Backflow Test Report Portal
These instructions are intended to help with navigating the City of Vancouver’s online backflow testing platform, SAMS. For additional support, contact the Water Quality team by e-mail, backflowtestreports@cityofvancouver.us, or phone at 360-487-8276 with any questions.
Portal registration and test submission steps
Tester portal registration
1. Register on the Vancouver SAMS portal
2. Once submitted, you will see a “Tester Registration Successful” message and the City team will receive an alert to accept your registration
3. Once your registration is approved, you will receive a confirmation email from backflowtestreports@cityofvancouver.us
4. The email will prompt the tester to create a new password upon first login
Administrator status
Any member of your company can be given Admin permissions. Admins can add or update:
- company details
- tester certifications
- test kit/gauge calibrations
- tests
- other associated documentation
All registered testers listed under the company can enter tests but only Admins can do the items above. Admins can also change a tester to “inactive” if they no longer work with your company. Admins should register as themselves, not under another tester with the company.
Enter test results
Letter Codes are automatically generated as a part of our Annual Letter Notices sent to customers for each year’s testing. Letter Codes should be provided to you by the customer (could be owner or Property Management).
- If a customer has not yet received or has misplaced their letter with this information, they may request the information from us to provide to you.
Letter Code search: Accounts can be located using the Letter Code search feature.
1. Adjust the drop-down field to search by the correct Letter Code; serial numbers will no longer work for the search feature
2. Copy the code provided by the customer into the search field
3. The search will display all associated accounts and assemblies/devices tied to this account
Test entry
1. Click the checkbox on the left to fill in the information under the “initial details” and “initial results” tabs
2. If you see the pop-up saying “No test is due for this device within the next 90 days. Do you still wish to add a test report?”, select “Yes”
3. Under “Initial Details” put the name of the tester who performed the test into the “Tester” field
4. Click “Save”
5. Under “Initial Results” there are 3 lines for results
6. Click the pencil image on the left to change “Parameter” and “Condition Assessment” to the appropriate value (i.e., first check, second check, RVO)
7. Enter values into the “Reading” box
8. Click “Save”
Document upload
1. Under the “Documents” tab upload your company’s test report to validate the test submission
2. Click “Upload” in the top left corner
3. Click “Add” next to the appropriate test report
4. Select the file and click “Open”
5. Click “Upload”
6. Click “Save”
Replacement devices or assemblies
1. Under “Device Details” is a check box near the top labeled “Change-out Device”
2. Check this box to update information that is shaded out to reflect the change
3. Fill in the Serial Number, Manufacturer, Size, Model, Device Type and Location (if needed.
4. Click “Save Device Details” and continue data entry as normal (see “Entering Test Results” tab)
Repairs and pass/fail entries
“Repair & Final Details/Results” are meant for on site repairs or pass/fail scenarios. Only check the box under final details for these reasons. The check box will indicate that 2 tests were performed and require the “Final Results” be filled out.
1. Check the “Has Final Test?” box
2. Complete the items under “Repair Details & Final Test Details”
3. Click the pencil image on the left to edit each of the Parameters (i.e. First Check, Second Check, RVO and/or Air Inlet)
4. Select from the drop down next to “Action Taken” and select what repairs or replacements were made; click save
5. Fill out the “Final Test Details”, including who completed the repair and follow up test; click save
6. Under “Final Results” fill in values for the final test
7. Click save after each tab
8. Once you are ready to submit, click save in the top left corner
9. A pop up will display the validation results
- Green = pass
- Blue = warning of an inconsistency; keep in mind some items that we do not require could lead to a blue dot (company licensing, fire suppression certifications, etc.)
- Red = fail, test is likely to be rejected (if you see red dots, please update or correct items prior to submittal to avoid resubmittal)
10. If rejected, you will receive an email with a subject line about the reason for rejection and a short description of what to do to resubmit
Submit a test
1. After completing the report, click “Complete & Create Report” in the top left
2. Results will be submitted and auto-generate a test report
Updating company details, tester certification & test gauge calibrations
These tabs are located on the left side of the main portal page. A company logo can also be added here.
Tester details
Add new tester
1. Information tab: Select your company from the drop down and fill in details for the new tester; click “Next” in the bottom right
2. Certifications tab: Click “Create New” in the top left (under information); fill in the information in the pop-up window; click “Save” then click “Next”
3. Documents tab: Select “Upload Files” in the top left and select files from your computer to upload; click the appropriate files and click “Upload” (this may take a moment); click “Finish” and a pop up will appear saying registration is complete
Update existing tester
1. Select your company from the drop-down list
2. Select the relevant tester from the drop-down list next to your company
3. Select “Edit” at the top of the window to update information under the “Information” tab
4. Select checkboxes for “Mark this tester inactive?” or “Moved to a new company?” as applicable
5. Click “Next”
6. Follow the same steps as above for “Certification” and “Documents” tabs
7. Click “Finish”
Company details
1. Click “Edit” (pencil image) in the top left corner
2. Edit your company details as needed
The City does not track insurance or licensing details. This is strictly for company contact information.
Gauge details
Creating a new gauge / kit
1. If your company is not already selected, choose it from the drop down
2. Select “Create New” with the plus sign in the top right
3. Under “General Data” fill in necessary information (serial number, make, model and status) and click “Next”
4. History of Calibration tab – click “Create New” in top left corner
5. Select the Date Calibrated from the calendar and the Gauge Status in the drop down
6. Calibration Renew will autofill to one year from the Date Calibrated
7. Click “Save” and Calibration History will populate (pictured)
8. Click “Next” to upload your test gauge / kit calibration report
Update existing gauge / kit
1. A list of all gauges / test kits associated with your company should be listed
2. Select the pencil image on the left to edit the gauge you need to edit
3. Edit relevant information under the General Data and click “Next”
4. Complete relevant history of calibration information (see above for adding a new calibration)
5. Select the calibration date from the calendar
6. Select “Current” from the Gauge Status drop down
7. Calibration Renew date will autofill one year from the date of calibration
8. Click “Save” and a new line will appear under History of Calibration
9. Click “Next” and upload Test Gauge / Kit Calibration report in the documents tab
10. Click “Finish” to submit the updated Test Gauge Calibration