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Procore

Create an RFI

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Objective

To create an RFI using the Project level RFIs tool. 

Background

In the construction industry, RFIs are used to clarify ambiguities, answer questions, and fill information gaps that occur during the construction process. A common scenario for creating an RFI is when a subcontractor or superintendent requires specific information about completing a job or task from the project's architect or engineer. For example, a project drawing might be unclear, a requirement may be vague, or a product specification might be outdated, inaccurate, or incomplete. In such cases, it's important that questions are answered as quickly and succinctly as possible to prevent miscommunication, project delays, and/or rework.

In Procore, RFIs are comprised of the following components:

  • General Information. To make sure that a question is interpreted properly, it's important to include any additional information that provides related background information and context about the specific question, issue, or ambiguity. 
  • Question. A formal question related to the construction project that requires a response from another person. For example, a subcontractor might submit the question on an RFI because a construction document or product specification is ambiguous. Questions can also be asked on behalf of another person/vendor. 
  • Replies: A reply sent by an assignee on the RFI. For example, a project engineer might provide a reply to a subcontractor's question to clarify an ambiguous specification.
  • Official Response: A reply (or multiple replies) that have been designated as the 'Official Response' for the RFI. The 'RFI Manager' completes this designation.

To view a common workflow of the RFI process, view the Interactive Workflow Diagram.

Things to Consider

Steps

The steps for creating an RFI will vary, depending on the permission level you've been assigned to the project's RFIs tool. 

Create an RFI as a User with 'Admin' Level Permission

  1. Navigate to the project's RFIs tool.
    This reveals the RFIs page.
  2. Click Create RFI.
    This opens the New RFI page.
  3. In the General tab, complete the form with the appropriate information.
    Notes:
    • Required fields are highlighted with an asterisk (*). 
    • Fields that are visible ONLY to users with 'Admin' level permissions are highlighted with a dagger ().

      create-rfi-admin.gif
  • Number*. This is a required field when a user with 'Admin' level permission on the RFI tool creates an RFI in the 'Open' status. It is NOT required when users with 'Standard' level permission create an RFIcreating a 'Draft' RFI. Procore automatically suggests the next available number in sequential order. For example, 1, 2, 3, and so on. Duplicate numbers are NOT permitted when creating an RFI. However, you can edit one at a later time should you need to create an RFI with a duplicate number. See Can I create an RFI with a duplicate number? To learn about other options for RFI numbering, see What options do I have for numbering RFIs in Procore?

  • Subject*. Provide a descriptive title for the RFI. The RFI's subject is displayed as the RFI's title in the list view.

  • RFI Manager*. Select an RFI Manager from the drop-down list. See What is the RFI Manager role?
    Notes:

    • By default, the name of designated RFI Manager appears here. See Designate the Default RFI Manager for a Project's RFIs.
    • If you are a user with 'Admin' level permission on the RFIs tool, you may select yourself or another user with 'Admin' level permission from the list. 
    • If you are a user with 'Standard' level permission, this list only populates with the names of users who have 'Admin' level permission to the RFIs tool. You may only select another user with 'Admin' level permission from the list. 
  • Assignees. This field is only visible and available to users with 'Admin' level permission. Assign responsibility for submitting a response to the RFI question to one or more project team members. To require a response, place a checkmark next to the desired assignee name. The first assignee will be listed as the Ball In Court for the RFI. The system sends an automated email notification to any new assignee(s) with the subject line, "You have been assigned to this RFI." 

  • Due Date . This field is only visible and available to users with 'Admin' level permission. Select the date by which you require a response from the people listed in the 'Assignees' list. By default, RFIs are due within three (3) calendar days of its creation date. However, a user with 'Admin' permissions on the RFI tool can modify the due date setting at any time. See Configure Advanced Settings: RFIs.

  • Received From. Select the person from whom the RFI question was received from the drop-down list. 

  • Responsible Contractor. This is automatically prefilled with the company associated with the person who is creating the RFI, as defined by the "Question Received From" field.

  • Distribution. Add users with 'Read-Only level permission or higher to the RFI's distribution list. Depending on the user's permission level, they can respond to the RFI using at least one of several methods. For details, see Respond to an RFI.

