Who this article is for: Authority Users
Overview
Assemblies are the physical backflow prevention devices installed at properties across your service area. As your program grows, you'll need to add new assemblies, update existing records, and inactivate devices that have been removed from service. This article covers how to do all three — plus how to permanently delete an assembly when needed.
Adding a New Assembly
There are two ways to add an assembly:
Option A: From a Location (Recommended)
Adding from a location automatically links the assembly to that property.
1. Click Locations in the left sidebar.
2. Click the location where the assembly is installed.
3. In the location detail view, click the Assemblies section.
4. Click the Add Assembly button.
5. Fill in the required fields in the Standard Properties section:
Field | Required | Description |
Serial Number | Yes | The unique identifier printed on the physical device |
Type | Yes | The assembly type. Options: AirGap, AVB, BB, CV, DC, DCDA, DCDA-II, DuC, HC, PVB, RP, RPDA, RPDA-II, SVB, Unknown |
Make | Yes | The manufacturer name (max 100 characters) |
Model | Yes | The model name or number (max 100 characters) |
Size | Yes | The assembly size in inches. Options: .25, .375, .5, .75, 1, 1.25, 1.5, 2, 2.5, 3, 4, 6, 8, 10, 12 |
Assembly ID | No | An optional internal identifier for your records (max 100 characters) |
Installed On | No | The date the assembly was physically installed (must be a past date) |
Assembly Location | No | A text description of where the assembly is on the property, such as "Basement mechanical room" (max 160 characters) |
Comments | No | Any additional comments about the assembly |
6. If your organization uses Custom Properties, expand the Custom Properties accordion and fill in those fields.
7. If your organization is in a state that requires state-specific fields (CA, CO, FL, MA, MI, or WA), expand the State Report accordion and fill in the required state fields.
8. Click Save.
💡 Before saving, click Check Duplicates to compare the serial number against existing assemblies. If a match is found, you can choose to Save Anyway or Use Selected Duplicate to link to the existing record instead.
Option B: From the Assemblies Page
Click Assemblies in the left sidebar.
Click the Add Assembly button at the top right of the list.
Fill in the required fields (same as the table above).
Click Save.
⚠️ Assemblies created from the global Assemblies page are NOT automatically linked to a location. You will need to assign a location separately from the assembly's Location tab.
To assign the assembly to a location:
Within the assembly record, click the Location tab.
Click Assign Location.
Search for the address and select it from the list.
Click Assign Location.
Replacing an Assembly
If you are installing a new assembly to replace an existing one:
In the Add Assembly form, check the This is a replacement assembly checkbox.
A pop-up will open showing existing assemblies. Search for, & Select the assembly being replaced.
Optionally check Set replaced assembly as inactive to automatically inactivate the old device.
Click Save.
The old assembly will show a Replaced On date and a reference to the new assembly.
💡 You can also mark a replacement from an existing assembly record. On the Details tab, click Actions, then Replace, then search for and select the new assembly in the pop-up. Click Save when done.
Editing an Assembly
1. Click Assemblies in the left sidebar.
2. Find and click the assembly you want to edit.
3. On the Details tab, click the Edit button (pencil icon).
4. Update any fields. In edit mode, additional fields become visible:
Field | Description |
Next Test Due | The date the next test is due (editable by Authority users) |
Last Tested On | The date of the most recent accepted test (must be a past date) |
Last Test Result | Pass or Fail based on the most recent accepted test |
Active | A toggle switch to mark the assembly as active or inactive |
Deactivated On | Visible only when the assembly has been set to inactive |
Removed On | Visible only when the assembly has been removed from a location |
Replaced On | Visible only when the assembly has been replaced by another device |
5. Click Save.
⚠️ If the assembly is pending review (you see an Accept button on the detail page), saving your edits will automatically accept the assembly. This clears the "Needs Review" flag.
📝 The Installed On and Assembly Location fields can only be saved if the assembly is currently assigned to a location. If the assembly has no location, these fields will not save and a warning will appear.
Accepting an Assembly (Needs Review)
When a service provider creates a new assembly while submitting a test report, it will appear in the Notifications tab under Assemblies to Review. This means an Authority user needs to verify the assembly details before it is fully accepted into the system.
Open the assembly from the Assemblies list (you can filter by "Needs Review" or check your Notficiations).
Review the assembly details on the Details tab.
Click the Accept Assembly button to accept the assembly into your records.
The assembly will no longer be listed in the Assemblies to Review list and will be treated as a standard assembly in the system.
Inactivating an Assembly
When an assembly is removed from service but you want to keep its history, set it to Inactive instead of deleting it.
Click Assemblies in the left sidebar.
Find and click the assembly.
On the Details tab, click Edit.
Toggle the Active switch to off (inactive).
Click Save.
The assembly will remain in the system with all its test history, compliance data, and communications preserved. It will be marked as Inactive with a badge on its detail page. Inactive assemblies are excluded from compliance calculations.
💡 You can filter the Assemblies table to show only active or only inactive assemblies using the filter bar. Inactive assemblies do not appear in default views.
To reactivate an assembly, open it, click Edit, toggle Active back on, and click Save.
Deleting an Assembly
Deleting permanently removes the assembly and all associated data. This cannot be undone.
Open the assembly from the Assemblies list.
In the Details tab, click Actions, then click Delete.
Type the assembly's serial number to confirm.
Click Delete Assembly.
⚠️ Deleting an assembly removes it permanently, including all test reports, compliance history, and communication records tied to it. In most cases, inactivating is the better option because it preserves historical data.
Removing an Assembly from a Location
This is different from both inactivating and deleting. Removing detaches the assembly from its location but keeps the assembly record.
Open the assembly.
Click the Location tab.
Click Actions, and select Remove from Location.
Click Remove from Location to confirm.
⚠️ Removing from a location permanently clears the Installed On date and Assembly Location text. These values cannot be recovered.
FAQ
Q: How is inactivating different from deleting?
A: Inactivating keeps the full record — test history, compliance data, and communications — but marks the assembly as no longer in service. Deleting permanently removes the assembly and all its data. When in doubt, inactivate.
Q: Can I add an assembly without assigning it to a location?
A: Yes. If you add an assembly from the Assemblies tab (rather than from a location), it will not be linked to any property. You can assign a location later from the assembly's Location tab using the Assign Location button.
Q: What happens when the system finds a duplicate during creation?
A: A pop-up appears showing the matching assemblies with their Type, Make, and Model. You have two options: Save Anyway to create a new record regardless, or Use Selected Duplicate to link to the existing assembly instead of creating a new one. Duplicates are matched by serial number, equipment type, make, and model.
Q: Why can't I save the Installed On date?
A: The Installed On field is tied to a location assignment. If the assembly does not have a location, this field cannot be saved. Assign a location first from the Location tab, then edit the assembly to set the installation date.