Close an RFI

The party set to close an RFI in its assigned workflow can complete and publish an answered RFI after reviewing the responses from all stakeholders who participated in it.

If required, for example, if the RFI needs more clarification from the responder, the RFI can be re-assigned to the respective stakeholder, by setting up an ad-hoc workflow. You can specify the query and ask for clarification by adding a comment in the required step of the RFI. The RFI will be forwarded to the party as per the newly assigned workflow. Once the parties in the ad-hoc workflow complete their activities, the RFI returns to you for closure.

Once an RFI is closed:

• The RFI moves to the 'Complete' column of the RFI interface on their project management portals. 
• The completed RFIs are also added to the list of closed RFIs, which can be accessed by clicking 'RFI' > 'Closed.' Project managers can view the RFI on their project management portal and download a PDF version of the RFI, which contains all details, questions and answers, and the workflow.
• You can forward the closed RFI to the participant stakeholders to obtain their digital signatures for their endorsements.
• You can also set up access permissions for the closed RFI to make it private or public.
  • Public - All participants can view and download the RFI.
  • Private - Only the persons involved in the RFI can view and download the RFI.

Roles and Permissions: 
Only users with 'Close' or 'Manage' permission can add ad-hoc workflow, close and publish an RFI.

Close an RFI

You will get a notification once an RFI is assigned to you for closure.

• Click on the notification to open the RFI directly.
• Alternatively:
  • Open the project management console
  • Click the app launcher icon  in the top-right and select 'Documents'
  • Click 'RFI' on the top, then choose 'Boards' from the left
  • The ' All RFI' screen shows the project RFIsunder different stages. The items that are awaiting your action are indicated with the tag 'You' in blue.
  • Click on the RFI card
• Review the details and response

From this screen, you can:

TABLE OF CONTENTS

• Add comments
• Add ad-hoc workflow steps
• Close and publish the RFI

Add comments

The comments pane on the right of the 'Q&A' tab shows the comments added by the participants of the RFI in chronological order.  

• Enter your comment in the comment box and click 'Save'

Your comment is added.

• Click the 'Pencil' icon at the right to edit the comment 
• Click the 'Delete' icon to delete the comment at any time during the life cycle of the RFI

See Add Comments in Project Documents to learn more.

Add ad-hoc workflow steps

• Click the 'Add Workflow Steps' button
• Specify the next action, the company name, and the allowed days for the step
• Click 'Add Row' and repeat the process to add more steps 
• Click 'Submit'

The RFI automatically moves to the first step in the ad-hoc workflow. The members from the respective company are notified about the assignment. The workflow of the RFI is also auto-updated with the new steps. You can view the new one under the 'Workflow' tab.

 See Assign RFI manually to learn more.

Close and publish the RFI

• Ensure you are in the 'Q&A' tab
• Scroll down to review the responses given to the RFI.
• Click the 'Close' button on the top right.

The next step is to set up access permissions to the RFI. You can select whether the RFI can be made accessible to all project participant companies or only to the persons involved in it. 

• Choose the access permission level
  • Yes - The RFI can be accessed by project managers from all contractor and architect companies collaborating on the project.
  • No - Only the project managers of companies involved in the RFI can view and download the RFI. (Default)
• Click

The status of the RFI changes to 'Completed.' The RFI is moved to the 'Closed' column in the RFI interface of the project management portals of all participants. The participants get a notification of the approval.

Digital Signatures

If DocuSign integration is enabled, the GC can obtain the digital signatures of the stakeholders involved in the RFI, as required.

• The GC or the RFI manager invites the signatories to endorse the document once the RFI is closed. See Invite signatories to learn more. 
• The invitees get notified, review and sign the document from the DocuSign portal.
• Once all the invitees complete signing the document, the signed document will be available for download. See View and Download RFIs for guidance on this.