Closeout & Archiving

When every checkpoint on a workpack has been worked through, you close it out to produce a permanent, signed record. This page explains how to close out a workpack and download its closeout PDF, how to read the audit trail, how to hand a workpack to another team member, and how archiving and restoring work. It is written for the project engineers, QA managers, and supervisors who finalise an Inspection & Test Plan (ITP) at the end of a job.

Closing out a workpack

Closeout is the final step in a workpack's life. It locks the document against any further sign-off and compiles the completed ITP into a PDF for the record. You'll find the Close out panel on the workpack's detail page, below the activities.

Before you can close out

A workpack can only be closed out once it is Active (approved and being worked on site) and every checkpoint is finished. The Close out workpack button stays disabled until both of these are true:

• Every activity row is resolved — each row must be signed off, accepted as-is, or marked N/A. Any row still in progress blocks closeout.
• Every defect is dispositioned — there can be no open defects anywhere on the workpack.

If anything is still outstanding, the panel tells you exactly what. Hovering the disabled button shows a tooltip, and the same message is printed beneath the button so it's visible on touch screens and to screen readers. For example:

• "Can't close out yet — #4 Concrete pour, #7 Backfill still need to be signed off, accepted as-is, or marked N/A."
• "Can't close out yet — 2 open defects must be dispositioned first."

Return to the workpack's activities, resolve the named rows or defects (see On-Site Execution), and the Close out workpack button becomes available.

Signing the statement of compliance

Closeout requires a signature. When you click Close out workpack, a confirmation dialog appears with a signature pad:

1. Read the confirmation — closing out locks the workpack from further sign-off and cannot be undone.
2. Sign the statement of compliance on the pad. By signing, you certify that the workpack's inspection & test plan has been completed and complies. Your signature is recorded on the closeout ITP.
3. Click Close out. The Close out action stays disabled until a signature is present.

Once confirmed, the workpack moves to Closed and the system begins compiling the closeout ITP PDF in the background.

Watching the PDF compile

Generating the closeout PDF runs as a background job, so you don't have to wait on the page. The panel shows a live progress bar with the current stage and a percentage. While it runs you can:

• Cancel the generation if you started it by mistake.
• Leave the page and come back later — the document will be waiting.

When the job finishes, a green "Closeout PDF is ready" confirmation appears and a download card is shown.

Downloading the closeout PDF

Once the closeout ITP is compiled, the panel shows a Closeout ITP card with a Download ITP PDF button. This is the binding, signed record of the completed inspection & test plan. The download link is available to anyone who can view the workpack, even after it has been closed or archived.

If the PDF didn't generate

Occasionally a closeout PDF may fail to compile or fail to start. If a workpack is closed but has no document yet, the panel explains this and offers a Regenerate ITP PDF button (for users who can manage the workpack). Regenerating re-runs the compile using the signature already on file — you don't sign again. You can also regenerate at any time after closeout to refresh the PDF if header or footer details have changed.

Generating a plan PDF before approval

Before a workpack is approved, you can produce a PDF of the plan so a reviewer can read or mark it up. While a workpack is in Draft, Submitted, or awaiting re-approval, the panel offers a Generate for approval button (available to anyone who can view the workpack). This compiles a Plan for approval PDF using the same engine as closeout, but:

• It does not require a signature.
• It does not change the workpack's status — it's a read/markup copy, not the binding closeout record.

Download it from the Download plan PDF button. Once the workpack is closed, this plan PDF is replaced by the binding closeout ITP.

The audit trail

Every workpack keeps a complete, read-only Audit trail of what happened to it, newest first. Find it in the Audit trail card on the detail page — it's collapsed by default, with a count badge showing how many events have been recorded. Click the card header to expand it.

The audit trail records the full history of the workpack and its activities, including:

• Status changes — submissions, approvals, rejections, and closeout.
• Approvals and rejections — including those made by external (client or principal-contractor) reviewers.
• Sign-offs and checkpoint activity on individual rows.
• System events and notes.
• Ownership transfers and other management actions.

Each entry shows who did it (with their name and avatar, or System for automated events), a timestamp in your local time zone, and a short label describing the event type. A few extra details are recorded.

• An External badge marks actions taken by an outside reviewer invited via magic link.
• A Manual override badge highlights any event where a status was changed manually rather than following the normal flow.

To find a specific event, use the two filters at the top of the card:

• Filter by event type — narrow to status changes, approvals, rejections, system events, or notes.
• Filter by person — show only the events for one person (or System).

The audit trail is append-only: nothing in it can be edited or deleted, so it remains a trustworthy record for QA and compliance.

Transferring ownership

Every workpack has an owner. If the responsible person changes — someone leaves the project, or hand-over is needed — you can transfer ownership to another team member without losing any history. This is available to the current owner or to anyone who can manage workpacks, and can be reached from the workpack's actions (⋯) menu.

To transfer ownership:

1. Open the workpack's actions menu and choose Transfer ownership.
2. In the dialog, pick the New owner from the list. Only internal members who can view workpacks are eligible; the current owner is excluded.
3. Enter a short reason for the transfer (at least a few words). This is recorded for accountability.
4. Click Transfer ownership.

The new owner takes over immediately, and the change — along with your reason — is written to the audit trail. If there are no eligible members to receive the workpack, the dialog tells you so.

Archiving and restoring

Archiving removes a workpack from your active list once you no longer need it day-to-day, without destroying its record. Archive (and restore) are available to users who can manage workpacks. The wording and consequences depend on whether the workpack is still a draft.

Archiving a finished or in-progress workpack

For any workpack that isn't a draft (including closed ones), choose Archive from the actions menu. A confirmation explains that:

• The workpack is hidden from the active list.
• It is not deleted — its content, PDFs, and full history are preserved.
• You can restore it later from the Archived tab.

Confirm with Archive permanently and you'll be returned to the workpacks list. Archiving is the terminal state for a finished workpack — there is no hard delete. An archived workpack can still be opened to view its details and download its closeout PDF; it simply can't be edited or worked on until it's restored.

Deleting a draft

A workpack that's still a Draft (never approved or worked on) is treated differently. Choosing Delete on a draft schedules it for removal: the draft and all its activity rows, approvers, and reference documents are archived for 30 days, then permanently deleted. You can restore it within that window, but after 30 days the deletion can't be undone. Confirm with Delete draft.

Restoring a workpack

To bring an archived workpack back, open the Archived tab in the workpacks list (or the archived workpack's detail page) and click Restore. The workpack returns to your active list with all of its content and history intact, exactly as it was before archiving.

Related pages

• Workpacks Overview — what workpacks are and how they fit together.
• On-Site Execution — signing off checkpoints and dispositioning defects so a workpack is ready to close.
• Approvals — getting a workpack approved before work begins.