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Choose an "Official Response" for an RFI

Objective

To mark a specific reply (or replies) as the official response for an RFI.

Background

Several people may need to respond to an RFI before a correct answer can be provided. For example, an Architect may need to get feedback and clarification from the Owner or a Consultant/Specialist before he/she can provide an authorized answer. As a result, each RFI can have a long communication thread that's difficult for Subcontractors or Superintendents to interpret correctly. Confusion and misinterpretation can easily occur and lead to more problems. In such cases, a user with 'admin' user permissions, such as a Project Manager/Engineer, now has the ability to highlight the correct answer by marking a specific reply (or replies) in the communication thread as the "official response" for an RFI.

Summary of Actions

  1. The Project Manager (G. Johnson) assigns an RFI to the Architect (N. Anderson) and adds the Superintendent and Owner on the distribution list to keep them informed. 
  2. The Superintendent (J. Wayne) provides some helpful information.
  3. The Architect responds with clarification that he received from the Owner in a phone conversation.
  4. The Owner (J. Smith) adds a last minute response with his new choice.
  5. The Project Manager marks the last response (from the Owner) as the "Official Response" and can close the RFI. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permission on the RFIs tool. 
      OR
    • 'Standard' level permission on the RFIs tool.
      AND
  • Additional Information:
    • Typically, the RFI Manager will select the 'Official Response' for the RFI. This is because architects and engineers are typically NOT assigned 'Admin' permissions to the RFIs tool. 
    • You can select more than one (1) reply as the 'Official Response.'
    • If it's still not obvious which reply should be marked as the "official response" the Project Manager/Engineer should reply to the RFI and ask the Assignees (e.g. Architect) to summarize the findings and clearly state the correct answer in a new reply. To avoid misinterpretation and liability related issues, a Project Manager/Engineer should not attempt to interpret all replies, summarize the answer, and select their own reply as the "official response" for an RFI.
    • If you link a drawing sheet to an RFI, its 'Official Response' will be highlighted in the preview window.
  • Limitation:
    • Users with 'Standard' level permission who are not an Assignee or a member of the RFI's Distribution List will only be able to see 'Official Response' when viewing that RFI on the web or on the mobile tools. 

Demo

mark-official-response-rfi.gif

Steps

  1. Navigate to the Project level RFIs tool. 
    This reveals the RFIs page.
  2. In the Items tab, locate the desired RFI. Then place the RFI into edit mode as follows:
  3. Click View to open the RFI Details page. Next, click Related Items and then click Edit
    OR
  4. Click Edit.
    This places the RFI in edit mode.
  5. In the General tab, do the following:
    1. Scroll down to Question + Responses.
    2. Under All Responses, review the submitted responses.
    3. Next to the desired response, place a checkmark in the Mark Official box. 
  6. (Optional) If you want to post the related drawing and publish its markup for viewing by the entire team. See Link Related Items on a Drawing. Then publish your markup.
    Note: When someone views the drawing and then clicks the RFI, the RFI Preview page highlights the "Official Response" (if one is selected).

Next Step

See Also

 

 

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