  • Location. Select the location pertaining the RFI from the drop-down list. 
    Note: If Procore is configured to allow users to create locations (see Allow or Disallow Users to Create Locations Within a Tool), you can click the Create a New Location button at the bottom of the list. 

  • Drawing Number: You can manually input a drawing number into this field. However, the recommended process to associate an RFI to a drawing is to Link an RFI to a Drawing.

  • Spec Section. Select the relevant section from your spec book. See Where do the selections from the 'Spec Sections' drop-down list come from?

  • Schedule Impact. Select one of the following options from the drop-down list. 

    • Yes. Select this option if you know the number of days by which the schedule will be impacted. Then enter a number in the Days box to indicate the total number of calendar days.
    • Yes (Unknown). Select this option if you know the schedule will be impacted, but the number of days is not know. 
    • No. Select this option if there is no impact to the schedule. 
    • TBD. Select this option if you have yet to determine if there is a schedule impact. 
    • N/A. Select this option if an impact to the schedule is not applicable to this RFI. 
  • Cost Code. Select a cost code for the RFI. This links the RFI to the cost code, which is helpful later, should the RFI's scope of work affect the project's budget and result in a change order. See Create a Potential Change Order (PCO).

  • Cost Impact. Select one of the following options from the drop-down list. 

    • Yes. Select this option if you know the amount by which the cost will be impacted. Then enter a number in the $ box to indicate the cost impact.
    • Yes (Unknown). Select this option if you know the cost will be impacted, but the amount is not know. 
    • No. Select this option if there is no impact to the cost. 
    • TBD. Select this option if you have yet to determine if there is a cost impact. 
    • N/A. Select this option if the cost impact is not applicable to this RFI. 
  • Reference. An optional field that can serve as a helpful reference tag. Double-click to get a list of recently used references.

  • Ball In Court. Shows the person with Ball In Court (BIC) responsibility for the RFI. When creating a 'Draft', the default value for this field is the Assignee. If you have added multiple assignees to the RFI, the first 'Assignee' added will be shown as the Ball In Court person. Depending upon the BIC position, you may also be able to shift the Ball in Court to the Creator or RFI Manager clicking the Return to Creator's Court or Return to RFI Manager's Court button. 

  • Private. Select Yes or No from the drop-down list. Yes indicates the RFI(s) will be marked Private. No indicates the RFI(s) will NOT be marked Private. For more information about privacy, hover your mouse cursor over the question mark icon (?) to view a tooltip.

  • Custom Fields. If a user with 'Admin' level permission on the RFIs tool has configured custom fields to appear in your RFIs tool, those will appear in the creation page as shown. See Configure Settings: RFIs.

  • Question*. Enter your question and any additional background information that may be needed to properly answer the question (Note: This entry can only be changed at a later time if the RFI is saved in the 'Draft' status. Once an RFI is saved in the 'Open' status, the question cannot be changed). 

  1. Click one (1) of these buttons:

    • Create a Draft. If you want to create a Draft version of the RFI, click this button. Procore adds the new RFI to the tool's draft list. This saves the RFI as a 'Draft' and the Ball In Court responsibility remains with the RFI Manager. 

    • OR
    • Create as Open. If you want to create a new RFI in the Open status, click this button. Procore adds the new RFI to the tool's Open list. The system also sends an automated email notification to the people named on the Assignees list and members of the Distribution List for the RFI. In addition, the RFI is saved as a 'Open' and Ball In Court responsibility shifts to the designated Assignee. 

Create an RFI as a User with 'Standard' Level Permission

If you are a foreman, superintendent, or subcontractor on a project, your project manager or engineer may grant you 'Standard' level permission on a project's RFIs tool. This gives you the ability to create an RFI in the 'Draft' status and send it to the person that you designate as the RFI Manager for review. That person can then review your RFI, place it in the 'Open' status, and assign it to the appropriate members of the project team for a response.  

