Overview
When a deficiency is identified, corrective actions document what needs to be done to resolve it. BMPs can be linked to deficiencies to show the mitigation approach. Every action on a deficiency is logged in an audit trail.
Adding corrective actions
Open the deficiency.
In the Corrective Action field, either:
Select a predefined corrective action from the dropdown (configured in Settings > Corrective Action Categories).
Or enter a free-text description of the required action.
Click Save.
Corrective action categories are organized into groups, making it easy to standardize responses across your program.
Linking a BMP to a deficiency
Open the deficiency.
In the BMP Implementation field, select the specific BMP installation. Ideally, link to a specific BMP Implementation to track the history of that exact asset. Only use BMP Type for general observations that are not tied to a specific installed device on the site.
Click Save.
When you create a deficiency from a BMP implementation's detail page, the BMP fields are automatically pre-populated with the correct implementation and type.
Viewing the audit trail
Open the deficiency.
View the Activity Log / Action Log section.
Every change is automatically logged with a timestamp and the user who made the change:
Create: When the deficiency was first identified.
Level Change: The old and new severity levels.
Resolve / Unresolve: Resolution events with notes.
Image additions: Categorized as identification, resolution, or follow-up images.
Follow-up notes: Additional notes added during the deficiency lifecycle.
Email: When the deficiency was emailed to an external party.
Administrators can edit or delete follow-up notes and action log entries if needed.
The audit trail is essential for regulatory documentation, it provides a complete, timestamped record of how each deficiency was identified, tracked, and resolved.
Public resolution
External parties can resolve deficiencies through a public link:
The public access link generates a URL that doesn't require login.
The external resolver can view details, submit resolution notes, and upload resolution photos.
Their name and email are captured in the action log as a non-SwiftComply user.
FAQ
Q: Can a deficiency have multiple corrective actions?
A: The deficiency has one corrective action field. For complex issues requiring multiple actions, describe all required steps in the corrective action text, or create separate deficiencies for each distinct action.
Q: Does resolving a deficiency require all corrective actions to be complete?
A: The system doesn't enforce corrective action completion before resolution. It's up to your team to review corrective actions before clicking Resolve.
Q: Can I export the audit trail?
A: The deficiency list export includes key fields (identified by, identified date, resolved by, resolved date, resolution notes). The full action log is viewable on each deficiency's detail page.
Q: Who can see the public access link for a deficiency?
A: Anyone with the link can view the deficiency details and submit resolution information. Share these links intentionally, they provide access without authentication.