View RFIs

Modified on Thu, 16 Jan at 6:23 AM

The RFI module allows the project managers of general contractors and subcontractors to perform the following actions:

General Contractor	Subcontractor	Architect/Engineer/Consultant
Create RFIs	Create RFIs	Create RFIs
Answer RFIs from their foremen or an SC PM	Review and forward or Reject RFIs created by their foremen	View details of RFIs assigned to them
Set up a workflow sequence and choose the parties to respond/review/close the RFI in successive steps	Answer RFI created by their foremen	Answer/Review the RFIs that are assigned to them
View details of RFIs assigned to them	Forward RFIs to the GC	Set up ad-hoc workflow steps for other stakeholders to 'Respond' or 'Review' for further clarifications
Reject an RFI from their foreman or the PM of an SC, if they are trivial.	Close RFIs from their foremen
Set up ad-hoc workflow steps for other stakeholders to 'Respond' or 'Review' for further clarifications.	Answer the RFIs for which they are assigned as the responder
Review, approve, and close RFIs, after receiving responses from the assigned parties.	Set up ad-hoc workflow steps for other stakeholders to 'Respond' or 'Review' for further clarifications.

Roles and Permissions:
1. All users in the project team, with appropriate permissions for the RFI module, can view, review, comment, or answer an RFI if their company is delegated as a responder/reviewer in the workflow.
2. Only users with 'Manage' permission can 'Route' the RFI to the next step.
3. Click 'Project' > 'My Team' > 'Members' > 'Workflow'to view the list of RFI workflow managers of the project.

The RFI Interface

Ensure that you are in the RFI management module of the project. If not,
- Open the project management console
- Click the app launcherand select 'Documents'
- Click 'RFI' on the top.

The interface shows the project's RFIs under various stages. You can view and manage the RFIs in:

Boards View
List View

Boards View

The board view opens by default and shows the RFIs as cards under different stages. The items that are awaiting your response are indicated with the tag 'You' in blue.

Click 'Boards' on the left to return to the Boards screen if you are already on a different screen in the RFI module

Stages:

Draft - The RFIs created by you and yet to be routed.
In Progress- RFIs routed and pending response.

General Contractor	Subcontractor	Architect/Engineer/Consultant
RFI's created by you. You can set up a workflow and forward them to the next step.	RFI's created by you. You can edit the questions or new ones and forward them to the next step, typically to the GC.	RFI's created by you. You can edit the questions or new ones and forward them to the next step, typically to the GC.
RFI's forwarded by PMs of SCs and foremen of your own company. You can review the details, edit the questions, add your comments, provide answers, set up a workflow with due dates for each step, and forward them to the next step. You can also reject RFI's that are trivial or not valid.	RFI's created by the foremen of your own company. You can review the details, edit the due dates and questions, give answers, add comments and/or forward them to the next step, typically to the GC.	RFI's assigned to you and pending your response or review. You can add your answers and comments and pass the RFI to the next step as per the primary workflow. Should you need any further details or clarifications, you can set up ad-hoc workflow steps to pass the RFI to respective stakeholders.
RFIs returned to you after being responded to by the assigned respondent, typically the design team, viz. architects or engineers.	RFI's assigned to you and pending your response or review. You can add your answers and comments and pass the RFI to the next step as per the primary workflow. Should you need any further details or clarifications, you can set up ad-hoc workflow steps to pass the RFI to respective stakeholders.

Answered - RFIs that have been created or routed by you, answered but waiting for approval, signature, or closure.
Closed This Week - RFIs that were reviewed, approved, and closed by GC within the past seven days. RFIs that were closed before the past seven days can be viewed from the 'Closed' screen. See View and download RFIs for more details.

Each card shows the at-a-glance details of the RFI:

1	-	The serial number of the RFI.
2	-	The title of the RFI.
3	-	The creation date of the RFI.
4	-	The criticality of the RFI. The priority is also indicated with color codes: Red - High Yellow - Medium Blue - Low
5	-	The person/contractor company that raised this RFI.
6	-	The stakeholder with whom the RFI is awaiting a response currently.
7	-	The tag to indicate whether the RFI is awaiting your response
8	-	The classification of the RFI based on its purpose, whether the RFI is for clarification, confirmation, missing details in the specs/plans, etc.
9	-	The trade or division of work carried out by the contractor company that created the RFI.
10	-	The number of days remaining before the due date. For overdue RFIs, it shows the number of days past the due date. Blue - The RFI is due after the next week (seven days) Yellow - The RFI is due within this week (seven days) Red - The RFI is overdue
11	-	The date within which the RFI has to be closed. The due date from an RFI is calculated from the number of days permitted for each step in its workflow. For RFIs that are due shortly and overdue, the due date is highlighted to indicate the criticality. Yellow - The RFI is due within the next seven days Red - The RFI is overdue
12	-	The status of the RFI. Draft - The RFI is created and saved as a draft Open- The RFI is awaiting to set up a workflow In progress- The RFI is currently being processed by the stakeholders involved Answered - The RFI has been answered by the responder Completed - The RFI has been processed and resolved Rejected - The RFI has been rejected

Click a card to expand the RFI.

You can review the question, reject it if it is trivial, set up a workflow, route it to the appropriate party, or answer it if assigned to you for a response, depending on your role in the workflow.

List View

Click 'Log' on the left to open the RFIs in the list view

The list view shows the RFIs as a list with their details:

The 'Default View' shows all the standard columns. However, you can customize the table by removing the columns you don't want to see, by right-clicking on the column header and deselecting the columns and re-arranging the columns in the order you want to view. See Customize Columns in List Views for more details. Following is the list of all possible columns:

Standard Columns

RFI No - The serial number of the RFI. Click the number to open the RFI.
Title - The subject of the RFI. Click the name to open the RFI.
RFI Type - The classification indicating the purpose of the RFI. Whether the RFI is for clarification, confirmation, missing details in the specs/plans, etc.
RFI Status- The current progress stage of the RFI. The possible values are:
- Draft
- Open
- In Progress
- Answered
- Completed
- Cancelled
Due Date - The overall deadline date of the RFI. Due dates of RFIs that are imminent and overdue are indicated with color backgrounds.
- Yellow - Due within this week
- Red - Overdue. The due date has passed.
Current Step Due Date - The date on or before which the current ball-in-court party should provide their response.
Created On - The date on which the RFI was generated
Completed On - The date on which the RFI was closed. Applies only to the RFI in 'Complete' status.
Trade Type - The division of work to which the RFI pertains.
Priority- The criticality of the RFI. The priority level is also indicated by color codes:
- Red - High
- Orange - Medium
- Blue - Low
Sub Type - The further classification of the RFI based on its main category and the specific type of information being requested.
Location - The location of the constructed structure for which clarification is needed.
Ball in Court - The stakeholder with whom the RFI is awaiting a response currently.
Schedule Impact - Whether the subject of the RFI affects the schedule of the project
Cost Impact - Whether the subject of the RFI affects the budget or incurs extra expenses to the project.

Custom Columns

The columns after these standard columns show the details fetched for the custom form fields included in the RFI details.

Search and filter options:

Use the 'Search' box located at the top left to find RFI using any value from the table as search criteria
The options at the top right allow you to filter the entries, create nested groups of entries, and manage personalized and customized views of the table. Use the links below to learn more about these:

Read the following sections to know more about: