Project Closeout Records
Project closeout in Kazinex Workflows is the formal process of verifying that all document control obligations are complete, exporting the archive package, and locking the project workspace. This page walks through the nine-point closeout checklist, how to resolve outstanding items, what a locked project prevents, and what the archive package contains.
Closeout readiness checklist
Navigate to Settings → Project Closeout to see the interactive checklist. Each item must be marked complete before the Lock Project button becomes active.
Workflows section
| Item | How to verify | How to resolve if incomplete |
|---|---|---|
| All active workflows completed | Workflows → Active → count should be 0 | Complete or cancel all open workflows |
| No pending review steps | Dashboard → Pending Actions should be empty for all users | Assign and complete outstanding steps, or cancel the parent workflow |
Transmittals section
| Item | How to verify | How to resolve |
|---|---|---|
| All transmittals acknowledged | Reports → Transmittal Register → filter Status=Pending | Resend acknowledgement requests; record manual acknowledgements if needed |
| No overdue acknowledgements | Reports → Overdue Report → filter Type=Transmittal | Follow up with recipients; record acknowledgement dates manually |
Correspondence section
| Item | How to verify | How to resolve |
|---|---|---|
| All open correspondence closed | Correspondence tab → filter Status=Open or Awaiting Response | Follow up on responses; close items that no longer require a response |
| No items past due date | Reports → Overdue Report → filter Type=Correspondence | Chase response or close with a documented reason |
Work Packages section
| Item | How to verify | How to resolve |
|---|---|---|
| All work packages approved or closed | Work Packages tab → count of Active/Submitted packages should be 0 | Submit remaining packages; approve or close |
| Final inspection complete | Manual confirmation by Project Admin | Project Admin marks item complete manually |
Archive section
| Item | How to verify | How to resolve |
|---|---|---|
| Final audit report exported | Settings → Project Closeout → Audit Export | Export the full audit report (see below) |
Resolving outstanding items
Cancelling open workflows
If a workflow cannot be completed (the reviewer is no longer available, the document is superseded, or the workflow was started in error):
- Open the workflow instance.
- Click Cancel Workflow.
- Enter a reason (recorded in the audit trail).
- The workflow status changes to Cancelled and the document status reverts to its pre-workflow status.
Recording manual acknowledgements
For transmittals where a recipient has verbally acknowledged but not clicked the link:
- Open the transmittal.
- Find the recipient row.
- Click Record Acknowledgement.
- Enter the date acknowledged and a reference note (e.g.,
Confirmed by email on DD/MM/YYYY). - Save.
Closing correspondence
For correspondence items awaiting a response that will not arrive:
- Open the correspondence item.
- Click Close.
- Enter a reason (e.g.,
No response required — issue resolved on site). - Save.
Exporting the final audit report
- Go to Settings → Project Closeout.
- Click Export Audit Report.
- Choose scope:
- All entities — includes documents, workflows, transmittals, correspondence, work packages, and access events.
- Custom — select specific entity types and date ranges.
- Choose format: PDF (formatted for archiving) or Excel (for data analysis).
- The export generates a time-stamped ZIP containing:
- Full audit event log (all entities)
- Document register snapshot
- Workflow summary (per template, per document)
- Transmittal register with acknowledgement status
- Correspondence log
- Work package summary
- Guest share activity log
Locking the project
When all checklist items are complete:
- The Lock Project button becomes active in Settings → Project Closeout.
- Click Lock Project.
- A confirmation dialog shows a summary of the project: record counts, export timestamp, and a warning that locking cannot be automatically undone.
- Confirm.
What a locked project prevents:
- Uploading new documents or revisions
- Starting new workflows
- Issuing transmittals
- Sending correspondence
- Inviting new team members
- Changing project settings
What a locked project allows:
- Viewing all records (read-only)
- Exporting reports and audit logs
- Downloading documents
- Reading correspondence and transmittal history
To unlock a locked project, contact your Org Admin. Unlocking requires a written reason that is recorded in the audit trail.
Data retention
After project lock:
- All project data (documents, workflows, transmittals, correspondence, audit logs) is retained indefinitely unless the organisation has a configured data retention policy.
- Data retention policies are set at Organisation Settings → Data Retention.
- If a retention policy is set (e.g., 7 years), the data will be purged automatically after the policy window from the lock date.
- Export your full archive package before the retention window closes if you need long-term evidence.
Closeout best practices
- Do not wait until the final week. Begin the closeout checklist 4–6 weeks before the planned handover date.
- Assign a dedicated document controller to close out outstanding transmittals and correspondence in the final weeks.
- Export the audit report immediately after locking — do not rely on the platform as the sole archive.
- Notify all team members before locking so they can download any documents they need for reference.