Procore Hot Tip - Item Closing

Closing Procore Items

Closing out items on Procore is mostly the  same across the various tools where the item manager (e.g. RFI Manager) closes the item when resolved by clicking the Close button at the tope of the items page.

The following tools have a specific process that must be followed to properly close out the items:

• Correspondence 
• Observations 
• Defect List 

These tools must be closed out this way to ensure the proper communication pathway was followed and the items checked by the appropriate team member.

Correspondence Closing 

For any type of Correspondence (SI, CI, PCG etc.) when the Assignee has completed the action required, they must scroll to the Activity section at the bottom of the page.

They must note the action taken in the Activity section and attach any relevant photos or documents.

If the action taken resolves the item and it can now close, the Assignee will click Post Response and Change Status.

If further action is required, they will just click Post Response.

Observation Closing

Once the action (including any changes to PMPs, SWMS etc.) required to resolve an Observation has been taken and is 100% complete, open the Observation and scroll to the Activity section at the bottom of the page.

Click Change Status. 

Note the action taken and attach any relevant photos or documents.

If the action taken resolves the item and it can now close, select Closed from the status dropdown.

If further action is required or if it requires review from the PM of H&S Coordinator, select Ready for Review.

Defect List Closing

For all defects, when the Assignee has completed the work required for the Defect they must open the Defect item.

In the Work required section at the top of the page they must comment the work completed and attach any relevant photos or documents, then click Ready for Review.

This will send the Defect to the Defect Item Manager’s court with an alert email.

The Defect Item Manager must check the work completed is satisfactory. 

Then open the Defect and note the work/quality of work completed, select All Work Complete if the work is accepted, attach any relevant photos or documents, and click Submit.

This will send the Defect to the Final Approver to Close with an alert email. 

The Final Approver must then confirm the work completed is satisfactory. 

They will open the Defect and note the work/quality of work completed, attach any relevant photos or documents, and click Close Defect Item.

The Defect is now closed.

It is important to follow the close out procedure properly to ensure the quality is properly checked and is at a standard approved by the client/consultant. 
This ensures a proper record to cover both CBC (yourself) and the trade partner in case of any issues arising after the work is complete.