Assign RFI Manually

In the course of the workflow of an RFI, the ball-in-court person may need to route the item to other stakeholders, for example, to the creator,  should they need any clarifications or review of their responses, overriding the next step as per the currently assigned workflow.

Linarc provides the versatility to dynamically assign the RFI to any collaborating company for the next step of action on the go. You can add more workflow steps as ad-hoc steps and forward the RFI to the required company. Once the parties in the ad-hoc workflow complete their activities, the RFI returns to you and proceeds further as per the primary workflow.

Roles and Permissions:
Only users with 'Maintain' permission or above for the RFI can add workflow steps.

• Only the assignee of the current workflow step (the ball-in-court person) can add ad-hoc workflow steps
• If the user wants to add more steps but has clicked the 'Route' button in the current step, the item moves to the next step per the primary workflow. Hence, they cannot add more workflow steps
• You can add ad-hoc workflow steps before or after you add your response for the current step

To add ad-hoc workflow steps to an RFI

• Open the RFI if not already done. To do so:
  • 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' or 'Log' from the left
  • Click on the RFI card (in board view) or the name (in the list view)
• Open the 'Workflow' tab

• Click the 'Add Steps' button

The 'Add Steps' screen appears:

You can configure a sequence of steps in the ad-hoc workflow:

Step - The serial number of the step - gets auto-populated once the steps are added.

Action - The activity involved in that step. The available actions are 'Respond' and 'Review.' 

• Click inside the cell and choose the action from the drop-down

Company Name- The business name of the company responsible for the step. Any team member from the company with the required permissions can perform the action. However only the persons designated as RFI workflow managers for the project from the company can route the RFI to the next step.

• Click inside the 'Company Name' field and choose the company from the options.

Process days- The maximum permissible days for the activity from the current day.   

• Double-click inside the 'Process Days' field to manually enter the number of days

Due Date - The target completion date of the activity. The date is auto-populated based on the current date and the number of process days excluding weekends and holidays. Enter the process days such that the due date does not exceed the due date of the current step in the primary workflow.

• Click 'Add Row' and repeat the process to add more steps 
• Click the trashcan icon to remove the steps added inadvertently.
• Click 'Submit' to apply the workflow to the RFI.

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 workflow under the 'Workflow' tab.