Who this article is for: Authority Users
Overview
Auto Accept automatically accepts submitted test reports that meet a series of conditions your organization has configured. When a tester submits a report, SwiftComply runs the checks in order — if every one passes, the report is accepted with no manual review. If any check fails, the report stays in Submitted and waits for an authority user to review it.
Auto Accept is configured by SwiftComply. To change which conditions apply, contact your CSM.
How Auto Accept Works
When a report is submitted, SwiftComply walks through these checks in order:
Auto Accept is enabled. The form type the report was submitted on must have Auto Accept turned on for your organization.
The Service Provider is approved for Auto Accept. The SP company the tester belongs to must be allowed.
The tester (user) is approved for Auto Accept. If a tester-level setting isn't set, SwiftComply falls back to the organization-level default.
No discrepancies on the report. Reports with discrepancies are held for review.
The test passed. This is the report's pass/fail evaluation based on the actual values the tester entered (gauge readings, leak status, PSI, etc.). A failing test is never auto-accepted.
No exceptions are present:
No comments were added to the report by the tester.
The assembly is not flagged Needs Review.
The location is not flagged Needs Review.
The assembly is Active.
The location is Active.
Property-level rule groups match. If your organization has rule groups configured for property/location attributes, the report's location must match.
Equipment-level (assembly) rule groups match. Same idea, applied to assembly attributes.
If all checks pass, the report is accepted and the assembly's compliance record updates exactly as it would if you had accepted manually. If any check fails, the report stays in Submitted for manual review.
📝 Auto Accept is not affected by Compliance Rules settings like Allowable Window Days, Preserve Date, or Compliance Period. Those settings affect what happens *after* acceptance — specifically how Next Test Due is recalculated. They are not part of the Auto Accept decision.
What Auto Accept Checks
Form Type
Auto Accept is enabled per form type. In Backflow, Auto Accept primarily applies to Backflow Assembly Test (and, where configured, Backflow Survey). If a form type isn't enabled for Auto Accept, reports submitted on it always go to Submitted.
Service Provider Approval
The Auto Accept Settings on the SP company record determine whether reports from that SP are eligible. If the SP isn't approved for Auto Accept on the relevant form type, no report from that SP auto-accepts — regardless of the tester's settings.
Tester (User) Approval
The Auto Accept Settings on the SP user record determine whether the individual tester's reports are eligible. If a per-tester setting isn't explicitly set, SwiftComply falls back to the org-level default for that form type.
Discrepancies
If the report includes discrepancies, Auto Accept doesn't run — the report goes to Submitted so an authority user can resolve them.
Test Pass/Fail
The test result on the report itself must be Pass. SwiftComply evaluates this based on the values the tester entered for each gauge/check. A failed test never auto-accepts.
Comments
If the tester added comments to the report, Auto Accept is skipped. The report goes to Submitted so the authority can read the comment before accepting.
Needs Review and Active Status
If a tester adds a brand-new assembly or location during the test report flow, those records are flagged Needs Review. A report tied to a Needs Review assembly or location is never auto-accepted. Inactive assemblies or locations also block Auto Accept.
Rule Groups (Property and Equipment)
Rule groups let you target Auto Accept to specific combinations of assembly and location data. See "How Rule Groups Work" below.
How Rule Groups Work
Rule groups let your organization narrow Auto Accept to specific combinations of assembly and property data. Each rule group can include multiple conditions, joined with AND (all must match) or OR (any can match).
Example
Say your organization wants to auto-accept passing tests only on high-hazard commercial assemblies where the property is active. A rule group might look like:
Assembly hazard type is high hazard AND
Property type is commercial AND
Property is active
A report on a commercial property with a high-hazard assembly (and the property active) would meet the rule and proceed through the rest of the Auto Accept checks. A report on a residential property would not — it would stay in Submitted for manual review.
Rule groups are configured by SwiftComply. If you want to change what Auto Accept targets, reach out to your CSM.
What to Do When Auto Accept Didn't Fire
If you expected a report to auto-accept but it didn't, walk through the checks in order. The earlier in the order something fails, the more likely it is to be the cause.
Check | What to Verify |
Form type enabled | Is Auto Accept turned on for this form type for your org? |
SP approved | Is the Service Provider company approved for Auto Accept on the SP record? |
Tester approved | Is the tester approved (or covered by the org-level default) for this form type? |
Discrepancies | Did the report have any discrepancies? |
Test result | Was the test actually a Pass on the values entered? |
Comments | Did the tester add comments to the report? |
Needs Review | Is the assembly or location flagged Needs Review? |
Active status | Are both the assembly and the location set to Active? |
Rule groups | Does the assembly + location combo match your configured rule groups? |
If every item above looks fine and the report still didn't auto-accept, contact your CSM and we can investigate.
FAQ
Q: A tester just submitted a passing test and it didn't auto-accept. What do I check first?
A: The most common blockers, in roughly the order Auto Accept evaluates them:
The Service Provider or the individual tester isn't approved for Auto Accept.
The report has discrepancies that need to be resolved.
The tester left comments on the report.
The assembly or location is flagged Needs Review (often because the tester just added it).
The assembly or location is set to Inactive.
Open the report and check these in order — the earliest failing one is the cause.
Q: Can I have Auto Accept on for some assembly types but not others?
A: Yes. Auto Accept supports rule groups that target specific assembly types, hazard classes, or property attributes. Reach out to your CSM to set up or adjust rule groups.
Q: If Auto Accept fails, does the report get rejected?
A: No. The report stays in Submitted status for manual review. Auto Accept never rejects a report on its own.
Q: Does Auto Accept work the same for every form type?
A: Auto Accept is configured per form type. In Backflow, the form types that typically support Auto Accept are Backflow Assembly Test and (where configured) Backflow Survey. To change which form types have Auto Accept enabled, contact your CSM.
Q: Do Compliance Rules settings (Allowable Window Days, Preserve Date) affect Auto Accept?
A: No. Those settings determine how Next Test Due is recalculated *after* a report is accepted. They are not part of the Auto Accept decision.