“How to Send a Form Using Winlink”

Many of the ARES served agencies, EOCs, Red Cross, FEMA etc. require the use of forms such as the ICS-213, General Message form. The Red Cross’ version in called ARC-213 which is the form I will demonstrate here. With the form templates constantly changing what you see may be slightly different from what is described below. This is a general guideline and should be applicable to most templates.

Notes:

  • Only the data is sent in a Winlink form to save bandwidth.
  • It is sent in an attached XML file.
  • The information is also repeated in the Message Body in a readable format.
  • Both the sending and receiving stations must have the same version of the form.
  • ‘Template’ describes the format or template for a form. Where ‘Form’ refers to a template when it is in use. The two are used interchangeably.

Reading and replying instructions are below.

To Send an ARC-213

This applies to any form. the ARC-213 is demonstrated because it is a two way form that allows the receiving station to create a reply.

  • Open a New Message in Winlink.
  • Click Select Template in the menu.
  • Expand the Standard Template by clicking on the + sign to its left.
  • Expand ARC Forms.
    • Here is where you can pick other agency’s forms, the following applies to any Winlink form.
  • Double Click on ARC 213 Message Txt.
  • The form will open in your default browser.
  • From the top down (this may change as forms are updated constantly and it is impossible to keep up).
  • If you have saved ARC 213 Initial Data at the bottom of the screen you can load it with the ‘Load ARC Initial Data button.
    • Saved initial Data ends up in your download folder. Look there if you haven’t moved it.
  • Form instructions has a lot of good information.
  • Fill in as many fields as you can. Create your message.
  • You can Save the ARC Initial Data if you wish so you do not need to re-enter, This is handy if you are handling a lot of 213 messages.
    • Saving the Initial Data will download a text (.txt) file into your download folder.
  • When the form is complete click Submit.
  • A message window will open asking you to OK the form. Click OK.
  • You can close the browser now.
  • The Winlink message you started the from from will now contain the information you entered DO NOT EDIT THIS MESSAGE
  • The Subject and Attach fields are all filled in.
  • Address the form in the To: and Cc: fields and Post to the Out Box.
  • Send by any Session mode you wish.

Replying to an ARC-213 form

This applies to opening / reading any form  you receive in your Winlink  Inbox. The ARC-213 is demonstrated because it allows you to reply to the form.

  • An incoming ARC-213, or other agency’s 213 form, will show up in your Inbox with the attachment paperclip in a yellow box to the left of the email in your Inbox.
  • To read the form click on the attachment paperclip. The form will open in a browser window.
    • This is a read only version but is suitable for reading or printing.
  • To reply to a 213 form:
    • Open the email in Winlink by double clicking on it in your Inbox.
    • Click on Reply or Reply All, which ever is appropriate, in the email read window you just opened.
    • This will open an editable form in a browser window.
    • If you have saved Reply Data you can load by by clicking on the Load ARC 213 REPLY data button.
      • See the instructions on the Saved Send Data above.
    • Write you reply into the box under Reply:
    • Enter you Name and Position / Title.
    • Date / Time will auto fill if you click in it or enter as needed.
    • You can save this reply if you are using it for multiple replies. See the explanation above.
    • Click Submit.
    • Read the instructions and click OK. the browser window will go blanks. You can close the browser window.
  • The Reply message will now be open on your desktop.
    • You can edit the To: and Cc: fields it necessary.
    • Do not edit the body of the message.
  • Post the reply to your Outbox.
  • Send by any Session mode.