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Coming Soon: New RFI Manager Field

This documentation details prerelease software. Its accuracy and reliability is not guaranteed by Procore Technologies, Inc. It is being provided online for internal use and evaluation. Procore is not responsible for and expressly disclaims all warranties of any kind with respect to this documentation and will not be responsible for any harm, loss, costs, or damages incurred due to its use.

 

 

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Overview

On or around Groundbreak 2017, Procore is planning to add a new 'RFI Manager' field to the RFIs tool. Similar to the submittal manager field in the Submittals tool, a new RFI Manager role is being introduced to help project teams better manage the RFI process.

What is the RFI Manager role? 

In Procore, an RFI manager is the person responsible for overseeing an RFI throughout its lifecycle. This person is the gatekeeper between the RFI's Creator and the Design Team and is responsible for reviewing all Draft RFIs and either (1) providing a response to the RFIs and closing them out, or (2) opening the draft RFIs, assigning them a number, and then assigning them to the appropriate member of the design team, who then provides a response to the RFI's question.

What is the RFI Manager's workflow?

Once the RFI manager reviews all the Draft RFIs that have been created and assigned in the RFIs tool, he or she either (1) responds to the RFI or (2) reassigns it to one or more people for a response. When all of the responses are received, the RFI manager then chooses the 'Official Response'. At that point, the RFI can be closed (or, if a change event is needed, see Create a Change Event). The responsible party can also be notified. Below shows you the typical workflow for an RFI manager. 

What is Procore's deployment plan?

The new 'RFI Manager' role will be introduced to Procore's RFIs tool in two (2) phases1:

Phase 1: Designate Your Project's 'Default RFI Manager'

On February 16, 2017, Procore added a 'Default RFI Manager' setting in the 'Configure RFI Settings' page of the RFIs tool. Now that the field is deployed in the Procore application, users with 'Admin' level permission to the RFIs tool are required to complete a quick configuration step on all of your company's active Procore projects where the RFIs tool is an active tab on the project.

  1. Navigate to the project's RFIs tool.
    This reveals the RFIs page. 
  2. In the right pane, click Configure RFI Settings
    This reveals the RFI Settings page. 
  3. Select one of the following option buttons:
    • If a Standard User Creates an RFI, They Can Select Any Admin User as the RFI Manager. If you choose this option, the user creating the RFI will be able select any user with 'Admin' level permission to the project's RFIs tool from the 'RFI Manager' drop-down list in the 'New RFI' page. See Create an RFI




      OR
       
    • If a Standard User Creates an RFI, the RFI Manager Will Be. If you choose this option, the system will automatically populate the 'RFI Manager' field in the 'New RFI' page with the name designated here. Note: A user must have 'Admin' level permission to the RFIs tool to be designated as the project's 'RFI Manager' and to change this designation in a new or existing RFI. See Create an RFI or Edit an RFI


       
  4. Click Update.
    Note: When the 'RFI Manager' field is activated in Procore (see Phase 2: Activate the 'RFI Manager' Field in the RFIs Tool), the system will use the option you selected above to populate the 'RFI Manager' field in new RFIs. 

Important! In Phase 2, the new 'RFI Manager' field will also be added to ALL of your existing RFIs. Procore will use the configuration setting that you selected above to populate the 'RFI Manager' field in your existing RFIs: 

  • If you chose the 'If a Standard User Creates an RFI, They Can Select Any Admin User as the RFI Manager' option, the RFI Manager field in your existing RFIs will be set to the creator of each RFI.
    OR
  • If you chose the 'If a Standard User Creates an RFI, the RFI Manager Will Be' option, the RFI Manager field in your existing RFIs will be set to the person with 'Admin' level permission on the RFIs tool who was designated as the project's default 'RFI Manager' in step 3 above. 

Phase 2: Activate the 'RFI Manager' Field in the RFIs Tool

On or around Groundbreak 2017, the second phase of the deployment process will be for Procore to activate the 'Default RFI Manager' setting in the Procore application. Once activated, the new 'RFI Manager' field in all of the existing RFIs in your project's RFIs tool will be automatically updated with your project's designated 'Default RFI Manager'.

Phase 2 is also expected to include:

  • A new 'RFI Manager' field in the Create RFI page. This will be a required field.
  • A new 'RFI Manager' field is also planned to be made available as an option in the future Bulk Actions > Edit menu.
  • The 'RFI Manager' field will be be modifiable in the Edit RFI page and visible as a field in the View RFI page.
  • When you create an RFI, the 'RFI Manager' field will be populated as follows: 
    • If you chose the 'Standard Users Can Select Any Admin User as an RFI Manager' option in step 3 above:
      • If you are a user with 'Admin' level permission to the RFIs tool, the system will designate you as the RFI Manager and you can change that designation to another 'Admin' level user.
      • If you are a user with 'Standard' level permission to the RFIs tool, you will need to choose a user with 'Admin' level permission to the RFIs tool for the 'RFI Manager' field. 
    • If you chose the 'Set a Single Default RFI Manager for All New RFIs' option in step 3 above:
      • If you are a user with 'Admin' level permission to the RFIs tool, the system will set the RFI Manager to the designated user and you will have the ability to change that designation to another 'Admin' level user.
      • If you are a user with 'Standard' level permission to the RFIs tool, the system will set the RFI Manager to the designated user and you will NOT have the ability to change that designation.
  • A new 'RFI Manager' selection in the 'Add Filter' menu at the top of the RFIs page.
  • A new 'RFI Manager' column in the Company and Project level Reports tool's custom reports feature.

More Questions & Answers

What projects will be affected by the RFI Manager role?

The RFI Manager role will go into affect on all active Procore projects in your company's account where the RFIs tool is configured as an active tab. The implementation of the 'RFI Manager' role is expected to occur on the planned Phase 2 deployment date. 

Who do I contact for support? 

If you have any concerns, questions, or feedback about the upcoming phases of deployment for the 'RFI Manager' role, please email your Procore point of contact or send an email to support@procore.com

Support Site Resources

Updated Tutorial

 

1 All deployment dates, phases, and expected features are subject to change without notice. Deployment plans are shared by Procore to give RFI users an idea of the tasks that must be completed by a user at your company with 'Admin' level permission to your project's RFIs tool before the expected deployment of the new RFI Manager role. 

 

 

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Last modified
12:38, 15 Mar 2017

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