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Project Closeout and Project Deletion Process

Learn how to close out projects in ProjectTeam.com, download final records, retain closed projects, or request project deletion.

Overview

A well-managed closeout process is critical to ensuring that all required documentation is complete, accurate, and available for future reference. ProjectTeam.com is designed to support closeout activities by helping teams confirm that final records such as contracts, change orders, pay applications, warranties, manuals, and other project documents are properly finalized and stored.

As long as your organization maintains an active subscription, you are not required to offload or remove closed projects from the system. Many organizations choose to keep closed projects accessible for audit, reference, or historical reporting purposes.

ProjectTeam.com provides multiple ways to extract and retain project data during closeout, including standard closeout reports and bulk download options for project files and records. These tools allow teams to create an offline archive of key project information as part of their closeout checklist.

Once you have verified that all required closeout documentation has been downloaded and retained, you may request that a project be marked for deletion. Project deletion requests should be submitted by emailing support@projectteam.com. 

Creating Closeout Reports

ProjectTeam.com makes it easy to generate comprehensive closeout reports using the data already captured throughout the life of a project. All information entered into ProjectTeam.com forms, including standard forms and fully custom forms, is available for reporting. This allows teams to compile accurate, consistent closeout documentation without manual re-entry or data reconciliation.

One of the key advantages of the ProjectTeam.com platform is its flexibility and customization. Custom forms, custom fields, workflows, statuses, and configurations created to support your organization’s processes are fully reflected in reports. This ensures that closeout reports align directly with how your team manages projects, rather than forcing your data into a predefined or generic format.

For closeout packages that require multiple deliverables, ProjectTeam.com allows users to chain multiple reports together to create a single, consolidated export. Reports can then be exported in a variety of formats, including Excel, Word, PDF, and CSV, making it easy to share, archive, or submit final documentation based on project or owner requirements.

If you need assistance creating custom closeout reports, please contact your ProjectTeam Professional Services representative or Account Manager to discuss available paid service options for report development. If you are unsure who your point of contact is, you may also reach out to support@projectteam.com for assistance.

Bulk Downloading File Data

ProjectTeam.com provides built-in tools to support bulk downloading of project data as part of the closeout process. The File Management area includes two primary tabs:

  • Project Files, which contains files uploaded directly to the project folder structure,
  • Form Attachments, which contains files attached to individual forms such as RFIs, submittals, contracts, and other project records

Read more about the differences between Project Files and Form Attachments here.

To download files in bulk, users can select the checkbox next to one or more folders within the File Management area. Once selected, a popup will appear with the option to download the selected folders and their contents. This allows teams to efficiently retrieve large sets of documents without needing to download files individually.

For projects with a large volume of files, it may be helpful to break downloads into smaller sections. Some web browsers have limits on the size or number of files they can process in a single download, and smaller batches can help avoid interruptions or failed downloads.

All bulk downloads are delivered as a compressed ZIP file. The ZIP file preserves the original folder structure and file types, making it easy to store, review, and archive project documentation offline.

Requesting Project Deletion

Caution: Before requesting project deletion, it is important to confirm that all required project information has been fully downloaded and retained. 

Once a project is deleted, its data is no longer accessible within ProjectTeam.com, so teams should verify that closeout reports, files, and any other necessary records have been successfully exported as part of their closeout process.

To request that a project be marked for deletion, send an email to support@projectteam.com with the subject line “Request Project Deletion.” For security and verification purposes, the request must be submitted by an organization administrator associated with the ProjectTeam.com account.

After a request is received, ProjectTeam will verify the request details and confirm authorization before any deletion activities begin. This verification step helps ensure that projects are only deleted intentionally and by approved users.

Once a project is deleted, it cannot be accessed by any users, including internal users or external connected organizations. When the deletion process is fully complete, the requesting organization will receive a confirmation email indicating that the project has been successfully deleted.

If you have questions about the deletion process or need assistance confirming that your closeout activities are complete, please contact support@projectteam.com for help.