What this covers
Cancelling a submittal item stops it from moving through the workflow while keeping the item, its documents, its comments, and its history in the project record. Cancelled items are not removed. This matters because a submittal that was requested and then cancelled is part of the administrative history of the project.
Cancel is the correct action for any item that has already been requested. Items that have not started are deleted instead. See Delete Items.
Who can do this
Access level required: Manager
Applies to: GC internal users
Not available to: Viewer and Coordinator access levels. Portal users cannot cancel items.
Prerequisite: The item must have started the submission process. Items that have not been requested cannot be cancelled.
Steps: cancel an item
Open the project and go to the Submittals tab.
In the log, select the checkbox for each item you want to cancel.
Open Bulk actions at the bottom of the screen.
Select the More actions icon (three dots).
Select Cancel items and confirm.
If the item was rejected by a reviewer
When a reviewer rejects an item, the submittal manager can close it out directly using Reject and cancel from the rejection options, rather than cancelling from the log. See Rejection and Revision Handling.
What happens next
The submittal document receives a Cancelled watermark.
The item becomes read only.
Everyone who previously had access keeps view-only access, in both Flex and the RedTeam Portal, unless your company has restricted visibility of cancelled items for Portal users.
An Item cancelled notification is sent to all parties who had access.
The item is removed from the default log view. Filter by the Cancelled status to see it.
Steps: restore a cancelled item
Filter the log by the Cancelled status to locate the item.
Select the checkbox for each item you want to restore.
Open Bulk actions, then the More actions icon (three dots).
Select Restore and confirm.
What happens after a restore
The Cancelled watermark is removed from the document.
An Item restored notification is sent to all parties who previously had access, and an action notification is sent to the party who now holds the court.
Things to know
Cancel and delete are not interchangeable. Once an item has been requested it can only be cancelled. Before it has been requested it can only be deleted. Cancelled items remain visible under a filter; deleted items are gone.
Cancelling is not deleting. The item, its documents, its comments, and its history remain in the project and stay visible to everyone who had access.
Comments survive cancellation. They remain visible, read only.
What external parties see depends on a company setting. Your company can restrict whether Portal users see cancelled and rejected items at all.
Only GC users with Manager access can cancel an item. Submitters cannot cancel items themselves. A submitter who wants an item cancelled has to ask the submittal manager.