Purpose Statement
This article demonstrates how to access and review historical details from completed or archived Apparatus Swaps within the Assets module, as well as how to view Unit Update History records associated with those swaps.
These features allow users with appropriate permissions to audit equipment, inventory, and kit movements, verify swap completion, and maintain accountability for asset transfers between apparatus. Reviewing swap history and unit update history supports quality assurance, compliance documentation, and the investigation of discrepancies in equipment, inventory, or kit accountability.
Background Information
Apparatus swaps occur when equipment, inventory, and kits need to be transferred between vehicles, typically when an apparatus is placed out of service for maintenance, repair, or replacement. Once a swap is completed or archived, the transaction details are stored in the Swap History log. This historical record maintains a complete audit trail of all equipment, inventory, and kit movements, including which items were transferred, which compartments were involved, and when the swap occurred.
In addition to swap records, the system also maintains Unit Update History, which tracks updates made to apparatus during swap-related processes. These records provide additional visibility into how apparatus assignments or configurations changed during the swap workflow.
Access to these history records is particularly valuable for supervisors and administrators who need to verify equipment, inventory, and kit accountability, investigate missing items, or document compliance with departmental policies. Both Swap History and Unit Update History preserve transaction details even after the process is closed, ensuring long-term traceability of asset movements.
Required Permissions
To view apparatus swap and unit update history details, users must have the following permissions enabled in their user role settings:
Assets: View Swap History – Allows users to access the Swap History log and review completed swap details.
Assets: View Unit Updates – Allows users to view historical unit update records associated with apparatus changes.
Users with Assets: Perform Equipment Swaps permission typically also have view access to swap history; however, the ability to view historical records does not require the ability to perform swaps.
Video
Step-by-Step Guide
Accessing Swap History
Navigate to the Assets module from the main navigation menu.
Select Swap from the Assets module submenu.
Locating the Specific Swap
Browse the list of completed swaps or use the search/filter options to find the swap you need to review.
Identify the swap by apparatus name, date, or other visible details in the list view.
Viewing Swap Details
- Click the View icon (eye icon) next to the swap record you want to examine
- The swap details window will open, displaying all information about the completed swap
Reviewing Compartment-Level Details
- Within the swap details view, locate the compartments that were involved in the equipment, inventory, and kit transfer
- Click on individual compartments to expand and view the specific items that were moved during the swap
- Review the equipment, inventory, and kit list to verify which items were transferred between apparatus
Viewing Unit Update History
Navigate to the Assets module.
Select Swap from the Assets module submenu.
Click Unit Updates.
Locate the update record you want to review.
Select the View icon (eye icon) next to the appropriate unit update history entry.
Review the unit update details displayed in the history window.
Best Practices
For Supervisors and Administrators
Review swap and unit update history regularly to ensure equipment, inventory, and kit accountability is maintained.
Use these logs as audit tools during equipment inspections or inventory reviews.
Document any discrepancies found when investigating missing or misplaced equipment, inventory, or kits.
For Quality Assurance
Cross-reference swap history with current equipment, inventory, and kit assignments to verify accuracy.
Check both swap history and unit update history before assuming equipment, inventory, or kits are missing.
Use timestamps to establish timelines when investigating equipment or apparatus configuration changes.
Common Mistakes to Avoid
Don't assume equipment, inventory, or kits are missing without checking swap history first.
Avoid confusing active swaps with completed swaps—this article covers viewing closed/archived swaps and unit update records only.
Don't attempt to modify historical records; contact an administrator if corrections are needed.
Troubleshooting & FAQs
Q: I can't see the Swap History option in my Assets module. What's wrong?
A: You likely don't have the required Assets: View Swap History permission. Contact your system administrator or department IT lead to request access if reviewing swap history is part of your job responsibilities.
Q: I can't see the Unit Updates option. What should I do?
A: Verify that your user role includes the Assets: View Unit Updates permission. If not, an administrator will need to enable it for your role.
Q: I found a swap record, but I can't see which specific items were moved. How do I view the details?
A: Make sure you're clicking the View icon (eye icon) to open the full swap details. Once inside the detail view, expand individual compartments to see the equipment, inventory, and kit items that were moved.
Q: Can I see who performed the swap or update?
A: Yes. Swap and unit update records typically display the user who initiated or completed the action, along with timestamps.
Q: How far back does swap history go?
A: Swap and unit update records are retained according to your agency's data retention policies. Most agencies maintain these records indefinitely for audit and compliance purposes.
Q: I need to reverse or undo a swap. Can I do that from Swap?
A: No. Swap and Unit Update History are read-only audit logs. To reverse equipment, inventory, or kit movements, initiate a new swap to return items to the appropriate apparatus.
Q: What's the difference between viewing an active swap and viewing swap history?
A: Active swaps are in-progress equipment, inventory, and kit transfers that haven't been completed yet. Compartment Swap shows completed or archived swaps, while Unit Updates shows historical updates made to apparatus during swap-related workflows.