Construction projects move through hundreds of decisions, reviews, approvals, reports, and document exchanges. To keep that work organized, eComm® uses item statuses to help project teams understand what still needs action and what has already been completed.
Two of the most important statuses are open items and closed items.
An open item is still moving through the workflow. A closed item has completed its required workflow steps and becomes part of the project record. Understanding the difference helps owners, architects, engineers, construction managers, general contractors, consultants, and inspectors stay organized, accountable, and better prepared for closeout.
What makes an item open
In eComm, an item is open when it is still active in the workflow.
That means the item has not reached its final step. Someone may need to review it, respond to it, add information, upload a file, apply a status, or move it to the next person in the process.
Open items often include:
- RFIs waiting for review or response
- Submittals moving through approval
- Change items still in progress
- Reports that need action
- Pay applications under review
- Documents requiring comments, attachments, or routing
Open items are important because they show where work is still moving. They help project teams answer questions such as:
- Who has the item now?
- What needs attention?
- Has the item been reviewed?
- Is it waiting on a contractor, architect, engineer, owner, or construction manager?
- What still needs to happen before the item can be closed?
This is where eComm’s Ball in Court visibility becomes especially helpful. When an item is open, project teams can see where it sits in the process and who is responsible for the next action.
Instead of relying on email threads or separate spreadsheets, open items give the team a structured way to track active project work.
What happens when an item is closed
A closed item has completed its workflow.
Once an item is closed, it is no longer moving through the active Ball in Court process. It has been reviewed, processed, statused, or posted according to the workflow setup for that item type.
Closed items are still important. They do not disappear from the project. They become part of the permanent project record and can be referenced later for documentation, reporting, audits, or closeout.
Closed project items help teams:
- Confirm that a workflow was completed
- Review past decisions and responses
- Maintain a documented history
- Support project closeout
- Reduce confusion about whether an item is still active
- Preserve information for future reference
For example, a closed RFI may show the final response and workflow activity. A closed submittal may include review comments, attachments, status information, and a record of who processed it. A closed report may remain available as part of the project history.
Closed does not mean lost. It means completed and recorded.
Actions available on open items
Open items are active, so users may have several actions available depending on their role, permissions, and where the item sits in the workflow.
Common actions on open items include:
Process the item
Processing moves the item to the next step in the workflow.
When an item is in your court, you may need to select a status, add comments, attach files, review documents, sign or annotate a PDF, or submit the item forward. This is how open items continue moving through the project.
Send back to a previous step
If information is missing or something needs to be corrected, an open item may be sent back to a previous step.
This helps keep the workflow accurate without forcing the team to start over. It also documents why the item was returned.
Forward the item
Forwarding allows the item to be sent to another user for action.
This is useful when a general contractor, construction manager, or architect needs another project team member to review, comment, or provide input before the item continues through the workflow.
Share the item
Sharing provides viewing access to selected contacts.
This can be used to send a link to an item or document, provide visibility to another project member, or communicate information without changing the main workflow path.
Save changes without moving the item forward
In some cases, users may need to update information, add comments, or make changes without submitting the item to the next workflow step. This helps keep the item current while maintaining control of the process.
The main purpose of open item actions is simple: keep work moving while maintaining a clear record of who did what, when, and why.
Actions available on closed items
Closed items are completed, but users may still have certain options depending on permissions and item type.
Common actions on closed items include:
Edit posted and closed items
Some items that are posted and closed may allow the posting user to edit the post and update associated information or documents.
This is especially useful for items that do not need a full workflow but still need to remain accurate in the project record.
Send back to a previous step
In some cases, a closed item may need to be returned to a previous step. This may happen when an item was closed too soon, additional clarification is needed, or a correction must be made.
Share documents with others
Closed items can still be shared for reference.
This allows project teams to send completed documentation to the right people without reopening unnecessary communication threads.
Closed item actions help protect the project record while still giving teams practical ways to manage corrections, access, and communication.
Benefits
Understanding open and closed construction items helps teams use eComm more effectively.
Key benefits include:
- Better construction item tracking
- Clearer workflow status
- Stronger Ball in Court accountability
- Easier access to active and completed work
- Reduced email confusion
- Better documentation for closeout
- Improved visibility across RFIs, submittals, reports, change items, and project records
- A more organized project history
Open items help teams know what needs attention now.
Closed items help teams preserve what has already been completed.
Both statuses play an important role in keeping construction workflows organized from planning through closeout.
Key takeaway
Open and closed items in eComm work together to give project teams better visibility.
Open items show active work that still needs action.
Closed items show completed work that has become part of the project record.
When teams understand the difference, they can manage construction workflow status more confidently, reduce confusion, track responsibility, and keep project documentation organized from start to finish.