KeyLocator - Database Search - Tutorial

June 5, 2013

Note: information in this document is intended for Emergency Squad internal use. This functionality is not accessible outside the Squad. As time goes on the process described and formats used may change. If you find errors, please notify the IT department. Difference due to changes in wording or browser support are expected. Please try to figure out what is meant and try different things. You will not break anything by trying. This is not a computer tutorial. If you don’t know how to use a browser you won’t learn it in this tutorial.

The KeyLocator search application takes the place of the old manual directory lookup. This application is located on the computer in the Dispatch office as well as the Captain’s computer. It has several advantages over the old method:

Data in the database can be bad or corrupted. Names and phone numbers may be wrong. You won’t be able to correct this information directly but you will be given tools to help those who maintain the database make appropriate corrections.

Let’s get started. The application can be launched by clicking on a desktop icon that looks like a key.. You should see if you can find it on the computer.

when you click on it it will allow you to search the KeyLocator database by name address or phone. This is using live, up-to-date real data which is updated every day. Once you have started the application you can just leave it running. You can open another page over the top of it, or minimize it, and always return to it by clicking it on the taskbar at the bottom of the display.

Once you start the application you will see a page that looks like the following:

You have four search options:

  1. you can search for a person’s name
  2. you can search for a street address
  3. you can search for a phone number
  4. or you can display a unique record in the database

Each search is separate and not combined with other filled-in fields. For example if you see a phone number in the phone search box, it will not affect a name search.

Searches use case independent pattern matching

Except for the record search, the searches are done based on pattern matching. Searches can be entered in lowercase, uppercase or mixed case letters. When you click on the “Search For ______” (Name, Address, or Phone) button, the search will take the characters you type in to the search blocks and look for matching characters in the database. That means that “davi” will match “david” or “davidson” but will not match “dave”. When more than one search block is offered you can use one or all. If you don’t put anything into a search field and then perform a search you will likely get all the records in the database (which won't be of much help). Name searches should work on the spouse's name as well.

Searches don’t understand punctuation differences

When searching for addresses, keep in mind that the street name may be spelled differently than you expect. You should use less. You can always narrow your search after you find how the data is listed. For example use “del web” for the street, instead of “east del webb”. You will find that East Del Webb is entered as Del Webb E. Spaces and punctuation can also be a problem so enter characters that run together without spaces or punctuation characters.

Partial data often works better with pattern matching

You do not need to enter a full name, address or phone number. A partial will do just fine and if there are multiple matches, they will all be returned to you. In conjunction with the data we have that matches your query you will find a link associated with each address that will give you a Google map of the address. The first time you try this feature, it will take a while. Subsequent requests for maps will go much faster.

Only data related to the chosen search is used

When you search for a name, address or phone you will need to click on the "button" associated with the search you want to do. Even though the data remains in the other windows, only the data associated with your desired search will be used. If you hit "Enter" instead of clicking on a button, you will get a name search.

If you do a search as in the example below (2),(1) and there is not a match you will get a message that says “No match found for name entered” (3)


Phone Search

The Phone search is a little different. It will generally have a phone number pre-entered in the search box (1). This is the last phone number received from the emergency line. If you click on the “Search For Phone” box (2), you should get the same information that’s displayed on the CallerID screen. In addition it will list Key Locator information, if any is available.

In addition this search can be used to look up any record by phone number. You can use any part of a phone number and by selecting one of the “radio button” options (3), you can cause the search to limit matches to phone numbers starting with those numbers, ending with the numbers or containing the numbers (anyplace in the phone number). Only numbers entered are used, so if you put in punctuation characters, they will be ignored.

Look at the results displayed after the search (4). This is the typical response format but it will be different depending upon the data contained in the keylocator database record. In the case of commercial entries (as this is), key locator information is generally not included. Note: the next to last line contains a “Record Number 20039”. This is the exact record number for this specific record. This is the information the database maintainers would need to make noted corrections to the data in that record.


Multiple returns

If you perform a search you may get multiple hits. This can happen if the pattern appears in more than one record or if there are duplicate records in the database (which there shouldn’t be).

In the following example we did a phone search for a phone number ending in 8044. It turns out this pattern matches two records in the database. Note: since this was prepared using real data, the key locator information has been redacted. Remember: The information in this database is personal and should be treated as confidential. It should only be released to those first responders who have a need to know.


Map link

When your search results in a match, you will get a link to a Google map as part of the record. For example; if we do a search on the address “1234 Del Webb” we get a Map link at the bottom of the data. If you click on that link (2) it will pull up a web page as shown on the second image below.

The Google Map - is just a standard Google Map. You can change it to Street View (1), zoom in or out (2) or anything else that Google allows you to do (including looking for nearby restaurants). This is not a tutorial on Google maps so no more will be said. Google is constantly changing and expanding it’s features, so things may look or work differently in the future. To get back to the Key locator search application click on the back arrow (3).


Display the Record

Unlike the other search boxes, the record search requires exact matching record numbers. It will only display that unique matching record. Once you know the record number you want to display you can enter it and click on the “Display Record” button (1). Once you do that, the record data will be displayed but you will have to scroll the window down to see it.


Printing and correcting record information

You can not change the data but you can report bad data, or change your own data. It’s easy. You will see a “PRINT FORM” button (1) both on the top and bottom of the page. If you want to print it, click that button. It will bring up a print dialog box which will direct the output to the copy center printer in the room next to the kitchen. Click on the “Print” button to cause the output to go to that printer.

Mark through the “bad” data and enter “good” data in the appropriate boxes. If the data is OK, don’t touch it. Sign and date the form so the data entry folks know the form is legit and know who to contact if they have questions. Place the marked up form in Mike Schramm (Treasurers) mail slot.


Program problems, questions or suggestions

If there are problems with the program please let the duty captain know or leave a note in the IT Manager mail box. Include as much information as necessary to help us understand and recreate the problem. You may want to leave us your name and phone in case we need to follow up.

If you have questions you can either leave a note or send us email.

If you have suggestions on changes or improvements, please let us know by note or email.

You can send your email to “itmanager@scc-ems.us”. You can leave a not in the IT Manager mail slot.