Sending a Winlink Message with an ICS-213 Form

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Some agencies will require you to send messages on their behalf using an ICS-213 form. In addition, some Winlink nets will ask you to reply using an ICS-213 form. Regardless, you should be familiar with the steps to send a message using a form, especially the ICS-213.

Click on Message, and then New Message

A new “Enter a new message” window will open. This window functions almost exactly like a regular email message.
To select a form, click Select Template at the top of the window.

The Template Manager will open. You can create your own templates, which will appear under your call sign. You can also create templates that are available to all of the users of this particular Winlink Client. This is helpful when several operators are using the same workstation, such as in an EOC.
For now, click on the “+” next to Standard Templates.

Many different organizations have customized forms. You can explore them later. For now, we are looking for the ICS-213 form.
Click on the “+” next to ICS USA Forms

You’ll notice that there are two ICS-213 forms. One is ICS213.txt and the other is ICS213RR.txt. The ICS213RR.txt is a resource request form. That is NOT the form we’re looking for.
Click once on ICS213.txt
Click Select at the top of the Template Manager window.
The form will open in a browser window. You may be prompted to select a browser. Use Chrome if you have it installed. Otherwise, just choose your favorite browser from the list.

If you are familiar with an ICS-213 form, this page will look very familiar.
Incident Name:
The incident name is optional. You do not have to type anything in this field. If you are working an incident in an EOC, they will tell you what the incident name is. When checking into a Winlink net, I put the general name of the net – something like “Winlink Net” or “ARES Winlink Net”.
To (Name/Position):
This is the name and title of the person to whom the message should be delivered. If you are checking into a Winlink net, this should be the name and/or call sign of the net control operator. I usually write something like “Gary K7GWA / NCS” if Gary is the net control for the Winlink net this week.
From (Name/Position):
This is the name and title of the person originating the message. Unless it is you checking into a net, this will be the person that created or dictated the message. If I’m checking into a Winlink net I’ll write something like “Todd N7TMS / Op”.
Subject:
This is the subject of the message. Put what you are told to put here. If you are checking into a Winlink net, the preamble will often dictate what the subject line should be, such as “ERC Winlink Net 2021-09-18”.
Date:
When you click in the Date field, a pop-up window will appear with the current date. If you want the date field to show the current date, just click OK. Otherwise, you can click cancel and put whatever date in there you want.
Time:
Something similar will happen when you click in the time field. If you want to use the current time, then click OK. Otherwise, click Cancel and put whatever time in the field you want.
Message:
This is the body of the message. Be brief and concise and clear. Use as much detail as necessary. Avoid abbreviations and slang. However, if you were handed a message to transcribe and send, transcribe it EXACTLY as you received it. Do not make corrections. If you are checking into a Winlink Net, type only the information requested by net control.
Approved by:
On an incident, such as a fire, a communication technician (COMT) may need to send a message to the finance department. In that case, the communication leader (COML) will likely approve the message before it is sent. The COML would put his name in this field. If you are checking into a Winlink net, you are the approver. Just type your Name and call sign in this field.
Position / Title:
This is the position or title of the person approving the message. In our previous example, the communication leader might just put COML in this field. If you are checking into a Winlink net, you can put your own title if you have one assigned by your organization, or you can just type Operator.

Proofread the form. Check all the fields for accuracy.
Click the submit button at the bottom of the form.
A browser alert dialog box will appear. Click OK to continue.

The browser window will go blank. Don’t panic. Return to the Winlink Enter a new message window. You’ll notice that the information you entered on the ICS-213 form is now concisely entered on the message form. Notice also that there is an attachment, RMS_Express_Form_ICS213_Initial_Viewer.xml. This attachment is what the receiver will use to view the ICS-213 form in their browser.

You should not make any modifications to the information in this message. However, there is not yet a recipient in the To field.
Click in the To field and type the call sign of the recipient.

This may be different from the individual on the ICS-213 form. But, if it is a Winlink net, then it is probably the same.
Click on Post to Outbox.

You have nothing left to do but send the message. At the top of the main Winlink Express window, there is a drop down box to the right of Open Session. This drop down box selects the method or “mode” you want to use to send the messages in your outbox.
Click in the drop down box and select the top option, Telnet Winlink.
Click Open Session.

A new Telnet Winlink Session window will open.
Click Start.

Any messages in your Outbox will be sent. Then any messages waiting for you on the Winlink Central Message Servers will be downloaded to your Inbox.

After the send and receive operations is complete, you will see “*** Disconnected at xxxxxxxx (the current date and time).
When you see the disconnected message at the end of the session log, you can close the session window by clicking Exit in the upper left corner.