Skip to main content

Tracking Corrective Actions, BMPs, and Audit History

How to add corrective actions, link BMPs to deficiencies, view the audit trail, and use public resolution links.

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. Key events on a deficiency, such as level changes and resolutions, are logged in its action log.

Adding corrective actions

  1. Open the deficiency and click Edit Details.

  2. In the Corrective Action field, either:

  • Select a predefined corrective action from the OR Select Corrective Action From List dropdown (configured in Settings > Deficiency Corrective Actions).

  • Or enter a free-text description of the required action.

  1. Click Save.

Selecting an action from the list fills the Corrective Action field with that action's description, which you can then edit.

Linking a BMP to a deficiency

  1. Open the deficiency and click Edit Details.

  2. In the Management Practice Implementation field, select the specific BMP installation. This also fills in Management Practice Type. You can set Management Practice Type on its own when the deficiency isn't tied to one installation. Management Practice Implementation appears only when the site has BMP implementations.

  3. Click Save.

💡 When you create a deficiency from a BMP implementation on the Site Map (Add New Deficiency in its marker popup, or Actions > Add Deficiency on the Management Practices tab), the BMP fields are automatically pre-populated with the correct implementation and type.

Viewing the audit trail

  1. Open the deficiency.

  2. View the Deficiency Action Log section.

The log records these events, each with a timestamp and the person involved:

  • 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 delete other action log entries.

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: Each deficiency has one Corrective Action field.

Q: Does resolving a deficiency require all corrective actions to be complete?

A: No. The corrective action is a text field, and resolving a deficiency doesn't check it.

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, without signing in.

Did this answer your question?