RFI Management

Overview

Requests for Information are a critical aspect of managing projects, for which the Procore RFI tool is used.

Objectives

Creating RFIs
Converting/linking into and from RFIs
Working with Emails and RFIs
RFI Configurations, RFI Manager & Forwarding RFI for Review

Things to Consider

RFIs can be created and managed in several ways, both from the web and mobile application. Use the best solution based upon your role and natural workflow.

Detailed Steps

Support Link

Option 1

Creating an RFI from Procore Web Application - To create a new RFI from Procore’s web application, follow the steps as detailed in the listed support article.

Create an RFI

Option 2

Creating an RFI from Procore Mobile Application - To create a new RFI from Procore’s mobile application, follow the steps as detailed in the listed support article relevant to your mobile version.

Create an RFI (iOS)

Create an RFI (Android)

Option 3

Creating an RFI from Drawings (Web and Mobile) - As an alternative to creating RFIs in the Procore RFIs too, you can create new RFIs (as well as linking existing RFIs) from Drawings.

To create a new RFI from Procore’s Drawing tool, follow the steps as detailed in the listed support article.

Create or Link RFIs on a Drawing

Create RFIs on a Drawing (iOS)

Link RFIs on a Drawing (iOS)

Creating RFIs

Converting into and from RFIs

Detailed Steps	Support Link
Converting RFIs to Correspondence RFIs can be converted into Correspondence Types within Procore from the web platform. To covert an RFI into a Correspondence, follow the steps as detailed in the listed support article.	Create a Correspondence Item from an RFI
Link Correspondence into RFIs Correspondence can be linked into an RFI within Procore from the web platform. To link a Correspondence to an RFI, follow the steps as detailed in the listed support article.	Create and Link an RFI or a Different Correspondence Item to an Existing Correspondence Item

Detailed Steps

Support Link

Converting RFIs to Correspondence

RFIs can be converted into Correspondence Types within Procore from the web platform.

To covert an RFI into a Correspondence, follow the steps as detailed in the listed support article.

Create a Correspondence Item from an RFI

Link Correspondence into RFIs

Correspondence can be linked into an RFI within Procore from the web platform.

To link a Correspondence to an RFI, follow the steps as detailed in the listed support article.

Create and Link an RFI or a Different Correspondence Item to an Existing Correspondence Item

Working with Emails and RFIs

Detailed Steps

Support Link

Using Outlook Add-in to Create RFIs

Using the Microsoft Outlook Add-in (free, works on web and local versions on Outlook) you can create new (draft) RFIs from emails.

To covert an Email into a (draft) RFI from Outlook, follow the steps as detailed in the listed support article.

Procore for Outlook

Create RFI from Email

Email responses for RFIs

Unique to the RFI Tool (as well as Correspondence Tool) response can be logged into Procore by use of standard email. For RFIs, this includes the Ball-in-Court automatically moving when the Assignee of the RFI first responds. This process will also capture any attachment to RFI responses.

To reply to an RFI by email, follow the steps as detailed in the listed support article.

Reply to the RFI by Email

RFI Configurations, RFI Manager & Forwarding RFI for Review

Detailed Steps	Support Link
RFI Configurations The RFI tool is able to be configured within the Project by any user with Admin level permissions on the RFI tool in that project. RFI configurations (as with all other tools) will be adopted from the Project Template from which this project was created. You may however wish to adjust these configurations to account for the specifics of your project. To adjust RFI Configurations for your project, follow the steps as detailed in the listed support article.	Configure Advanced Settings: RFIs
RFI Manager The RFI tool as an ‘RFI Manager’ built in function which allows are pre-selected person (or persons) to review all draft RFIs before being pushed to the relevant assignee. There are two options when configuring the RFI Manager: RFI Manager is nominated as a specific person; OR RFI Manager can be selected from anyone who is Admin level on the RFI tool for that project. To adjust the RFI Manager on a project, follow the steps as detailed in the listed support article. Note: Admin level users on the RFI tool can skip the RFI Manager. Using granular permissions, you can nominate a Standard level user to act as an RFI Manager on a project	Designate the Default RFI Manager for a Project's RFIs What is a 'Draft' RFI?
Forwarding RFI for Review When a project manager creates an RFI and add assignees as members on the RFIs workflow, assignees are required to reply with an answer that clarifies the question being asked. As an assignee on an RFI, the need to forward an RFI to another user for additional clarification might occasionally arise. For those situations, an assignee with Ball-in-Court responsibility for replying to the RFI can now forward the RFI to that individual (or individuals) by email. This action adds that user to the RFIs workflow.	Forward an RFI for Review

Detailed Steps

Support Link

RFI Configurations

The RFI tool is able to be configured within the Project by any user with Admin level permissions on the RFI tool in that project. RFI configurations (as with all other tools) will be adopted from the Project Template from which this project was created. You may however wish to adjust these configurations to account for the specifics of your project.

To adjust RFI Configurations for your project, follow the steps as detailed in the listed support article.

Configure Advanced Settings: RFIs

RFI Manager

The RFI tool as an ‘RFI Manager’ built in function which allows are pre-selected person (or persons) to review all draft RFIs before being pushed to the relevant assignee. There are two options when configuring the RFI Manager:

RFI Manager is nominated as a specific person; OR
RFI Manager can be selected from anyone who is Admin level on the RFI tool for that project.

To adjust the RFI Manager on a project, follow the steps as detailed in the listed support article.

Note:

Admin level users on the RFI tool can skip the RFI Manager.
Using granular permissions, you can nominate a Standard level user to act as an RFI Manager on a project

Designate the Default RFI Manager for a Project's RFIs

What is a 'Draft' RFI?

Forwarding RFI for Review

When a project manager creates an RFI and add assignees as members on the RFIs workflow, assignees are required to reply with an answer that clarifies the question being asked. As an assignee on an RFI, the need to forward an RFI to another user for additional clarification might occasionally arise. For those situations, an assignee with Ball-in-Court responsibility for replying to the RFI can now forward the RFI to that individual (or individuals) by email. This action adds that user to the RFIs workflow.

Forward an RFI for Review