Overview
When a tester submits a test report that includes an assembly replacement, it comes to you for review on the test report's Details panel. Accepting it links the old and new assemblies and applies your keep/inactive choices in one step — no manual linking or clean-up.
🎥 Watch a walkthrough
Spotting a replacement report
A replacement report opens with:
A "This report includes a replacement" banner and a Pending status pill.
Two assembly cards — Replacing (the existing assembly) → With (new) (the newly submitted assembly, badged Needs Review).
Your two decisions
Below the cards are two checkboxes, both checked by default:
Keep the replaced assembly at its location — labeled "On approval, [assembly] should be kept at [location]"
Set the replaced assembly inactive — labeled "[assembly] should be set as inactive"
⚠️ Because both boxes are checked by default, a plain Accept keeps the old assembly at the location and sets it inactive. Uncheck either one before you accept to change that.
Resolving the report
Accept — links the old and new assemblies, applies your two decisions, clears the new assembly's Needs Review flag, and moves the report to Accepted (which unlocks the new assembly).
Send Back Report — returns the report to the tester to correct and resubmit. They're emailed, and the report shows "Sent back for correction on [date]." The new assembly stays locked.
Reject — deletes the new assembly, marks the report Rejected, emails the submitter, and leaves the existing assembly unchanged. You'll confirm before it's applied.
💡 Rejected or Accepted by mistake? Use Reset to In Progress from the report to reopen it and restore the new assembly. Reset is available for 90 days after the report was submitted.
The new assembly is partly locked while pending
While a replacement is waiting for your review, the new assembly stays flagged for review on its detail page, and some actions on it are blocked. You'll see this notice on the assembly's Details tab:
"This assembly is part of a pending replacement. You can edit it, but it can't be deleted, replaced, or moved to another location until the associated test report is accepted."
You can still edit the new assembly's details while the replacement is pending — your corrections are kept when you accept the report, apart from the test result and test dates, which come from the report itself. Editing it does not approve it — the edit form notes that it "stays awaiting review until the associated test report is accepted."
What you can't do until the report is resolved: delete the assembly, replace it, change or remove its location, or accept it on its own. Trying one of those shows: "This assembly is part of a pending replacement — accept the replacement's test report before making this change."
Accepting the report clears the review flag; Send Back keeps it pending; Reject removes the assembly.
Why replacements don't auto-accept
Even if you have auto-accept enabled for tester-submitted reports, replacements always wait for manual review — so the keep/inactive decisions are made deliberately by a person.
FAQ
Q: Can I undo a reject or accept?
A: Yes. Use Reset to In Progress on the report to reopen it and restore the new assembly; it's available for 90 days after the report was submitted.
Q: Can I edit the new assembly they submitted?
A: Yes — you can edit its details while the replacement is pending your review, and your changes are kept when you accept the report (the test result and test dates come from the report itself). What you can't do until then is delete it, replace it, change its location, or accept it on its own.
Q: A replacement didn't auto-accept even though I have auto-accept enabled for test reports — why?
A: That's by design. Replacements always go to manual review so the keep/inactive decisions are made deliberately.
Q: Can we turn off tester-submitted replacements?
A: Yes. It's on by default, but if your organization would rather testers not submit replacements, contact SwiftComply support and we can disable it for your account.
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