Build a closeout record

A useful closeout record connects each installed asset to its location, product information, warranties, and maintenance instructions. Specset can build these connections from project documents or help organize an existing contractor-assembled O&M package.

Availability: Closeout or F&M must be enabled, and your organization needs the appropriate closeout agent configured. Package import also requires Agent Sessions. Creating or changing records requires permission to manage closeout. Ask your administrator if the tools or agent are missing.

Prepare the source documents

Upload the source files under Documents and wait for processing to finish. Keep meaningful folders and filenames, especially equipment tags and location names. Include the package index or master compilation when one exists.

Useful sources include approved submittals, equipment schedules, O&M manuals, warranties, testing and commissioning records, and the applicable specifications and drawings. Identify any superseded or reference-only material so it is not mistaken for the installed condition.

See Documents for uploading folders and checking processing status.

Start with the material you have

For an existing turnover package, open the project's Agent Sessions, click New Agent Session, and choose your organization's Closeout Package Import agent. Before starting, explain:

• Scope: Which package or folders belong in the import.
• Equipment tags: How filenames identify installed equipment, such as AHU-01 or P-02.
• Folder meaning: Whether a folder represents a building, room, trade, or reference collection.
• Master documents: Which files contain the package index or combined manuals.

For example: “Import the O&M package in the Turnover folder. Filenames start with the equipment tag. Building and level folders define locations; the Reference folder contains shared manuals. Use the package index to match files to equipment.”

When building from the construction record instead, ask in the project chat to build the closeout records from its specifications, drawings, and approved submittals. Identify the intended scope and review the proposed run before starting.

The work runs in stages and can take time on a large package. Follow the run's conversation for progress and its completion summary for items needing attention.

Check the equipment record

Open Closeout → Assets, or Assets in the F&M portal. Review a few representative records before working through the rest of the package.

Check the following against the supporting documents:

• Identity and location: The equipment tag, model, serial number, installed location, and system membership.
• Linked documents: The correct approved submittal, manual, warranty, and commissioning records. Shared model information belongs on the product; installation-specific information belongs on the asset.
• Warranty coverage: The covered equipment or component, terms, contact, and start or expiration dates. Confirm dates that depend on installation or commissioning. See Warranty management for recording separate coverage and linking certificates.
• Maintenance: The procedure, frequency, and equipment it applies to. Check the source manual before relying on the plan to schedule work.

Correct a record directly when you have permission, or ask the agent for a specific correction. Include the equipment tag and supporting reference. Resolve duplicate equipment and unmatched documents before handoff.

Prepare the handoff

1. Confirm the owner or facility team has access to the project and the appropriate role.
2. Check that they can find an asset, open its manual, and inspect its warranty and upcoming maintenance.
3. Review the closeout run's unresolved items and record what still needs to be supplied or confirmed.
4. If a compiled deliverable is required, open Packages → New Package, choose the scope and attached documents, then generate and download the PDF.

Keep the linked records available after the PDF is delivered. The F&M portal explains daily navigation, and Maintenance plans & work orders covers recurring work and completion history.