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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. 
  • Additional Information:
    • Typically only a Project Manager or Engineer can choose the "official response" for an RFI since Architects typically do not have 'admin' privileges on a project's RFI tool.
    • You can select more than one reply as the "official response" for an RFI.
    • 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 Assignee (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.

Steps

  1. Navigate to the project's RFIs tool.

  2. Click View next to the RFI you would like to choose an official response for.

  3. Under the General tab, scroll down to view the original question and all of its replies. (Note: replies will appear from newest to oldest from top to bottom, respectively.)

  4. Mark the "Official Response" checkbox next to the reply that provides the definitive answer. Select multiple replies, as necessary. 

    rfi official response.png
     

  5. Close the RFI. See Close an RFI for more information.

  6. (Optional) Post the RFI to the related drawing and publish your markup so that the entire team can see it. When someone clicks on the RFI from the drawing, the RFI Preview Screen will highlight the "Official Response" if one is selected.

    link rfi to a drawing.png

 


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Last modified
10:04, 12 Aug 2016

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