Who this article is for: Authority Users
Overview
When a tester submits a test report, it appears in your Test Reports To Review queue on the Notifications tab. From there you can open each report, review the results and uploaded documents, and accept or reject it. If you later need to make a change to an already-processed report, you can reset it back to In Progress so the tester can correct and resubmit. This article walks through each action and where it lives in the UI.
Where to Start: The Notifications Tab
The Notifications tab in the left navigation is your central queue for items that need authority attention. It displays counts for each type of review work, with a shortcut link to open each queue as a filtered list.
For test reports specifically:
Click Notifications in the left navigation.
Find the Test Reports To Review row. The number next to it is your current backlog of submitted reports waiting on review.
Click the open icon next to the number to jump straight to the Test Reports list, pre-filtered to show only reports in Submitted status.
đĄ You can also get to the same list by clicking Test Reports in the left navigation and filtering the status column to Submitted. The Notifications tab is just the faster shortcut for day-to-day queue work.
Reviewing a Test Report
From the filtered Test Reports list, click a report to open it.
The report opens in a flyout or full-page view showing:
The assembly the test was performed on
The tester and the tester's certification
The test kit and its calibration
Test date and overall result (Pass / Fail)
Valve readings and any repair information
Tester comments
Any attached documents (the test report PDF, field photos, etc.)
Review the readings, confirm the documents look reasonable, and decide whether to accept or reject.
đ If the tester added a comment to the report, that's a strong signal the report needs human review. Comments are one of the reasons Auto Accept skips a report and routes it to your queue. See Auto Accept Overview for the full list.
On the FILES tab, a photo that carries its capture date or location has a colored status badge. The badge's tooltip and the full-size view say how close the photo was taken to the report date (for example, Captured within a day of the report date) and, when the location has map coordinates, whether it was taken on-site (On-site or Taken ⌠from the property).
Replacement reports. When a tester's report replaces one assembly with another, the report shows This report includes a replacement, with the existing assembly under Replacing and the new one under With (new). Before you accept, choose whether the existing assembly should be kept at the location and whether it should be set as inactive; both options start selected. Replacement reports always come to your queue; Auto Accept doesn't accept them. Rejecting the report deletes the proposed new assembly.
Accepting a Report
In the open report, click Accept Report.
SwiftComply runs a final compliance check and, if it passes, updates the assembly's compliance fields:
Last Test Result and Last Tested On update if the test date is newer than the existing values.
Next Test Due advances if the test passed and (for compliance rules with Preserve Date) the test date is within the Allowable Window Days.
A new entry is written to the assembly's Compliance History tab.
The report's status changes to Accepted.
You can accept a failing test â it will update Last Test Result to Fail and Last Tested On, but Next Test Due will not move. For an assembly with no earlier compliance record, Next Test Due is set one compliance period before the test date, so the assembly shows as past due.
For details on how compliance calculations work (and why a passing test sometimes doesn't advance Next Test Due), see Compliance Rules and Understanding Test Due Dates and Last Test Results.
Rejecting a Report
Reject a report when the data is wrong or something is missing that the tester needs to correct.
Optionally, add a note to the report explaining what needs to be fixed. A note entered on the report is saved when you reject it.
In the open report, click Reject Report.
The report's status changes to Rejected and the tester is notified. To submit corrected results, the tester starts a new test report.
Rejecting does not update the assembly's compliance record â the assembly stays in the state it was before the submission.
Resetting a Report (Unsubmitting)
Use Reset to In Progress when a report has already been accepted or rejected and needs to go back to the tester. For a report that is still Submitted, use Send Back Report instead.
Open the report from the Test Reports list.
Click Reset to In Progress.
The report returns to In Progress status. The tester can re-open the report, edit it, and resubmit.
If the report was already Accepted, resetting it also reverses the compliance changes: Last Test Result, Last Tested On, and Next Test Due revert to what they were before the report was accepted. A Compliance History entry is written to record the reset.
Resetting a replacement report also undoes the replacement decision and returns the proposed assembly to the Needs Review list.
đ Reset to In Progress is available for 90 days after a report is submitted and isn't available for imported reports. If the button isn't available, contact SwiftComply support if you need to make a correction.
What Auto Accept Does in the Background
Many submitted reports never hit your queue â Auto Accept handles them automatically. Your Test Reports To Review queue only contains reports that Auto Accept either couldn't process or chose not to. Common reasons a report lands in your queue:
The tester added a comment
The assembly or location is flagged Needs Review
The assembly or location is inactive
The report replaces an assembly
The compliance check didn't pass (for example, the test fell outside the Allowable Window Days)
Your organization's Auto Accept rules intentionally excluded it for manual review
See Auto Accept Overview for the full criteria.
FAQ
Q: My Test Reports To Review count on the Notifications tab seems high. What can I do?
A: Ask your CSM about widening your Auto Accept rules so more passing, straightforward tests can auto-accept. Your manual review queue is meant for the reports that actually need human attention â comments, flags, or unusual situations.
Q: Can I accept a test that failed?
A: Yes. Accepting a failed test records the failure on the assembly (Last Test Result becomes Fail) but does not advance Next Test Due. This is the right move when the tester's failed result is legitimate and you want the record to reflect that the test happened.
Q: I accepted a test by mistake. What should I do?
A: Click Reset to In Progress on the report. That reverses the compliance changes and returns the report to the tester. If the reset action isn't available (for example, more than 90 days since the report was submitted), contact SwiftComply support.
Q: I rejected a report but now I realize I should have accepted it. Can I reverse the rejection?
A: Within 90 days of submission, click Reset to In Progress on the rejected report. This returns it to In Progress so the tester can edit and resubmit it, and it comes back to your queue as Submitted. SwiftComply doesn't notify the tester of the reset. After 90 days, the tester submits a new test report.