How do I keep a commissioning report with the right job?
Keep the original report, then match its actual site and equipment references to the job record. Record the report date, issuer and version, where the file is held and who checked the match. If a reference is missing or disagrees, leave the match unresolved and ask the issuer to clarify it. When the report is ready to send, record the exact version, recipient and handover result.
This is a manual document-filing task for a report you already have. The index below records the file and its history; the responsible qualified person handles the technical report and its results.
Start with the original exported file
Testo's UK Smart App documentation describes measurement reports that can be exported as PDF or CSV, with photos and comments, and shared by email. Its product page also describes customer and measuring-point records. Those are useful references when identifying an existing file; read the report itself rather than assuming every export has the same fields.
Save the original file as received in a place your business controls. Record its original filename, where it came from and when you received it. If you give a working copy a clearer name, keep the link to the original. Opening the attachment successfully only confirms that you can read it.
A usable folder label might be confirmed job reference / reports / received date. Put a file awaiting a match in a separate unresolved-record location rather than a guessed customer's job folder. Keep any separate photos or accompanying message alongside its file reference.
Sources: Testo UK: Smart App reporting and PDF/CSV export, Testo UK: Smart App measurement reports
Copy the report-to-job index
One row identifies one report version. Add these fields to a spreadsheet or the job's existing document list. “Not shown in the report” is a useful result; fill the gap through clarification rather than memory.
| Field | Record from the actual documents |
|---|---|
| Source file | Original filename ___; received date ___; sender/source ___; stored-file reference ___ |
| Report identity | Title/reference shown ___; report date ___; version shown or not stated ___; named issuer ___ |
| Site and equipment | Site/location text shown ___; equipment/asset reference shown ___; source page(s) ___ |
| Job match | Candidate job ___; confirmed matching evidence ___; mismatch/missing reference ___; matched OR unresolved ___ |
| Review and clarification | Document-match checker/date ___; responsible technical reviewer ___; open question ___; clarification/correction reference ___ |
| Version history | Current issued file ___; earlier file ___; reason for replacement ___; confirmed by/date ___ |
| Handover | Agreed recipient ___; exact file/version sent ___; date/channel ___; receipt confirmed OR unresolved ___ |
Keep report dates and receipt dates distinct. If you use an extracted summary, check its identifying fields against the original and record the source pages. The summary does not replace the report.
Fictional example: a missing equipment reference
Fictional document-control example. A file called example-report.pdf arrives for possible job EXAMPLE-HVAC-01. Its site label matches the job, but the job records two units and the report does not identify which unit it concerns.
| Stage | Record and next action |
|---|---|
| Received | Original file stored; candidate job recorded; equipment match unresolved Next action: Ask the issuer which recorded unit the report concerns |
| Clarification | Issuer supplies a corrected file identifying the unit; correction reference retained Next action: Check its site/unit references against the job |
| Matched | Corrected file linked to the confirmed job/unit; original marked superseded for handover Next action: Responsible reviewer confirms which issued file is ready to send |
| Delivered | Exact corrected file sent to the agreed recipient; receipt result recorded Next action: Resolve a missing attachment or unanswered handover question |
The match stays unresolved until the missing reference is clarified. Similar filenames, a familiar customer name or the latest email in the inbox do not establish which job or unit a report belongs to.
Keep corrections visible without rewriting the original
When the issuer replaces a report, add the new file and the reason to the index. Mark which file is current for handover and which earlier version it replaces. If the wrong version was already sent, record who received it and send the confirmed replacement through the agreed route.
Keep a factual unresolved entry for a missing, mismatched or unreadable reference, with the person handling it and the next action. Do not edit a report's identifying details just to make them agree with a job.
For personal data in the record, the ICO's accuracy guidance emphasises checking accuracy and keeping the source and status clear. Its guidance also distinguishes a historical record from a claim about the current position. Make a retained mistake/correction record clear, and handle the underlying personal data through your business's correction and retention process.
Source: ICO: accuracy and keeping the source and status of records clear
Record handover separately from completion and payment
Before sending, confirm the job match, the current issued version and the agreed recipient. Record the filename/version actually delivered and whether the recipient could receive and open it. If a document is still missing or awaiting review, retain that outstanding item with its owner and next action.
- Document delivery: file/version ___; recipient ___; sent at ___; receipt or delivery problem ___.
- Work completion: actual completion record ___; remaining work ___; responsible reviewer ___.
- Commercial decision: person authorised to accept ___; exact decision and reference ___.
- Invoice/payment: invoice reference ___; payment state from the actual money record ___.
Use the quote-to-handover pack for the wider job. If a resident needs a work update while a document remains outstanding, use the resident progress-update sheet.
The job sheet provides an existing place for visit notes. The separate heating-system commissioning checklist addresses the commissioning record for the work it covers; this filing index answers which existing report belongs to which job.