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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.

Field QA reviews may say Scheduled while EEHM coordinates the visit. They do not use the portal file-upload step.

Upload the requested files

  1. Open a row labeled We need your files.
  2. 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.
  3. 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.
  4. For each successful upload other than a download-only original, use What does this file show? to identify the evidence type. The required-evidence list checks off as you classify files.
  5. 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 size/hash, extension, detected type, and structural checks passed. For download-only originals, it means only the extension admission and recorded size/hash checks passed; Vault does not validate their actual content type or structure. Neither means antivirus-scanned or malware-free. A file marked Upload failed cannot be used in the review and must be uploaded again.

Download-only originals receive size/hash checks but 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. XLSM files may contain macros; keep your normal desktop macro protections enabled when opening downloaded originals. These files are not scanned for malware.

Upload only approved QA evidence

After an eligible image becomes Available and review begins, EEHM may process it with its configured hosted vision-AI service to help classify and extract evidence. Pending, failed, PDF, and unsupported AI 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.

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.

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.

Respond to a missing-file request

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

  1. Open Send missing files to read the request.
  2. Select Upload the missing files and add the requested evidence.
  3. Return to the request and mark each required item done. Add a written response when it helps the reviewer understand what you supplied.
  4. 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.

  1. Fix the model in Ekotrope or upload evidence, according to the instruction on the item.
  2. Enter a response and mark the item done.
  3. Resolve every required item.
  4. 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.

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.

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

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.