Who this article is for: Authority users.
Overview
Sample reports are the primary data entry point for sampling results. Each report contains sampling events organized by the requirements defined in the Sample Report Configuration. You fill in the results for each event, upload any required documents, and then submit.
Accessing a Sample Report
Navigate to Industrial Users and select an IU.
Click the Sample Reports tab.
Click a report to open it.
Sample Report Summary Card
The top of the report displays a read-only summary card with the following fields:
Field | Description |
Report Configuration Name | The name of the Sample Report Configuration that generated this report. |
Outfall Name | The outfall associated with this report. |
Assigned To | Whether the report is assigned to Industry or Authority. |
Enforceability | The regulatory control tied to this report. |
Lab Report | Whether a lab report attachment is required (Yes/No). |
Chain of Custody | Whether a chain of custody document is required (Yes/No). |
Due Date/Time | The deadline for submitting the report. |
Report Schedule | The schedule that generated this report (e.g., Monthly, Quarterly, Ad Hoc). |
Submitted By / Submitted On | The user who submitted the report and when (shown after submission). |
Last Updated By / Last Updated On | The user who last modified the report and when. |
Entering Sampling Data
The main content area shows a grid of sampling events. Each event is an expandable row.
Click a sampling event row to expand it and view the analyte result fields.
For each analyte, fill in the data entry fields. The grid displays all analytes required by the sampling configuration.
The data entry fields for each result row include:
Field | Description |
Sample ID | Your lab or field sample identifier |
Result Value | The measured value. Enter "ND" for non-detect results (see below). |
Units | The unit of measurement for the result |
Sample Type | Grab, Composite, Meter, or Field-Composite |
Lab Method | The analytical method used |
Sample Start / Sample End | Date and time the sample was collected |
Sampled By | Name of the person who collected the sample |
MDL Value / MDL Units | Method Detection Limit value and units |
MRL Value / MRL Units | Method Reporting Limit value and units |
Qualifications | QC qualification codes (see list below) |
Additional fields are available for detailed sample collection metadata: Container Type, Container Volume, Preservative, Hold Time, Pacing, Pacing Value/Units, Aliquots, and Sampling Interval.
Click Save to save your work. The event status updates based on completeness after saving.
Adding Additional Analytes
The data entry table displays all analytes required by the sampling configuration. However, you can also add results for analytes that are not part of the configuration. Use the Add Analyte control at the bottom of the data entry table to insert a blank row. Additional results will only be evaluated for conformance if a sampling specification and/or limit for that analyte exists at the reporting outfall.
Entering Non-Detect (ND) Results
To record a non-detect result:
In the Result Value field, enter ND.
Leave the Units field blank.
Enter the detection limit in the MDL Value field and select the appropriate MDL Units.
⚠️ Note: SwiftComply does not support "less than" notation (e.g., <0.5) in the Result Value field. Always use ND and populate the MDL fields.
Accepted Qualification Codes
The following QC qualification codes are available in the Qualifications dropdown:
MB, FB, TB, EB, C, B, DUP, FD, RPD, MS, MSD, R, S, HT, H, P, J, U, ND, E, ICV, CCV, D, L, Q, DL, AHT, M, MI, F, TIC
Flow Data
If the sampling configuration includes flow analytes, a Flow Data section appears below the sampling events grid. Flow measurements are entered separately from other analyte results.
Calculated Results
Below the sampling events, the Calculated Results section displays expected results that correspond to the calculated result specifications defined in the Sample Report Configuration. Each calculated result event is tied to a specific analyte and calculation formula (e.g., Daily Maximum for BOD, Monthly Average for TSS).
Click a calculated result event to open its data entry grid. The fields for each row include:
Field | Description |
Analyte | Read-only. The analyte this calculation applies to. |
Result Value | The calculated value. Currently entered manually by the user. |
Result Units | The unit of measurement for the result. |
Calculation | The calculation formula (e.g., Daily Maximum, Monthly Average, Weekly Total). |
Start Date/Time | The start of the period the calculation covers. |
End Date/Time | The end of the period the calculation covers. |
Calculated result events that were defined in the SRC appear automatically. You can also add ad-hoc calculated results for analytes or calculations not defined in the configuration. Ad-hoc rows can be deleted; configured rows cannot.
💡 Note: Calculated results currently require manual entry — the user computes the value (e.g., averaging sample results over the reporting period) and enters it. Calculated results apply to sampling data only; calculations for flow data are not supported.
Attachments
The Attachments section allows you to upload supporting documents such as lab reports and chain of custody forms. Click to upload or drag and drop files.
Upload Results (Bulk Upload)
For reports with many analyte results, click the Upload Results button in the page header to upload data via CSV file. See the Bulk Uploading Sample Results article for detailed instructions.
Activity Tab
Switch to the Activity tab to view the audit trail. Events logged include: report created, data entered, submitted, retracted, and resubmitted.
💡 Tip: Complete all sampling events and upload required attachments before submitting. If Lab Report or Chain of Custody is marked as required, the system will warn you if these are missing at submission time.
FAQ
Q: Can I save partial data and come back later?
A: Yes. Click Save to store your progress. The report stays in its current status until you submit.
Q: What do the event status indicators mean?
A: "No Data" means no fields have been filled in. "Partial" means some required fields are still missing. "Complete" means all required fields have been entered for every analyte in the event.
Q: Where do I upload a lab report?
A: Use the Attachments section on the sample report page to upload lab reports, chain of custody documents, and other supporting files.
Q: Can I delete a sampling event?
A: Sampling events are generated automatically based on the Sample Report Configuration. You cannot delete them, but you can leave them without data if no sample was collected for that event.
Q: Can I add analytes that aren't in the sampling configuration?
A: Yes. Use the Add Analyte control at the bottom of the data entry table. Additional analytes will only be evaluated for compliance if a matching specification or limit exists at the outfall.