How to Resolve Deficiencies in the Backend

Managing and resolving deficiencies efficiently is key to maintaining accurate records and keeping workflows moving. In the backend, users can resolve deficiencies individually or in bulk, depending on their needs. 

This article outlines both methods, helping you choose the right approach and ensure deficiencies are updated correctly.

Deficiencies can be accessed from multiple areas in the backend, including: 

• Deficiencies Listing Screen 
• Deficiencies section on the Inspection Detail Screen 
• Reported Deficiencies tab on the Building Detail Screen 

Each of these views provides access to the same deficiency records, allowing you to review and take action from wherever it best fits your workflow.

✅ How to Resolve an Individual Deficiency (Backend)

Resolving an individual deficiency allows you to update all relevant details, including who completed the work, resolution status, and notes. This can be done two ways: 

📋 From the Deficiency Detail Screen

Access the Deficiency Detail Screen by clicking the Deficiency ID from:

• Deficiencies Listing Screen
• Inspection Detail Screen (Deficiencies section at the bottom)
• Building → Reported Deficiencies tab

To Resolve:

1. Click Resolve (top right)
   
2. Complete the resolution related fields:
   • Resolved By
   • Resolution Status (select or create new)
   • Resolution Date (defaults to today, editable)
   • Resolution Notes
3. Click Resolve

📊 From the Deficiencies Table

You can also resolve a single deficiency directly from the table view:

To Resolve: 

1. Locate the deficiency
2. Click the ellipsis (⋯) under the Actions column
3. Select Resolve
4. Complete the resolution related fields:
   • Resolved By
   • Resolution Status (select or create new)
   • Resolution Date (defaults to today, editable)
   • Resolution Notes
5. Click Resolve

📦 Bulk Resolve Deficiencies (Backend)

You can resolve multiple deficiencies at once from the Deficiencies Listing Screen, Inspection Detail Screen, or Building → Reported Deficiencies tab.

To Bulk Resolve:

1. Apply filters to narrow your list (optional) 
2. Select the deficiencies you wish to resolve using the checkboxes or Select All option
3. Click Update above the table 
   
4. In the modal, enter the following:
   • Resolved? → Yes
   • Resolution Status → Select a status (e.g., Fixed)
     • Note: You can create custom resolution statuses in Settings
   • Status → Refers to Deficiency Status (severity); typically does not need to be changed when resolving
   • Resolution Notes → Add a note that will apply to all selected deficiencies
5. Click Update 
   All selected deficiencies will now be marked as resolved.
   

⚠️ Important: "Resolved By" in Bulk Updates

When resolving deficiencies in bulk, there is currently no option to populate the "Resolved By" field. As a result, the Resolved By column will remain blank for deficiencies resolved using this method.

If tracking who completed the resolution is important for your workflow, you will need to resolve deficiencies individually from the Deficiency Detail Screen or Actions menu, where the Resolved By field can be entered.

🔄 Re-Open a Deficiency

If a deficiency was resolved by mistake:

1. Update your filter to Resolved = Yes
2. Locate the deficiency
3. Click the ellipsis (⋯) under the Actions column
4. Select Re-Open 
   

The deficiency will return to an unresolved state.