Set-Up Guide: Closeout Log

Welcome! This page will teach you how to quickly set up Extracts Pro's Closeout Log to begin collecting and managing closeout on a project. A Closeout Log helps organize all files that are required to be turned over contractually - whether they be in Procore, on your computer, or still held by a trade partner - as well as status and track documents. 

Step 1: Creating a Closeout Log 

1. Navigate to Extracts Pro via Procore's embedded apps (Procore Project > Apps in the top right-hand corner) or by logging directly into your Extracts Pro account.
   
   
2. Once logged in, select your Procore project from the dropdown list.  If you don't see your desired project, please ensure that you're connected to the proper Procore company. (See Troubleshooting section here).
   
   If you've accessed your Project, you should see a page like the one below: 
   
   
   
   
3. Select New in the top right-hand corner, then Closeout Log
   
   
   
   
4.  From here, you have two options:

- Creating a log from a template
- Creating an empty log

Templates allow your team to pre-build required documents as part of a turnover binder across many projects.  If you're unsure which to select, ask your Extracts Pro administrator. 

Step 2: Setting up your Closeout Log 

From a Template

If you've created a log from a template, some configuration is required to make the log applicable to your project.

1. As a first step, try changing the grouping by using the buttons in the top right-hand corner. For example, try grouping the rows by "Trade". 

• Grouping helps to organize the rows into shared properties: type of document, associated trade, subcontractor, etc. 
• Filtering will cut down the log to just items matching certain characteristics. We do not recommend using filtering at this point. 
• Organizing Columns allows you to turn off columns you don't need in your log. 
  
  

Jump to next step: Organizing The Log

From An Empty Log

1. If starting from an empty log, it's recommended to first update the settings of your log via the settings wheel in the top right-hand corner:

From here, there are several tabs to configure with your project's information, such as: 

• Details 
  • Configure the project's substantial completion date 
  • This is an automatic due date for trade partners when files are requested (it can be changed later). 
• Requirement types
  • Configure the types of files you want to turn over. Common types include O&M's, Warranties, Permits, etc. 
  • The more specific you are, the more granular you can group your files together (e.g., workmanship vs material warranties).
• Trades
  • This is a way of grouping scopes of work on your project
  • Best Practice: if you have a specific order in which you'd like your files to appear, try including a numbering system in front of the trade, such as "03 - Concrete" and "15 - HVAC"
• Custom Fields
  • This is how to add custom columns in the closeout log to group files.
  • Common custom groupings include location, phase, system, etc. 
  • To add, click "New Custom Field", give it a name (such as "Phase"), then enter values that you'd like to be able to select from a dropdown ("Building X", "Building Z"), etc. 

2.  At this point, you're ready to add rows/requirements to your log. Select "Add" to begin adding rows/requirements to your log.

Think of the rows as "pages in a binder" that you'd like to keep track of. These pages can be sourced from anywhere: items in Procore, a subcontractor, or an upload from your computer.

3. If you'd like to import requirements directly from your project's Procore submittals, select Submittal import. 

This option is recommended for organizations collecting many closeout documents via Procore's submittals tool.  You can find more information about this option here. 

If this isn't the case for your team, select Quick Create. 

4. Adding rows/requirements to your log can be done in bulk.  For example, selecting a Type "Warranty" and 3 Responsible contractors would create 3 warranties required, each assigned to each of the selected subcontractors below.  

Step 3: Organizing The Closeout Log 

From here, we want to configure the log with additional details - that is, ensuring each row has all of the details that we need to be successful during the closeout management process.

• [Optional] Start by grouping your rows by a shared characteristic - trade, for example. 
  
  
• From here, edit the information in each row by one of the two options below:
  
  

  Bulk Edit (recommended) 

  Select the checkboxes next to the rows you'd like to edit, then click Edit on the blue bottom pop-up that appears. 
  
  
  
  Now, a sidebar will appear on the right-hand side of the screen. 
  
  Select the checkboxes to the fields (columns) you want to edit, select the value you'd like to update, and then click Apply To All. 
  
  

  Single Field Edit  
  

  To edit cells one at a time, double-click on the cell to see available values.
  
  
  • • • Note that "Spec Section" and "Responsible Contractor" will populate directly from your Procore project. 
        
        

Step 4: Collecting Documents

Once you've listed the required documents for your closeout binder, there are 3 ways to begin organizing and collecting documents: 

1. Direct File Uploads
2. Linking to objects (Submittals, RFI's, etc.) in Procore
3. Requesting files from Subcontractors