Project Closeouts

Using Project Closeouts

Project Closeouts give each job a structured, trackable checklist of deliverables that must be completed before the project is officially closed — punch lists, as-builts, warranties, O&M manuals, and more.

1. Open a job and click Project Closeouts in the job toolbar.
2. If no closeout exists yet, a template picker appears. Select a template to instantiate the checklist for this job, or choose to start blank.
3. The closeout panel loads all checklist sections and items from the template.
4. For each item:
   • Set the Status (Pending, In Progress, Submitted, Approved, or N/A).
   • Enter Available and Required dates if the item has date fields.
   • Attach supporting files by dragging files onto the item's drop zone.
5. When all required items are resolved, click Complete Closeout in the action bar.
6. SCOPE validates that all required items have a resolved status (Submitted, Approved, or N/A) before marking complete. Any blocking items are highlighted.
7. Once complete, all fields become read-only.
8. To make corrections: click Reopen Closeout to return the closeout to an editable state.

Creating and Managing Closeout Templates

Templates let you define a standard closeout checklist once and reuse it across every job. Each job gets its own independent copy of the checklist when the template is applied.

1. Click the gear icon → Administration → Closeout Templates.
2. Click Add to create a new template.
3. Give the template a descriptive name (e.g., "Standard Commercial Closeout", "HVAC Project Closeout").
4. Add Sections — groupings that organize related items together (e.g., "Documentation", "Equipment", "Training").
5. Within each section, add Items. For each item configure:
   • Show Available date field — whether an "Available" date input appears on the item.
   • Required Available date — whether this date must be filled before the closeout can be completed.
   • Show Attachment field — whether the item has a file attachment zone.
   • Required Attachment — whether at least one file must be attached before completing.
6. Click Submit to save the template.

Tracking Closeout Checklist Items

Each checklist item has a Status dropdown that drives the overall progress calculation and completion validation.

Available statuses:

• Pending — not yet started.
• In Progress — work is underway.
• Submitted — documentation or deliverable has been submitted for review.
• Approved — item has been reviewed and accepted. Counts as resolved.
• N/A — not applicable to this project. Counts as resolved.

Items in Pending or In Progress status count toward the incomplete progress bar. Items in Submitted, Approved, or N/A status count as resolved.

The progress bar at the top of the closeout panel shows the overall completion percentage across all items.

Items marked with a red asterisk (*) are required — they must have a resolved status (Submitted, Approved, or N/A) and any required dates and attachments filled before the closeout can be completed.

Attaching Files to Closeout Items

Each checklist item supports its own set of file attachments — keeping documentation organized at the item level rather than in a single undifferentiated folder.

1. Locate the item in the closeout panel.
2. Drag and drop files onto the item's drop zone, or click the drop zone to browse for files.
3. Files upload immediately upon selection.
4. File chips appear above the drop zone showing the filename and description.
5. To edit a description: double-click the description text on the chip to edit it inline.
6. To remove an attachment: click the × button on the chip. The file is removed from this item.

Supported file types: PDF, DOC, DOCX, XLS, XLSX, JPG, PNG, SVG, WEBP, TIF, TIFF.

Attachments are included in both the PDF export and the Excel export of the closeout report.

Exporting Closeout Reports (PDF & Excel)

Export the closeout record as a PDF or Excel file for owner submission, record-keeping, or sharing with parties outside SCOPE.

PDF Export:

1. Open the closeout panel.
2. Click the PDF export button in the toolbar.
3. SCOPE generates a formatted closeout report using your company branding.
4. The PDF includes all sections, items, statuses, dates, and a completion summary.
5. The file opens in a new browser window — use your browser's print/save dialog to save it.

Excel Export:

1. Click the Excel export button in the toolbar.
2. An .xls workbook downloads automatically.
3. Sheet 1 — full item checklist with status, available date, required date, and attachment notes.
4. Sheet 2 — a summary view of completion percentages by section.