Purpose Statement

This article demonstrates how to access and review historical details from completed or archived apparatus swaps within the Assets module. This functionality allows users with appropriate permissions to audit equipment, inventory, and kit movements, verify swap completion, and maintain accountability for asset transfers between apparatus. Viewing swap history is essential for quality assurance, compliance documentation, and resolving discrepancies in equipment, inventory, and 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.

Access to swap history 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. The Swap History feature preserves all swap details even after the transaction is closed, ensuring long-term traceability of asset movements.

Required Permissions

To view apparatus swap history details, users must have the Assets: View Swap History permission enabled in their user role settings. This permission allows users to access the Swap History log and view details of completed swaps without the ability to modify or delete historical records.

Users with Assets: Perform Equipment Swaps permission typically also have view access to swap history, though viewing historical swaps does not require the ability to create new swaps.

Video

Step-by-Step Guide

Accessing Swap History

1. Navigate to the Assets module from the main navigation menu
2. Select Swap History from the Assets module submenu

Locating the Specific Swap

3. Browse the list of completed swaps or use the search/filter options to find the swap you need to review
4. Identify the swap by apparatus name, date, or other visible details in the list view

Viewing Swap Details

5. Click the View icon (eye icon) next to the swap record you want to examine
6. The swap details window will open, displaying all information about the completed swap

Reviewing Compartment-Level Details

7. Within the swap details view, locate the compartments that were involved in the equipment, inventory, and kit transfer
8. Click on individual compartments to expand and view the specific items that were moved during the swap
9. Review the equipment, inventory, and kit list to verify which items were transferred between apparatus

Closing the View

10. When you have finished reviewing the swap details, click the X button in the upper corner to close the detail view and return to the Swap History list

Best Practices

For Supervisors and Administrators:

• Review swap history regularly to ensure equipment, inventory, and kit accountability is maintained
• Use swap history as an audit tool during equipment inspections or inventory reviews
• Document any discrepancies found in swap history 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 swap history before claiming equipment, inventory, or kits are missing—they may have been legitimately transferred
• Use swap timestamps to establish timelines when investigating equipment, inventory, or kit issues

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 only
• Don't attempt to modify historical swap 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 swap history review is part of your job responsibilities.

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, you need to expand individual compartments by clicking on them to see the item-level details for equipment, inventory, and kits.

Q: Can I see who performed the swap?

A: Yes, the swap record should display the user who initiated and completed the swap. This information appears in the swap details view along with timestamps.

Q: How far back does swap history go?

A: Swap history is retained according to your agency's data retention policies. Most agencies maintain swap records indefinitely for audit and compliance purposes. Contact your system administrator if you need access to older records.

Q: I need to reverse or undo a swap. Can I do that from Swap History?

A: No, Swap History is a read-only audit log. If you need to reverse equipment, inventory, or kit movements, you must initiate a new swap to move items back to the original apparatus. Historical swaps cannot be modified or deleted.

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. Swap History shows only completed or archived swaps. If you're looking for a swap that's currently being processed, check the active swaps section instead.