Important Note: In order to automatically create assets in Incident IQ from FileWave you will need to enable the Create Asset option, as well as have location and models mapped in their respective tabs. Failure to do so can prevent some or all of your assets from importing/updating during scheduled syncs.
Guide Overview
The following guide is designed to give district administrators an overview of the following topics:
- Managing what device data is created, updated, and deleted during FileWave app system syncs
- Setting up model and location mappings
- Reviewing historical system syncs
- Looking up a device’s asset data in the FileWave app
Guide Index
You can use the following links below to quickly navigate to a specific section in this document. To quickly return to this index simply use the “Return to Index” link located at the end of any section.
App Management Introduction
The FileWave app is designed to give school districts the ability to create, manage, and automatically assign assets to students in Incident IQ by utilizing the data stored in FileWave. In addition, integrating Chrome devices into Incident IQ allows you to view an asset’s metadata in one convenient location. This includes basic device information, OS and firmware versions, the installed apps on a device, and other data agents found useful during the course of working a ticket.
When installed, you can access the FileWave app by selecting Incident IQ Apps > Apps Management. This will take you to your Installed Apps page where you can select the Options button to access the FileWave app management.
Overview Tab
The Overview Tab provides you the ability to quickly review the authentication status between Incident IQ and FileWave as well as details concerning the last system sync.
The Sync section allows you to quickly review what occurred during the last scheduled system sync. Clicking on the View Details link will automatically open the last syncs details. Additionally, you can also manually start a sync from here using the Start Sync button.
General Settings Tab
The General Settings Tab allows you to control which devices and device data the FileWave app will create, update, and delete during system syncs.
The Authentication section allows you to quickly determine if your current authentication information is valid and whether or not IIQ can access the devices in FileWave. If your credentials are invalid, you can easily change this information in the Username, Password, and Instance URL fields.
The Mapping section manages what data is created and updated in Incident IQ based on data coming from FileWave. This includes:
- Only Update Custom Fields: Selecting this will automatically update only custom field information in IIQ during syncs to match the information stored in FileWave.
- Create Asset: Selecting this will automatically create assets in IIQ to match any new device discovered in FileWave during a sync.
- Update Asset: Selecting this will automatically update assets in IIQ to match any updates to a device’s data discovered in FileWave during a sync.
- Delete Asset: Selecting this will automatically delete assets in IIQ to match any assets deletions that have occurred in FileWave during a sync.
The Import Options section allows you to control the following options:
- Create Rooms: Selecting this will automatically create a room at the corresponding location if a room does not already exist prior to a sync.
- Update Asset Owner: Selecting this will automatically update owner information in IIQ during syncs to match the asset owner information stored in FileWave.
You can also map any number of values stored in FileWave to data fields within IIQ. This allows you to easily build custom views and export reports based off of the data pulled from your console. When you want to map a custom field, begin by clicking on Add.
This will bring up your field mapping options. From here, you can select the FileWave data field you want to pull into IIQ, as well as if it will map to a default field already in IIQ or create a new custom field instead.
Additionally, you can select the map direction of the custom field. This allows you to only pull data from FileWave to iiQ, write back data from iiQ to FileWave, or establish a connection that pulls data from iiQ and writes data back to FileWave.
Location Mappings Tab
This tab allows you to select or modify your location mappings between IIQ and the FileWave app.
You can choose to automatically assign a device to a default location in Incident IQ if it does not match any location mappings set.
The Custom Mapping Options allows you to choose how you would like devices to map in IIQ. You can choose to match Location Names between the two systems or match locations to specific OUs in FileWave.
When either is selected, you will be presented with a list of locations currently in the system. From here, you can select Auto-Map Location Names to match location names between IIQ and FileWave. Alternatively, you can also manually search for and select your location assignments if needed.
Model Mappings Tab
This tab allows you to select or modify your model mappings between IIQ and the FileWave app.
You can use the Auto-Map Models button to automatically attempt to match models in your list of devices with models that already exist in IIQ.
Alternatively, you can also manually select what model your device should map to using the drop-down menus to the right of each listed device.
If your device will not auto-map and is not available from the drop-down options, then it most likely does not currently exist in IIQ. In this case, simply select the Create New Model button on the right of the device mapping in question to automatically create and activate this model during your data sync.
Sync History Tab
This tab allows you to view your sync history between IIQ and the FileWave app.
Every sync, whether it completed successfully or not, is logged for reference purposes and available for review in the View details of a sync list.
Clicking on any sync, in particular, will open that sync’s details. From here, you can review the full list of what devices were updated, created, deleted, or skipped during the sync. Additionally, you can narrow down your view by using the filter options at the top of the list.
Asset History Tab
The Asset History tab allows you to search for any device’s information currently located in FileWave.
Simply enter in a valid serial number in the Search for asset field to begin your search.
Once you’ve selected a device, you’ll be able to see the following information:
- Asset Tag
- External ID
- Model
- Owner Email
- Serial Number
- Room
Additionally, you’ll also see a list of actions applied to this device during recent system syncs.
Frequently Asked Questions
The following section consists of common questions that users have when installing and setting up the FileWave integration. Please note, if you do not find an issue you are experiencing in this section please contact the Incident IQ Customer Support team for further assistance.
What location should I use for my default location?
If you are unsure of what location you should utilize, we recommend setting the district/central office as your default location. Alternatively, you may also setup an entirely separate location (such as “Unassigned”) to utilize for this purpose as well.
Can I pull room information from FileWave into Incident IQ?
If you are storing room information in FileWave, you can tie this information to assets stored in Incident IQ. This includes the ability to create rooms for any given location if they do not already exist in the system. To do so, you will want to go to the General Settings tab and enable the room number option.
Can I map certain fields in FileWave to default or custom asset fields in Incident IQ?
You can pull in data from FileWave for use in asset filtering and custom view columns in the General Setting tab of the integration app. To set one of these fields up, you will need to begin by clicking on the Add button at the bottom of the Map custom values from fileWave section. From here, you will now need to set the following:
- Select the specific data field in FileWave you want to pull in as a custom field
- Set whether the data only pulls from FileWave to Incident IQ, sends from Incident IQ to FileWave, or flows in both directions (if both, data will push from Incident IQ to FileWave first.)
- Specify if the data should map to a custom field
- And finally, set a field name, select a field type (text, number, or date), and set whether the field information needs to be searchable through filters.
Why are assets not getting created during syncs?
For a sync to create assets automatically, the following options need to be turned on or mapped in app management as detailed in this section of this article:
- The Create asset option must be turned on in the General Settings tab.
- Location mappings, or a default location, must be set in the Location Mappings tab.
- The model of the device must be mapped in the Model Mappings tab.
Please note, if your asset does not have a model associated with it in FileWave, then the asset cannot be added automatically. However, you can manually create or import the asset into the system to circumvent this issue. During the next system sync, if Incident IQ detects a matching serial number inside of FileWave, the system will then automatically associate the FileWave data with this asset.
Why are asset tags not updating during syncs?
By default, Incident IQ does not have the option to update asset tags automatically enabled for asset integrations. To turn on asset tag updates during syncs, select Incident IQ Apps > Manage from the left navigation bar, and then click on the Data Mapping tab. From here, check the Asset Tag option underneath the Asset Field Mappings section and then save.
Please note, even though this option is not enabled by default, the asset tag field is required for asset creation. Because of this, when an asset is created during a sync without this option enable the following will occur:
- If asset tag information is available, then the asset will be created with the asset tag stored in the FileWave.
- If asset tag information is not available, then the asset will be created with the serial number filled in for the asset tag.