Deficiencies are always:
Linked to a site
Assigned a severity level
Given an identification date
Given a resolution date (and who resolved it) once closed
Deficiencies may also include:
A due date
An assigned user
A management practice type (e.g., erosion control)
A connection to a site management practice on the site map
Creating a Deficiency
There are three main ways to create a deficiency:
1. Via a Report
Inspection forms often include sections for entering deficiencies. Toggle Has Deficiencies? to Yes, then click + Add Deficiency. Fill out the required fields, including severity, corrective action, and attachments.
Figure 1: Adding a deficiency from a report form.
2. Via the Site Map
On the site page, open the Site Map. Click the caution sign button, then drag and drop it to the appropriate location. Enter deficiency details in the form.
Figure 2: Adding a deficiency directly from the Site Map.
3. Manually
From the Site Dashboard, click View Deficiencies, then scroll down and click Create. Complete the deficiency form.
Figure 3: Manually creating a deficiency from the site dashboard.
Working with Deficiencies
On the Action Items widget, a pie chart shows unresolved vs. resolved deficiencies (last 30 days).
The View Deficiencies page lists open deficiencies by default but can be filtered by status, assignee, severity, or management practice type.
On the Site Map, deficiencies linked to a practice show a red practice icon. Unlinked deficiencies appear as warning icons.
Figure 4: Action Items widget displaying deficiency analytics.
Resolving a Deficiency
Deficiencies can be resolved in multiple ways:
Actions Dropdown – Select Resolve to mark it resolved and record your user ID.
Email Notification – Send deficiencies to contacts from the Actions menu.
Optionally, check Allow Deficiency Resolution from Email so recipients can resolve them directly from the email—even if they don’t have a SwiftComply account.
Figure 5: Deficiency resolution via Actions menu.
Figure 6: Example of deficiency resolution via email link.
Autofill into Future Reports
Unresolved deficiencies can autofill into future inspection reports, helping inspectors track outstanding issues. If no longer applicable, press X to remove the deficiency from the report (it will still remain in the site record).
Figure 7: Example of deficiency autofill into a new report.
✅ With the Deficiency Lifecycle tools, you can track, manage, and resolve issues efficiently, ensuring compliance and accountability at every step.