This article covers how to delete a submittal item that has not started, and how to tell when to delete an item rather than cancel it.
What this covers
Deleting removes a submittal item from the project. It is available only for items in Not started status, meaning nothing has been requested from a submitter and no documents have been received.
Once an item has entered the workflow it becomes part of the project's administrative record, and the record of what was requested and from whom needs to be preserved. Items that have started are cancelled rather than deleted.
Who can do this
Access level required: Coordinator, Manager, or Administrator.
Applies to: internal users on the general contractor's team.
Not available to: the Viewer access level, or portal users.
Prerequisite: the item must be in Not started status. Items in any other status cannot be deleted.
Before you start
Confirm the item is in Not started. If it has any other status, cancel it instead.
Consider editing the item rather than deleting it. An item in Not started can be edited and reused, which keeps your submittal numbering sequence intact. If the item is needed but its details are wrong, editing is usually the better choice.
Deleting an item
Open the project and go to the Submittals tab.
Find the item you want to delete. Filtering the log by Not started status makes deletable items easier to find.
Select the checkbox next to the item.
Click the Bulk Actions icon to show additional options.
Click Delete Item(s).
Deleting several items at once
In the log, select the checkboxes for the items you want to delete.
Open Bulk Actions.
Select the delete items and confirm.
What happens next
The item is removed from the submittals log.
No notifications are sent. Because the item never entered the workflow, no submitter or reviewer had access to it.
Things to know
Delete or cancel. The deciding factor is whether the item has started. Not started items are deleted, everything else is cancelled. There is no overlap, so if the delete option is unavailable, the item has entered the workflow and cancelling is the correct action.
Not started items cannot be cancelled. Delete them, or edit and reuse them.
Editing preserves your numbering. Deleting an item and creating a replacement may leave a gap in your submittal numbers. Where the item is still needed, edit it instead.
Items you are still building are not in the log yet. Items in the process of being created appear only in the Add submittal items drawer, visible to the person creating them. They do not need to be deleted from the log.
Deleting is not the same as cancelling a request. If you have already sent a request for submittals, the item has started and delete is not available.
