it may be possible for First Look Pro to obtain the address information automatically when a call is received by the mobile computer. Th is means First Look Pro can fi nd the preplan and display it automatically without you having to search for it.

To set this up, go to the Dispatch section of the Preferences screen and confi gure First Look Pro by selecting the desired Dispatch system from the list. Next, type in the fi lename and path, or browse to the fi le, where the Dispatch system saves the address of the incident whenever a call is sent to the mobile computer. Other options in Preferences let you choose whether to display the pre-plan information or the First Look Pro map fi rst when a call comes in.

First Look Pro - Making Fields Required

We are always making First Look Pro compatible with new Dispatch systems and adding them to the list shown in Prefer-ences. If you don’t see the name of your 911 system in the list, have your Dispatch company contact Th e CAD Zone to see how easy it is to become compatible with First Look Pro.

When Dispatch sends a call to a mobile computer, First Look Pro can only fi nd the preplan for that location if the addresses in the 911 system and First

Look Pro are exactly the same! In other words, you must start your First Look Pro database by importing the addresses from your Dispatch system. See the section above on “Where to Get Data,” or call Th e CAD Zone, for more information.

PolicySome users wish to have certain information required for each pre-plan. Th e Occupant name and Preplan ID are always required. Th e “Policy” section of Preferences lets you make additional fi elds required from the basic Occupant information, such as Address 1, Address 2, City, State, Zip, Map Page, Last Inspection Date, and Notes.

Creating Required Fields with Preferences

First Look Pro - Database Management Tools

Database ToolsFrom Edit Mode you can access the “Database Tools” pull-down menu. It has a number of important features for maintaining your database, importing GPS coordinates, manag-ing mutual aid data, setting up and performing synchronization between computers, and managing attachments.

We’ll introduce the Database Management and Synchronize tools here. For information on the other Database tools, refer to the electronic Help.

Database ManagementTh e Database Management tools let you perform database maintenance such as Defragment, Backup, and Restore.

Defragment - You may want to defragment your database occasionally to increase performance, especially if you have added or deleted a large number of records. Th is rebuilds all the indexes for the First Look Pro tables and shrinks the database fi le. To perform this maintenance, go to each computer in your department that is runing First Look Pro and Select “Defrag-ment” from the Database Management screen.

First Look Pro - Scheduling Database Backups

Backup - It’s critical that you backup your data frequently to protect you from possible computer failures or data corruption. You may want to only back up your Master First Look Pro data, or you may choose to back up the Clients as well. Th ere are two ways to backup your data - click the “Backup” button on the Database Management screen, or select “Schedule Backup” and set up the data to be backed up automatically at the same time each day.

To automatically perform backups, select the “Schedule Backup” button from the top of the Database Management screen. Fill in the form to select the days you wish this computer to be backed up, the time, the location for the fi le, and the number of backup fi les to save before over-writing them. As a fi nal step, click the check-box to say “Enable Scheduled Backups”. Repeat this step on each computer whose database you want to back up.

First Look Pro’s automatic backups are scheduled using the Windows “Scheduled Tasks” feature that is available in the Windows Control Panel. For security reasons, this program requires that you enter the Windows password for the computer on which you are scheduling the backup. Th is is the password you use to log on to Windows (not your First Look Pro password).

First Look Pro - Synchronize Your Data

Restore - If you are setting up a new computer, or if a computer’s data somehow becomes corrupted, an easy way to completely replace the First Look Pro database is to Restore the data that was previously saved to a backup fi le. Th is completely wipes out any First Look Pro data that was previously on that computer and replaces it with the data from the computer where the backup was performed.

To perform a Restore, fi rst browse to the location of the backup fi le you wish to restore, whether on the network, a CD Rom, or other location. Th en click the Restore button. Because this operation can not be reversed, you are asked to confi rm that you really want to replace the existing database.

SynchronizeSynchronization is the process of matching up two or more databases to make them the same. In First Look Pro, synchro-nization is always established on the Client. If a large number of changes have been made to the data, you can synchronize a particular Client manually, or you can set up a schedule for it to happen automatically.

Do not edit the same preplan on more than one computer! If you do, the older changed record will be replaced with the newer changes. Th e most recent changes always “win.”

First Look Pro - Keep Up-To-Date By Synchronizing

To synchronize First Look Pro Client manually:

1. Select “Synchronize” from the Database Tools menu (you must be in Edit Mode)

2. If the Manual Synchronization screen is not displayed, click the “Manual” button at the top of the screen.

3. Click the “Get Changed Records” button to display a list of all preplans that have been changed since the last time you synchronized this Client.

4. Verify that these are the records you want to synchronize and click “Synchronize Selected” at the bottom-right of the screen.

To automatically synchronize a Client, select the “Schedule” button from the top of the Synchronization Management screen. Fill in the form to select the days you wish this computer to be synchronized and the time. If you are using First Look Pro Map, you can also choose whether you want to synchronize the map layer fi les each time. Since map layers are usually very large fi les, it can take signifi cantly more time to synchronize them. You may want to only select this option if there have been changes to the map layer fi les.

Manually synchronize a Client’s data from this screen.

First Look Pro - Scheduling Synchronization

Schedule Clients to synchronize automatically from this screen.

As a fi nal step, click the check-box to say “Enable Scheduled Synchronization”. Repeat this step on each Client computer whose database you want to synchronize.

Th e Setup portion of Synchronization Management allows you to change critical aspects of the First Look Pro Master-Client relationships across your network. You can choose to make a computer that is currently a Client into a Master or you can select a diff erent Master. You can also choose to Replicate (copy) a Master’s database to this Client, completely wiping out the old database.

First Look Pro - Making Setup Changes

Be especially careful when selecting any of the options on the Synchronization Management Setup screen! Changing the Master/Client relationships can seriously

impact how First Look Pro functions on your network!

Aft er completing the First Run Wizard, you should have already set up each of your computers to be either the First Look Pro Master or one of the Clients.Th e options on the Setup screen let you change the choices you made.

For example, suppose you purchased a new computer that you now want to make into your First Look Pro Master. You could use the First Run Wizard to fi rst make that computer a Client, replicate the current Master’s database, then go into Synchro-nization Management - Setup on the new computer and select “Make Master.” Th e fi nal step is to go to the old Master and each of the Clients and use “Select Master” to select the new computer as their Master for synchronization.

Another way to make some of the same changes available on the Setup screen is to complete the First Run Wizard again on a computer and give it a competely new database. From the File pull-down menu (in Edit Mode), select Preferences and click “Reset First Look Pro” and confi rm that this is really what you want to do. Close First Look Pro and launch it again to start the First Run Wizard from the beginning.

First Look Pro - Call Us For Help!

SummaryTh is Quick Tour introduced you to the basic features of First Look Pro. Th is should help you get started creating and editing your own pre-plans. We also introduced some of the Administrator tools, such as First Look Pro Preferences, Database Management, and Synchronization Management. For even more information about the program’s features, you can review the extensive electronic help and movies.

For more help with First Look Pro, call CAD Zone technical support at (503) 641-0334.