Purpose Statement

The ability to reassign an ITM report to a different location allows fire prevention personnel and administrators to correct location errors without rejecting the entire submission.

Reassigning an ITM report preserves the inspection, testing, and maintenance information already submitted while associating the report with the correct property. This reduces unnecessary resubmissions, improves workflow efficiency, and helps maintain accurate ITM and compliance records.

Background Information

Location accuracy is critical for ITM (Inspection, Testing, and Maintenance) reporting and compliance documentation. A service provider may occasionally submit an ITM report under the wrong property or address. Instead of rejecting the report and requiring the service provider to submit it again, eligible ITM reports can be reassigned to the correct location.

When an ITM report is reassigned, the ITM report and its systems move to the selected location. Contact information associated with the report is also handled based on its existing relationships within First Due.

ITM reports can only be reassigned when their status is Pending or Approved. The option is not available for Rejected reports because rejected reports must be resubmitted by the service provider.

First Due also includes safeguards to protect inspection and compliance history:

• If an inspection is in progress at the original location, the inspection must be canceled before the ITM report can be reassigned.
• If an inspection associated with the ITM report has already been completed, the ITM report cannot be reassigned.
• If a contact is associated only with the ITM report being reassigned, the contact moves to the new location.
• If the contact is also associated with other records at the original location, such as pre-plans or completed inspections, the contact remains at the original location and is also added to the new location.

Required Permissions

To reassign an ITM report to a different location, users must have:

1. ITM Management or ITM Edit permission.
2. Access to the Fire Prevention module.

Video

Step-by-Step Guide

1. Navigate to ITM Reports.

   From the module stack, click ITM, then select ITM Reports.

   
   
    

2. Open the ITM report.

   Locate the report you want to reassign and click the Eye icon to open the report details.

Only ITM reports with a Pending or Approved status can be reassigned. The Associate Different Address option is not available for Rejected reports. Rejected reports must be resubmitted by the service provider.

       3. Select Associate Different Address.

          From the ITM report, click Associate Different Address next to the currently associated occupancy.

           Inspection Safeguards: First Due protects inspection and compliance history when                            reassigning an ITM report:

                               If an inspection is in progress at the original location, the inspection must be                                          canceled before the ITM report can be reassigned.

                               If an inspection associated with the ITM report has already been completed, the                                    ITM report cannot be reassigned and will remain at the existing location.

 
       4. Search for the new address.

             In the location field, begin entering the address you want to associate with the ITM report.

                       The system searches for matching properties as you type. Verify that you select the                          intended property or occupancy before continuing.

5. Select the correct location.

   Review the populated address results and select the correct property.

   
   
    

6. Apply the change.

   Confirm the selected location and click Apply.

   The ITM report and its systems are reassigned to the new location.

Contact Safeguards: First Due determines what happens to contacts based on their existing record associations:

• If a contact is associated only with the ITM report being reassigned, the contact moves with the ITM report to the new location.
• If the contact is also associated with other records at the original location, such as pre-plans or completed inspections, the contact remains associated with the original location and is also added to the new location.
• First Due displays a message explaining how the contact was handled during the reassignment.

7. Dismiss the confirmation.

   After the reassignment is complete, click Dismiss to return to the ITM Report List.

   Note: The ITM lists update to reflect the new location.

   

Best Practices

Do:

• Verify the new address before applying the reassignment.
• Confirm that you have selected the correct property or occupancy from the address search results.
• Check the report status before attempting to reassign it. Only Pending and Approved ITM reports are eligible.
• Review any system messages displayed during the reassignment, particularly messages regarding contacts.
• Resolve an in-progress inspection at the original location by canceling the inspection before attempting to reassign the ITM report.

Don't:

• Reassign an ITM report without confirming that the new location is correct.
• Reject and request resubmission of an otherwise valid report solely to correct an address when the report is eligible for reassignment.
• Attempt to reassign a Rejected ITM report. Rejected reports must be resubmitted by the service provider.
• Assume all contacts will be removed from the original location. Contacts associated with other records at that location are retained to preserve those relationships.
• Attempt to move an ITM report associated with a completed inspection. The report remains at its existing location to protect compliance history.

Troubleshooting & FAQs

Why don't I see the Associate Different Address option?

Confirm that the ITM report has a Pending or Approved status. The reassignment option is not available for Rejected ITM reports. Also verify that you have the required ITM permissions and Fire Prevention module access.

Why won't First Due allow me to reassign the ITM report?

Check whether an inspection is currently in progress at the original location. An in-progress inspection must be canceled before the ITM report can be reassigned. If the inspection has already been completed, the ITM report cannot be reassigned.

Can I reassign a rejected ITM report?

No. The reassignment feature is only available for ITM reports with a Pending or Approved status. A rejected report must be resubmitted by the service provider.

What happens to the systems associated with the ITM report?

When the ITM report is successfully reassigned, its systems move with the report to the new location.

What happens to contacts when an ITM report is reassigned?

If a contact is associated only with the ITM report being moved, the contact moves to the new location. If the contact is also connected to other records at the original location, such as pre-plans or completed inspections, the contact remains at the original location and is also added to the new location. First Due displays a message explaining how the contact was handled.

Why can't I reassign an ITM report after an inspection has been completed?

Completed inspections are protected to preserve compliance history. If an inspection associated with the ITM report has already been completed, the ITM report remains at its existing location.

When does the ITM Report List show the new location?

After the reassignment is applied, the ITM lists update to reflect the new location.