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.
The following guide is designed to give district administrators an overview of the following topics:
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.
- Frequently Asked Questions
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 Integration by selecting Incident IQ Apps > Apps Management. This will take you to your Installed Apps page where you can select Manage to access the Filewave Integration management page.
The Overview Tab gives you the ability to quickly review the status of the most recent sync between Incident IQ and Filewave. While syncs will automatically run overnight, you have three additional options:
- Start Full Sync - manually start a new sync.
- Re-Run Last Sync - run the very last sync again.
- Push Data - if you have set up write back functionality push the data back to your asset integration form iiQ. Please see the section below for more details on creating custom values fields that are pushed from iiQ to your asset management integration.
Additionally, you can use the View Details button to take you directly to the Sync History tab where you can review the count of assets updated, added, or skipped over during the most recent sync.
General Settings Tab
The General Settings tab has the settings that control when information is brought in or updated automatically, as well as field mappings between the Filewave and Incident IQ. As such, you can find the following settings here:
- Authentication fields to enter the Filewave URL, Token and Expiration Date.
- Options that control if assets are automatically created, updated, and deleted during system syncs.
- The ability to turn on automatic room assignment for assets if you are storing this data in Filewave.
- Custom field asset mapping options to pull in additional data for use in asset filters and custom view columns
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. Clicking on Change Setting to change the following fields for Filewave authentication information:
- Expiration Date
The Mapping section manages what data is created and updated in Incident IQ based on data coming from Filewave. This includes:
- 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.
- Update Custom Fields: Selecting this option will only allow new information being pulled into custom fields to update 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.
Next, under the Import Options section you can enable the Create Rooms option. This will automatically create rooms associated with assets in Filewave if these rooms do not already exist in Incident IQ. Additionally, the Update Asset Owner option will try to automatically update owner information in Incident IQ during every system sync.
The Map custom values section allows you to select additional values you want imported and map them to default or custom fields in iiQ. This gives you the ability to pull in custom data fields and custom view column options. Click on the Add button.
Next, fill out the following field mapping options:
Please note, there may be pre-configured mapping and they can not be changed.
- Select the custom value
- Set the Map Direction
- Filewave to Incident IQ
- Incident IQ to Filewave
- Both directions (if both, data will push from Incident IQ to Filewave first.)
- Select the iiQ field the custom value should map too. You can map to the default field or map to a custom field.
- If you map to a Custom Field, you will need to set a field name, select a field type (text, number, or date), and set whether the field information needs to be searchable through filters.
Location Mappings Tab
This tab allows you to select or modify your current location mappings between IIQ and Filewave. You can choose to automatically assign a device to a default location in Incident IQ if it does not match any location mappings set. This is especially important if you are using the Filewave integration to automatically create assets because assets must have a location set to be created.
Location is required for an asset to be created in iiQ. The way this works during a sync is as follows:
- If an asset matches the location mapping, then the asset will get created and assigned to the corresponding location the mapping is set to.
- If an asset does not match a location mapping, or no location mappings are present, and a default location is selected, then the asset will get created and assigned to the default location.
- If an asset does not match a custom mapping, or no custom mappings are present, and there is no default location set, then the asset will not be created during a sync.
The Custom Mapping Options allows you to choose how you would like devices to map in IIQ. 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 current model mappings between IIQ and the Filewave. 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. 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 basic information on any device currently located in your 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 Filewave information:
- External ID
- Owner Email
- Organizational Unit
- Serial Number
- Location Name
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.