Work through a QA review

The QA Reviews section is where you send EEHM the files needed for a quality assurance review, respond if the reviewer finds something to correct, and read the final results.

This section appears only after EEHM enables QA Reviews for your company. Every portal user at an enabled company can see that company's reviews. If the section is missing, contact EEHM staff.

Find the review that needs you

Open QA Reviews in the portal sidebar. The list shows all active and completed reviews for your company. Rows that need something from you appear first.

The status tells you what happens next:

Status	What it means
We need your files	Upload the project's supporting files.
Action needed: missing files	EEHM sent a specific file request. Open it to see what is still needed.
Action needed: rework	EEHM sent findings that require your response.
In review	EEHM has the review. You may still be able to add a missing file, but no other action is required.
Complete	The result and any downloadable checklist copy are ready.

For a File QA review, a line under the status tracks EEHM's turnaround — the time from the date EEHM had the complete QA files to the date it sent the first findings:

Complete files received [date] · N days in review — EEHM has your complete files and is reviewing them. If EEHM sent a file request, the date is when you completed that request. While the file request is open the line is hidden, and when you complete it the line returns with the later date.
Findings sent N days after complete files — EEHM sent its first findings: the rework request, or the completed review when nothing needed correcting.

Reviews whose files arrived before EEHM tracked them in the portal show no line.

Multifamily unit-under-test (UUT) reviews are not in this list. Their files go to the project, not to each unit: open the project under Multi-Family, where each unit shows its review status and, while the review is open, links to Add project files. See Follow a multi-family project.

Field QA reviews may say Scheduled while EEHM coordinates the visit. They never ask you for files, but you can send some before the visit — see Send files before a Field QA visit. To ask EEHM for in-person Field QA, use Request In-Person QA; your requests are listed under My Field QA Requests, where each house reads Scheduled once EEHM has set up its review. See Request in-person Field QA.

To find one review in a long list, use the search box and filters above the list:

Search matches the review's name, street address, or Ekotrope project ID.
All QA types narrows the list to one kind of review, such as File QA or Field Final.
All statuses narrows the list to one status from the table above.

Select Search to apply them. The filters stay in place as you page through the results. Select Clear to see every review again. The count of reviews that need your attention always covers all of your company's reviews, not only the filtered ones.

Upload the requested files

Open a row labeled We need your files.
Review What we need. This list names the evidence EEHM expects for this review. It is built for your specific project, so two reviews can ask for different things — see What we need is specific to your project below.
Drop files into the upload area or select browse. Accepted evidence is PDF, JPEG, PNG, WebP, HEIC and HEIF (the formats an iPhone camera produces), and download-only SketchUp (.skp/.skb), BLD, Office (.xlsx/.docx/.xlsm), and QuickTime (.qt/.mov) originals, up to the per-file limit shown on the page. The uploader sends at most three files at once; one failed file does not cancel the others. To send a whole folder at once, select Choose folder — subfolders are included, and each file keeps its folder path in the name so the reviewer can tell similar filenames apart.
Optional: for each successful upload other than a download-only original, use What does this file show? to identify the evidence type. You do not have to tag any file — EEHM's QA team reviews every upload, tagged or not. Tagging a file checks off the matching item in the required-evidence list; an item stays Still needed until a file is tagged for it, even if you uploaded that file.
When the initial set is complete, select I've finished uploading.

At least one usable file is required before you can finish the initial upload. Files marked Processing are still unavailable. For PDF and photo evidence, Available means the file arrived complete and passed Vault's file-type and structure checks. For download-only originals, it means the file arrived complete with an accepted extension. A file marked Upload failed cannot be used in the review and must be uploaded again.

Download-only originals are never previewed or classified, so they do not check an item off What we need. Send the evidence itself as a PDF or photo as well. Keep your desktop protections on when opening originals.

Upload only approved QA evidence

After an eligible image or PDF becomes Available and review begins (on a Field QA review, as soon as it becomes Available), EEHM may process it with its configured hosted vision-AI service to help classify and extract evidence. For a PDF, the file name is sent too. Pending and failed files, images over 15 MB, PDFs over 50 MB, PDFs over 15 MB with more than 150 pages, and other formats are not sent. Do not upload credentials or sensitive personal information that the QA review does not require.

You can add files later while EEHM is reviewing the evidence or while a rework round is open. Late files notify the QA team as they arrive; there is no second I've finished uploading step.

Read the upload report

After a batch finishes, an Upload report appears at the top of the page listing every file that was skipped or not accepted, grouped by reason. Copy list copies the file paths that still need attention, which is useful after a large folder upload. The report survives a page reload until you select Dismiss — but only while the review still accepts uploads or has a file processing. Copy anything you still need from it before the review moves on.

