Overview
The full deficiency lifecycle, from identifying an issue to resolving it and documenting the fix.
Creating a deficiency
You can create a deficiency in three ways:
Option A: From the Site Map
Navigate to the site where the deficiency was found.
Go to the deficiencies section.
Click to create a new deficiency.
Fill in the fields (see below).
Click Save.
Option B: During an inspection report
While filling out an inspection report, use the deficiency composite field.
Add a new deficiency entry directly within the report form.
The deficiency is created when you submit the report.
Option C: From a BMP implementation
Navigate to a BMP implementation on a site.
Click to create a deficiency linked to that BMP.
The BMP type and implementation are pre-selected.
Required fields
Name: A short title for the deficiency (required).
Deficiency Level: Select a severity level from the dropdown (required).
Optional fields
Description: Detailed description of the issue.
Corrective Action: Select from predefined corrective action categories or enter free text.
Assignees: Select one or more users to assign responsibility.
Due Date: When the deficiency should be resolved.
BMP Implementation / BMP Type: Link to the relevant BMP if applicable.
Site Region: A specific area within the site.
Coordinates: GPS location. You can use the GPS button to capture your current position.
Images: Upload photos documenting the deficiency.
Setting the deficiency level
Open the deficiency.
Click to change the level.
Select the new level from the dropdown.
Click Save.
The change is logged in the audit trail with the old and new levels recorded.
Changing a deficiency level may trigger notifications for users subscribed to 'Deficiency Level Change' events.
Assigning a deficiency
Open the deficiency.
In the Assignees section, select one or more users.
Click Save.
Assigned users can find the deficiency in their filtered views.
Resolving a deficiency
Open the deficiency.
Click Resolve.
Add resolution notes explaining how the issue was addressed.
Upload resolution images if applicable.
Click Save.
The deficiency status changes to Resolved with your name, email, and the resolution timestamp recorded.
Unresolving a deficiency
If a deficiency needs to be reopened:
Open the resolved deficiency.
Click Unresolve.
The deficiency returns to Open status and the resolution data is cleared.
Adding follow-up notes
Open the deficiency.
In the Activity Log, click to add a follow-up note.
Enter your note and optionally upload follow-up images.
Click Save.
Follow-up notes are logged in the audit trail.
Emailing a deficiency
You can email deficiency details to external parties:
You can also toggle on the "Allow Deficiency Resolution From Email?" option before sending. This lets the external recipient resolve the deficiency themselves through a public link without logging in.
Open the deficiency.
Click the email option.
Enter the recipient's email address.
The email includes a link to the public deficiency view where the recipient can view details and submit resolution information without logging in.
Filtering and exporting deficiencies
In the deficiencies list, filter by:
Search: Find by deficiency name.
Level: Filter by deficiency level.
Assignee: Filter by assigned user.
Status: Open, Resolved, or All.
BMP Category: Filter by management practice category.
Date Range: Start and end date.
Click the export icon to download the filtered results as CSV.
Customizable columns
You can customize which columns appear in the deficiency table. Available columns include: Name, Site, Latest Report, Latitude, Longitude, Corrective Action, Description, Tags, Status, Level, BMP Name, MP, Assignees, Identified By, Identified Date, Resolved By, Resolved Date, Resolution Notes, and Due Date.
FAQ
Q: Can a deficiency have multiple corrective actions?
A: The deficiency has one corrective action field (free text or from predefined categories). For complex issues, describe all required actions in the corrective action text, or create separate deficiencies.
Q: Can someone outside our organization resolve a deficiency?
A: Yes. Share the public access link, and the external user can submit resolution information (name, email, notes, photos) through the public form.
Q: Does resolving a deficiency notify anyone?
A: Notifications depend on your configuration. Users subscribed to relevant notification types will be alerted.