Who this article is for: Authority users.
Overview
Sample reports are core data collection records in SwiftComply Pretreatment. Each report is generated automatically based on an active Sample Report Configuration (SRC) and represents a single reporting period during which sampling must occur. The report contains one or more sampling events, each with fields for recording analyte results, flow data, and calculated results.
When a report is generated, it is tied to a specific outfall, a set of analytes, and a due date. Authority staff or Industrial Users fill out the report and submit it for review.
Where to Find Sample Reports
Navigate to an Industrial User's detail page and click the Sample Reports tab. Reports are listed with their status, configuration name, due date, and submission details.
Sample Report Statuses
Each sample report has a status that reflects where it is in the submission lifecycle. These statuses are determined by the most recent submission record attached to the report.
Status | Description |
Scheduled | The report has been generated and is awaiting data entry. The due date has not yet passed. |
Past Due | The report's due date has passed but it has not been submitted. |
Submitted | The report has been signed and submitted. |
Retracted | A previously submitted report has been retracted for corrections. A new editable submission is created automatically. After retraction, the report's primary status reverts based on the due date — if the due date has passed, the report shows as both Retracted and Past Due. |
💡 Note: The original "Scheduled" status transitions to "Past Due" automatically once the report's due date passes. There is no manual step required.
Sampling Event Statuses
Within each sample report, individual sampling events track their own data completeness. These statuses are calculated automatically based on the result fields that have been filled in.
Status | Description |
No Data | The event exists but no result fields have been filled in yet. |
Partial | Some result fields have been entered, but one or more required fields are still missing. |
Complete | All required result fields have been filled in for every analyte in this event. |
Required fields for a complete result include: Result Value (or ND), Units, Sample ID, Sample Type, Lab Method, Sample Start, Sample End, and Sampled By.
Sample Report Contents
Each sample report includes the following sections:
Summary card: Report Configuration Name, Outfall Name, Assigned To, Enforceability, Lab Report and Chain of Custody requirements, Due Date, Report Schedule, Submitted By/On, and Last Updated By/On.
Sampling Events grid: Expandable rows for each event, where you enter analyte result data.
Flow Data: Flow measurement entries if the configuration includes flow analytes.
Calculated Results: Computed values based on entered analyte results (e.g., daily maximums, averages).
Attachments: Uploaded files such as lab reports and chain of custody documents.
Activity tab: Audit trail showing events including report created, data entered, submitted, retracted, and resubmitted.
FAQ
Q: What triggers a sample report to be created?
A: Sample reports are created when a Sample Report Configuration (SRC) becomes active. The system generates all scheduled reports based on the SRC's configured schedule at the time of activation. They appear on the Industrial User's Sample Reports tab immediately.
Q: Can I edit a submitted report?
A: No. Once submitted, a report is locked and all fields become read-only. Any user with access can retract it if corrections are needed, which creates a new editable submission.
Q: What is the difference between "Scheduled" and "Past Due"?
A: A Scheduled report has a due date in the future. Once the due date passes without submission, the status automatically changes to Past Due.
Q: Where do submitted results go?
A: Submitted sample results are available in the Sampling Results database, accessible via the left sidebar navigation.