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 |
Industrial User Name | The Industrial User the report belongs to. |
Sampling Configuration | Click to view the sampling requirements 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. |
Due Date/Time | The deadline for submitting the report. |
Report Schedule | The schedule that generated this report (e.g., Monthly, Every 3 Months, 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 Sampling Events card lists the report's sampling events. Expand a row to see the results entered for that event so far.
Click the icon in the Enter Results column for an event to open its data entry grid.
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 Date/Time / Sample End Date/Time | 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: Analyzed Date, Container Type, Container Volume, Preservative, Hold Time Value/Unit, Pacing, Pacing Value/Units, Aliquots, and Sampling Interval. Sampling Interval is read-only and is calculated from the sample start and end when you save.
Click Save to save your work, or Save and Exit to save and return to the report. 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 New 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.
⚠️ The Result Value field also accepts a value with a less-than or greater-than prefix (e.g., <0.5). SwiftComply saves the number and sets the qualification to U for a less-than prefix or E for a greater-than prefix.
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 Reporting
The Flow Reporting card appears below the Sampling Events card and lists the report's flow results. Click Enter Results on the card to enter flow data. 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 Enter Results on the Calculated Results card to open the data entry grid. The fields for each row include:
Field | Description |
Analyte | Read-only. The analyte this calculation applies to. |
Calculated Value | Read-only. The value SwiftComply calculates from the results on the report. |
Manual Value | A value you enter. When present, it is used in place of the Calculated Value. |
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.
💡 SwiftComply fills in the Calculated Value from the results on the report. If you enter a Manual Value, it is used in place of the Calculated Value. See the How Calculated Results Are Worked Out article for details.
Attachments
The Attachments card has three upload areas: Lab Report, Chain of Custody, and Additional Document(s). Click the upload icon next to an area to add files.
Upload Results (Bulk Upload)
Click Upload Results on the Sampling Events card to upload results for one or more sampling events from a CSV file. The button is shown until the report is submitted.
Activity Tab
Switch to the Activity tab to view the audit trail. Events logged include: report created, data entered, submitted, retracted, and resubmitted.
💡 When you click Sign and Submit, a Warning lists anything the report is missing: lab reports, chain of custody documents, or data for sampling events or calculated results. SUBMIT ANYWAY continues to the certification statement.
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 New 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.