When an assignment no longer needs to be tracked, we count on your team to remove it from tracking. Removing an assignment stops all automated outreach and makes the assignment inactive. Nothing is deleted. The assignment and its documents remain accessible in the platform.
If a vendor has no active assignments remaining, you may also choose to inactivate or delete their vendor record. This is optional and is a record management decision that is entirely up to your team.
Before You Begin
This task requires the Manage Vendor and Assignment Information permission. If you do not see the options described in this article, contact the individual within your organization who manages your myCOI users to review your permission settings.
Part 1: Remove an Assignment from Tracking
There are four ways to remove an assignment from tracking. Depending on where you're working in the platform, or how many assignments need to be removed, you can pick the option that makes the most sense for you. If you have a large number of assignments to remove at once, we recommend using the Vendor Search method.
From Vendor Search
The Vendor Search section of your Customer Dashboard allows you to remove multiple assignments at once across multiple vendors.
Check the box next to each assignment you want to remove. Once you have made your selections, click the Remove From Tracking button at the top of the section.
A confirmation modal will appear showing the assignments selected for removal and a warning that this action cannot be undone. Review the list and click Confirm to proceed.
From the Vendor Tab
On the Vendor Management tab, click the number in the Assignments column next to the vendor whose assignments you want to remove. A modal will open showing all assignments for that vendor with checkboxes.
Select the assignments you want to remove and click Remove From Tracking. Review the confirmation modal and click Confirm to proceed.
From the Assignment Information Page
On the Assignment Information page for a specific assignment, click the Remove From Tracking button in the top right corner. A confirmation modal will appear. Review and click Confirm to proceed.
Through Edit Vendor
On the Vendor Management tab, click Edit Vendor next to the vendor. Navigate to the Vendor Assignments tab. Click the red X next to each assignment you want to remove. Click Next and then Confirm to finalize.
This method allows you to remove one or more assignments for that specific vendor at a time.
Part 2: Inactivate or Delete a Vendor Record (optional)
Once all assignments have been removed from a vendor record, you have the option to inactivate or delete the vendor. This is entirely up to your team.
Keep in mind that an active vendor record without any active assignments will not receive automated communications from myCOI Central. However, registration emails could still be sent to them manually if someone clicks their Registration Link button or uses the Bulk Resend Registration feature and selects All Unregistered. If you want to ensure no registration communications can be sent to a vendor, inactivating their record is the safest option.
For inactive vendor records, the platform will not send any communications regardless of what is triggered.
To inactivate or delete a vendor, go to the Vendors tab and locate the vendor. The following options will appear to the far right of the vendor row once all assignments have been removed:
- Inactivate (blue button): Makes the vendor record inactive. The record remains in the platform and can be reactivated if needed.
- Delete (red button): Permanently removes the vendor record. This option only appears if no documents have ever been collected for this vendor. If the delete button is not visible, inactivation is the only option.
Have questions? Reach out to the myCOI Support team at support@mycoitracking.com.
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