Notes:

  • As a user with 'Standard' level permission, you will NOT see all the fields that are available to users with 'Admin' level permission to the tool For details, see Which data entry fields do I have permission to see when creating an RFI?
  • Important! If you have 'Standard' level permission to the RFIs tool and want to be notified of the Official Response to your RFI, you must be added to the RFI's Distribution List. If you are NOT a member of the Distribution list, you will NOT be notified the official response on the RFIs that you create. 
  1. Navigate to the project's RFIs tool.
    This reveals the RFIs page.
  2. Click Create RFI.
    This opens the New RFI page.
  3. In the General tab, complete the form with the appropriate information.
    Note: Required fields are highlighted with an asterisk (*).
  • Subject*. Provide a descriptive title for the RFI. The RFI's subject is displayed as the RFI's title in the list view.

  • RFI Manager*. Select an RFI Manager from the drop-down list. See What is the RFI Manager role?
    Notes:

    • By default, the name of designated RFI Manager appears here. See Designate the Default RFI Manager for a Project's RFIs.
    • If you are a user with 'Admin' level permission on the RFIs tool, you may select yourself or another user with 'Admin' level permission from the list. 
    • If you are a user with 'Standard' level permission, this list only populates with the names of users who have 'Admin' level permission to the RFIs tool. You may only select another user with 'Admin' level permission from the list. 
  • Received From. Select the person from whom the RFI question was received from the drop-down list. 

  • Responsible Contractor. This is automatically prefilled with the company associated with the person who is creating the RFI, as defined by the "Question Received From" field.

  • Drawing Number: You can manually input a drawing number into this field. However, the recommended process to associate an RFI to a drawing is to Link an RFI to a Drawing.

  • Spec Section. Select the relevant section from your spec book. See Where do the selections from the 'Spec Sections' drop-down list come from?

  • Location. Select the location pertaining the RFI from the drop-down list. 
    Note: If Procore is configured to allow users to create locations (see Allow or Disallow Users to Create Locations Within a Tool), you can click the Create a New Location button at the bottom of the list. 

  • Schedule Impact. Select one of the following options from the drop-down list. 

    • Yes. Select this option if you know the number of days by which the schedule will be impacted. Then enter a number in the Days box to indicate the total number of calendar days.
    • Yes (Unknown). Select this option if you know the schedule will be impacted, but the number of days is not know. 
    • No. Select this option if there is no impact to the schedule. 
    • TBD. Select this option if you have yet to determine if there is a schedule impact. 
    • N/A. Select this option if an impact to the schedule is not applicable to this RFI. 
  • Cost Code. Select a cost code for the RFI. This links the RFI to the cost code, which is helpful later, should the RFI's scope of work affect the project's budget and result in a change order. See Create a Potential Change Order (PCO).

  • Cost Impact. Select one of the following options from the drop-down list. 

    • Yes. Select this option if you know the amount by which the cost will be impacted. Then enter a number in the $ box to indicate the cost impact.
    • Yes (Unknown). Select this option if you know the cost will be impacted, but the amount is not know. 
    • No. Select this option if there is no impact to the cost. 
    • TBD. Select this option if you have yet to determine if there is a cost impact. 
    • N/A. Select this option if the cost impact is not applicable to this RFI. 
  • Reference. An optional field that can serve as a helpful reference tag. Double-click to get a list of recently used references.

  • Custom Fields. If a user with 'Admin' level permission on the RFIs tool has configured custom fields to appear in your RFIs tool, those will appear in the creation page as shown. See Configure Settings: RFIs.

  • Question*. Enter your question and any additional background information that may be needed to properly answer the question (Note: This entry can only be changed at a later time if the RFI is saved in the 'Draft' status. Once an RFI is saved in the 'Open' status, the question cannot be changed). 

  1. Send for Review. Click this button to save your new RFI in the 'Draft' status and send it to the person you designated in the RFI Manager field. This shifts the Ball in Court responsibility to the RFI Manager.
    Notes:

    • If the person who created the RFI has 'Standard' level permission to the RFIs tool, you will be permitted to edit the RFI's General Information and Question.
    • After the RFI is placed into the 'Draft' status, users with 'Standard' level permission will no longer be permitted to edit information in the RFI. 

See Also

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