Folder uploads normally sweep in hidden files your computer creates, such as Thumbs.db, desktop.ini, .DS_Store, and names beginning with ._. Vault skips these instead of refusing them and lists them in the report as skipped. Nothing is wrong and there is nothing to re-send for them.

A file you upload that is byte-for-byte identical to one already in the review, with the same file extension — for example, you re-selected the same folder, or resent a file after a network hiccup — is recognized and not stored a second time. It appears in the report as Already in Vault and is not counted as needing attention.

When an upload is refused for a limit

A file can also be refused for a reason that has nothing to do with the file itself. Besides the per-file size and type checks, a review has ceilings on how much it can hold at once, and the message names the limit it hit:

A review is full. A review accepts a maximum number of files and a maximum combined size. Once either is reached, no further files are accepted on that review.
Too many files are still processing. Only so many files may sit in Processing on one review at a time. Wait for the current batch to finish and upload the rest.
A rework round is full. While a rework round is open, the files you add during that round have their own count and combined-size ceiling, separate from the review's.
You have uploaded too much too quickly. Uploads are also counted per user and per company over a set window — one hour by default. The message names the limit you reached, whether it counts files or total size, and roughly how long until it clears: "Your hourly file-count upload limit (600 files per hour) was reached — try again in about 12 minutes."

Because none of these depend on the file you chose, selecting the same file again immediately will not help. The processing cap and the too-much-too-quickly limit clear on their own, so waiting and trying again is the fix. A full review or a full rework round does not clear by waiting.

In the upload report, a file refused for the too-much-too-quickly limit is listed under Upload rate limit reached, while a file refused because the review is full is listed under Case at capacity. The first clears on its own; the second does not.

Files that finished as Upload failed still occupy part of a review's allowance until EEHM's routine cleanup removes them, so repeatedly re-uploading a file that keeps failing can fill a review. If waiting does not clear a refusal and you still have evidence to send, contact EEHM staff rather than retrying.

What we need is specific to your project

Some evidence is asked for on every review of that type. Other evidence is asked for only when your rating's Ekotrope model shows the matching test was actually performed. The duct-leakage result photos work this way: the leakage to outside (LtO) and total duct leakage (TDL) photos are requested only when the model records that test. A project that ran one test but not the other is asked for one photo, not both. The Ventilation test result photo follows the same rule — it is requested only when your model includes a mechanical ventilation system.

A File QA review always asks for a Dishwasher photo, a Clothes washer photo, and a Clothes dryer photo, even when the home does not have the appliance. In that case, photograph the empty space where it would go — RESNET requires the photo either way. One Combined Clothes washer / dryer photo that shows both covers the washer and the dryer. A stove photo is not required.

Where a review asks for both a Ventilation nameplate / rating photo and a Ventilation test result photo, they are two different files and one does not replace the other. The nameplate photo shows the equipment data plate, which records the airflow the unit is rated for. The test result photo shows what a ventilation test actually measured. EEHM needs the measured value, so a nameplate photo alone leaves the item outstanding.

Because the list is read from the current model, it can change. If EEHM re-syncs your Ekotrope file and a value changes, an item can appear or disappear from What we need. If EEHM already asked you for a specific file, that request stays open and you can still upload and classify it, even if the item has since left the required list — finish the request rather than ignoring it.

A file marked Upload failed never checks an item off the list, so an item can stay outstanding even though you uploaded something for it.

Send files before a Field QA visit

While a Field QA review is Scheduled or In review, its row may offer Add files (optional). Nothing is required: the row never shows as needing action, and there is no I've finished uploading step.

On the page, Helpful before the visit lists the evidence the home's File QA review will ask for, each marked Optional until you supply it. Upload and classify files the same way as above. Once the home's rating is matched, those files also count toward its File QA review. Items they cover there read Received with your Field QA upload, so you don't need to send them again.

Respond to a missing-file request

If EEHM needs specific evidence after review has started, the row changes to Action needed: missing files.

Open Send missing files to read the request.
Select Upload the missing files. It takes you to the Files section further down the same page, where you add the requested evidence — see Upload files from the rework page.
Mark each required item done. Add a written response when it helps the reviewer understand what you supplied.
When all required items are resolved, select All rework complete → notify EEHM.

The case remains in evidence review while the file request is open. Completing the request tells EEHM to resume; it does not restart the whole review.

Respond to rework findings

A rework round lists each client-visible finding separately. Items under Must correct block the review. Optional items do not.

