How do I Configure Project Closure Settings in Profit.co?

Category: PPM

As a system administrator, you can customize Profit.co's Project Closure feature to align with your organization's project lifecycle standards. Configure custom closure reasons, add additional fields specific to your requirements, and establish approval flows to ensure projects close with appropriate governance and documentation standards.

What project closure settings can administrators configure?

  • Administrators have comprehensive control over the project closure process, enabling customization across three key areas:
  • Closure Reasons Configuration: Define the categories that describe why projects end in your organization
  • Additional Fields Customization: Add custom fields to capture organization-specific closure information beyond standard fields
  • Approval Flow Setup: Establish governance controls requiring stakeholder approval before projects can be formally closed
  • These configuration options ensure project closure processes align with organizational standards, compliance requirements, and knowledge management objectives.

How do I access Project Closure configuration settings?

Before closing projects, administrators should configure closure reasons that align with organizational project lifecycle standards.

Step 1: Navigate to Project Closure Settings

  • Go to Settings from the main navigation
  • Select Portfolios and Projects
  • Choose Projects
  • Click Project Closure

Step 2: Create Custom Closure Reasons

  • Click Add Closure Reason
  • Define reason names that fit your organization's needs

Common Closure Reason Examples:

Closure Reason Use Case Example Scenario
Successfully Completed Project achieved all objectives on time/budget Product launch delivered with all features
Cancelled Project terminated before completion Budget cuts eliminated funding
On Hold Project paused temporarily Awaiting regulatory approval
Scope Change Original scope no longer valid Business priorities shifted dramatically
Resource Constraints Unable to staff adequately Key team members departed
Technology Obsolescence Selected technology no longer viable Vendor discontinued platform support

How do I customize additional closure fields?

Beyond standard closure fields (Achievements, Lessons Learned, Checklist, Reason), organizations can add custom fields to capture specific information required for governance, compliance, or knowledge management.

Customize Additional Fields (Optional)

  • Click the Customize option in the Project Closure settings
  • The Master Layout window opens
  • Navigate to Additional Fields section
  • Add custom fields specific to your organization's closure requirements
  • Examples: Budget variance explanation, Configure field types (text, dropdown, date, etc.) based on data needs
  • Save field configuration

How do I configure approval flows for project closure?

  • In the customization page, switch to the Approval Flow tab
  • Enable the Approval Flow toggle to activate closure approvals
  • Choose approval method:
    • Employee-Designated Approvers
    • Custom Approval List

Best practices for configuring Project Closure

  • Start with essential closure reasons and expand over time:
  • Begin with 5-7 core closure reasons (Successfully Completed, Cancelled, On Hold, etc.) and add specialized reasons as patterns emerge. Avoid overwhelming users with 20+ options from the start, let organizational needs drive expansion.
  • Limit required additional fields to critical information:
  • Every required field increases closure friction. Only mandate fields essential for governance, compliance, or critical knowledge capture. Make nice-to-have fields optional to balance thoroughness with usability.
  • Align approval flows with organizational maturity:
  • Early-stage organizations may not need approval flows, while enterprises require PMO oversight. Match approval requirements to your governance sophistication—overcontrolling immature processes creates bureaucracy without value.

Related Questions

How do end users close projects? Click Here

Frequently Asked Questions

Q1. Can I modify closure reasons after projects are closed using them?

Yes, you can edit or rename closure reasons at any time. Already-closed projects will retain their original closure reason even if you modify the reason name or remove it from the active list. This preserves historical accuracy while allowing configuration evolution.

Q2. What happens if I delete a closure reason that's been used?

Deleting a closure reason removes it from the available options for new closures, but does not affect projects already closed with that reason. Historical data remains intact. Consider renaming instead of deleting if you want to discourage future use while preserving clarity for existing closed projects

Q3.Can different project types have different closure configurations?

Currently, closure configuration applies organization-wide across all projects. However, you can use conditional logic in custom fields to show/hide fields based on project attributes. Contact Profit.co support about advanced project type-specific configuration requirements.

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