Access: Backflow City/Organization Users
Overview: An extensive walkthrough on SwiftComply Backflow's Auto Accept Feature
Topics:
What is Auto Accept
Auto Accept is an optional feature within SwiftComply Backflow that enables test reports and surveys to be automatically accepted based on predefined criteria.
You can configure Auto Accept settings to streamline your workflow by reducing the number of manual approvals required, minimizing administrative tasks, and decreasing notification volume. Unique rules can be applied separately for test reports and surveys to meet your specific compliance needs.
Navigating to Your Auto Accept Settings
To view your current Auto Accept settings, navigate to the Settings tab and click the “+” to expand the Compliance Reports Settings and Rules section.
If you do not have Auto Accept settings set up within your program, you won't see an Auto Accept section within the settings tab.
Auto Accept Setting Options
Auto Accept settings can be set up for Test Report submissions and Surveys.
There are four settings that impact whether or not a test report or survey can be Auto Accepted within SwiftComply.
These include:
Water authority system level (WASL) setting for ‘auto accept’ of test reports must be enabled
If this is not enabled it does not matter what else is in place for a SP org, SP user, or Org user, auto accept will not happen.
WASL of ‘default auto accept users’ determines what users are defaulted to when they are created but does not decide whether test reports submitted by that user can be auto accepted.
If the default is set to enabled, the user will start with auto accept enabled at the user level. This can be overridden by either their SP org level setting being set to disabled or their individual SP user or Org user being set to disabled.
SP Org level auto accept
If WASL setting is enabled AND default auto accept users is set to enabled, this setting only impacts behavior when set to disabled. When disabled at the SP org level, no SP users in this SP org can submit tests to be auto accepted.
Setting the SP org to enabled when the WASL setting is disabled will not enable auto accept. This does not override the WASL setting.
SP User and Org User level auto accept
If WASL setting is enabled AND default auto accept users is set to enabled, this setting only impacts behavior when set to disabled.
Setting the SP User or Org User to enabled when the WASL setting is disabled or the SP Org level setting is disabled will not enable auto accept. This does not override the WASL setting or the SP Org level setting.
Click to enlarge the workflow below for a visual of these settings.
Individual User Settings
The Auto Accept feature can be customized for each service provider user.
Within the user's record, you can see if there are currently any Auto Accept features set up either for that specific user, or if there's any set up for the Service Provider company they work for.
To review, scroll down to the Auto Accept Settings section and read the text listed for clarity. In the example below, this particular user has a Service Provider company that has Auto Accept enabled for test reports, but not for surveys. Follow the flow chart above to see how changing the settings on the user level would affect the Auto Accept functionality.
To adjust a user's Auto Accept status, open their record, click the green pencil icon to edit, and scroll to the Auto Accept Settings section. Based on your program's current settings, you will see a dropdown menu where you can select Auto Accept for test reports or surveys. After selecting an option, use the additional dropdown to choose Enabled. Click the green + icon to add your update to the record. If you need to enable multiple Auto Accept features for the user, repeat the steps above and click Save when complete.
If you need to delete an Auto Accept setting, while within the editing screen click the red X to the right of the setting.
Service Provider Settings
The Auto Accept feature can be customized for each Service Provider company as a whole.
Within the Service Provider record, you can see if there are currently any Auto Accept features set up and you can choose to add, remove, or edit the current settings.
To review the current settings, scroll down to the Auto Accept Settings section and read the text listed for clarity. In the example below, this particular Service Provider has Auto Accept enabled for test reports as well as for Surveys. Follow the flow chart above to see how changing the settings on the user level would affect the Auto Accept functionality.
To adjust a Service Provider's Auto Accept status, open their record, click the green pencil icon to edit, and scroll to the Auto Accept Settings section. Based on your program's current settings, you will see a dropdown menu where you can select Auto Accept for test reports or surveys. After selecting an option, use the additional dropdown to choose Enabled. Click the green + icon to add your update to the record. If you need to enable multiple Auto Accept features for the user, repeat the steps above and click Save when complete.
If you need to delete an Auto Accept setting, while within the editing screen click the red X to the right of the setting.
Auto Accept Targeting Rules
Auto Accept can be customized by setting up additional criteria for any field in the Location and/or Assembly records that has a specific, defined input. This is done using Targeting Rules.
How Targeting Rules Work
Targeting Rules are set up by Form Type, such as Backflow Assembly Test, or Backflow Assembly Location Survey.
Each rule defines targeting criteria based on the Type and Rules
Eligible Fields for Targeting
Targeting criteria must exist in the Location or Assembly record.
Only fields with a specific, defined input time can be targeted, including:
Checkbox
Radio Button
Dropdown List
Time frames and free-form text fields cannot be used for targeting, except for the default comment field.
Understanding Trigger Behavior
Triggers are not cumulative across Location and Assembly Records.
The first trigger that applies will block Auto Accept
Example: If one trigger disables Auto Accept for "Zoning = Commercial" and another disables it for "Hazard Type = High", then:
All commercial properties will be blocked from Auto Accept
All high-hazard properties will be blocked from Auto Accept
Targeting Auto Accept for Specific Criteria
To enable Auto Accept based on a single, included criterion rather than excluding multiple criteria, you can request a rule that only includes a specific property type.
Example: To ebale Auto Accept only for residential properties, set a trigger to include: "Zoning = Residential".
By using Targeting Rules, you can fine-tune Auto Accept settings to fit your specific needs efficiently.
Navigating to Your Program's Current Targeting Rules
How to Determine Why Auto Accept is Blocked
The Test Report Details page will display the reason when Auto Accept is blocked. Below are examples of how this appears:
Auto Accept Blocked by Discrepancies and Compliance Rules
Auto Accept Blocked by Targeting Rules
How to Add/Update Auto Accept Settings for Your Program
To request the setup or modification of Auto Accept, reach out ot our support team at help@swiftcomply.com or contact your Account Manager directly. Be sure to specify whether you want Auto Accept to apply to Test Reports and/or Surveys separately. Review the Request Details below to see available options.
Important Note: Auto Accept is not retroactive. It is recommended to request and implement these settings before your portal goes live in production. However, changes can still be made after going live if needed.
Information to Include in Your Request:
Test Reports:
User Default Options:
"On" for ALL users (unless turned off individually)
"Off" for ALL users (unless turned on individually)
Disable if Comments: Yes or No
Targeting Criteria:
Define specific values to include or exclude for Auto Accept.
Examples:
Exclude: Auto Accept all except properties zoned as commerical
Include: Auto Accept only for Assembly Hazard Level = Low
Surveys:
User Default Options: True or False
Disable if Comments: True or False
Targeting Criteria:
Define specific values to include or exclude or Auto Accept.
Examples:
Exclude: Auto Accept all except properties zoned as residential
Includes : Auto Accept only or Assembly Hazard Level = High