Fix the model in Ekotrope or upload evidence, according to the instruction on the item. An item that needs a file links to Upload the file below, the Files section of the same page.
Enter a response and mark the item done.
Resolve every required item.
Select All rework complete → notify EEHM.

You may revisit a closed round to read your responses. After you close the round, EEHM re-reviews the corrected items and will contact you if anything else is needed.

If you fixed the work but didn't select All rework complete, EEHM may close the round for you. The page then says EEHM closed the round, and items EEHM marked done read Resolved by EEHM. You don't get an email when this happens.

If EEHM sent a round by mistake, EEHM may withdraw it. The round stays on the page, greyed out and marked Withdrawn by EEHM, and each item you hadn't finished reads No action needed. The items are listed for reference only, and you don't get an email when this happens.

Upload files from the rework page

While a rework round or missing-file request is open, its page has a Files section, so you don't have to leave the page to send evidence:

Not found in your files yet lists the required evidence that no file covers so far. If you have any of it, add it below; EEHM's reviewers sort the files, so you don't tag anything here.
Upload files (optional) works like the upload page: drop files, browse, or Choose folder. The page reloads after each batch. If you typed a response to an item and haven't sent it yet, your browser warns you before the reload would discard it.
The link at the top of the section opens the files page, where you can see everything you've uploaded for the review.

Rework after RESNET asks for corrections

When RESNET reviews a File QA checklist and asks for it to be corrected and resubmitted, the Vault sends you a rework email on its own, usually within minutes. The email attaches the checklist as RESNET reviewed it, showing each question and EEHM's answer. The rework page has the same file under Download the checklist sent with this rework.

Review the items marked unsatisfactory in that checklist.
Correct the model in Ekotrope.
Mark the item done, then select All rework complete → notify EEHM.

EEHM then updates the checklist with RESNET. You don't get the File QA complete email while RESNET's correction request is open. It arrives once the checklist is resubmitted and RESNET no longer asks for corrections. For some older reviews, EEHM sends this rework to you directly instead.

Rework EEHM sent you by email

Some reviews are still tracked in EEHM's QA spreadsheet. For those, EEHM's rework findings are in the rework email EEHM sent you, not on the page. The row reads Action needed: rework and its button is Respond to rework.

Fix the items listed in the email.
In Your notes, tell EEHM what you changed, then select Save notes. You can come back and edit them until you finish.
Upload any files EEHM asked for in the Files section. They appear under Files uploaded for this rework. This page doesn't list missing evidence, because these reviews' files aren't sorted in the Vault.
Select Rework complete → notify EEHM. Unsaved notes are sent with it.

After that, the page reads Submitted to EEHM on the date you finished, and you can't change the notes or add files. The row reads Rework sent to EEHM until EEHM records your response. If EEHM asks for rework again later, the page opens again with your earlier notes filled in.

Read the result

When the review is complete, select View results. The page shows:

the outcome for each checklist used in the review;
whether that review type was submitted to the RESNET registry and, when available, its registry checklist ID;
client-visible findings and whether they were resolved; and
a Download checklist copy (.xlsx) button when the checklist is ready to share.

Once RESNET returns its result for a checklist, the outcome is RESNET's:

Passed or Failed;
RESNET's QA score as a percentage; and
whether the score meets the 90% threshold for virtual QA eligibility.

If RESNET has received the checklist but has not settled its result yet, the outcome reads Result pending at RESNET. If the checklist was rescinded from the RESNET registry, the page shows no RESNET result for it, only EEHM's own outcome where one exists. The downloaded checklist copy carries the same facts: the status, score, pass/fail, and threshold, or only "Rescinded" for a rescinded checklist.

Unit-under-test reviews are not submitted to RESNET. If no checklist document is available, contact EEHM for a copy.

Field QA completion emails

When RESNET accepts a Field QA checklist, EEHM emails it once to the rater, the associated rater, and the field inspector named on the review, provided each is currently associated with your company and has an email address. The email gives the address, the QACID, and RESNET's result — the status (Pass, Fail, or Result pending at RESNET) and the QA score as a percentage, with whether it meets the 90% threshold, or only "Rescinded" for a rescinded checklist — with the accepted checklist attached. A company administrator can also have a regular summary of these sent to chosen recipients — see Field QA completion summary in Choose who receives EEHM emails.

If something looks wrong

A review or file from another company is never intentionally visible. Sign out and contact EEHM immediately if you think the company shown is wrong.
If an upload fails, upload that file again. Other files in the same batch may still have succeeded.
If All rework complete is disabled, at least one required item is still unresolved.
If you changed Ekotrope after sending rework, mention that in your response so the reviewer knows to pull the latest model.