Support Home > Products > Procore > Procore User Guide > Project Level > RFIs > Tutorials > Create an RFI

Create an RFI

Also available on    

Objective

To create a Request for Information (RFI) using the project's RFIs tool

Background

In the construction industry, the RFI process is an important one and is commonly used on construction projects of all sizes. In simple terms, and RFI is a technical query that represents a formal question asked by one party on a contract that is answered by the other party on a contract.

A example of a common scenario on a project that triggers the creation of an RFI is when a supplier or subcontractor needs more information from the project architect or engineer about a construction document. For example, a project drawing might be unclear, a requirement may be ambiguous, or a product specification may be inferior to another option.

Things to Consider

  • Required User Permissions:
    • 'Standard' or 'Admin' level permission on the project's RFIs tool.
      • A user with 'Read-only' level permission cannot create RFIs. In such cases, a user with 'Standard' or 'Admin' level permissions can create an RFI for the 'Read-only' user and add that user to the RFIs Distribution list to receive email notifications about the updates and responses to the RFI.
      • Some project teams choose to enable the 'Standard Users Can Only Create Draft RFIs' setting. See Configure Advanced Settings: RFIs. This permits users with 'Standard' level permission to create RFIs. However, it also requires that an 'Admin' user change the RFIs status from Draft to Open before Procore emails a notification about the RFI to the Assigned To person and members of the Distribution list. 
      • A user with 'Standard' level permission can create RFIs that are visible to the creator and any user with 'Read-only' access and above on the RFIs tool. This is the default configuration setting. (Note: A user with 'Standard' level permission to the RFIs tool can only select users with 'Admin' level permission from the Assigned To list).
      • A user with 'Admin' level permission can create RFIs in the Draft or Open status. They can also change and RFIs status to Closed. They can also change the tool's configuration settings to permit 'Standard' users to create RFIs.
  • Additional Information:​
    • When an RFI is created, Procore automatically sends an email notification to the 'Assigned To' person and any members added to the 'Distribution' list. The assignee can reply to the RFI from the email they received. Those emails will appear under the RFI question in the 'All Replies' section.
  • Mobile:
    • Supported on Procore's iOS and Android applications.
  • Limitations:
    • An RFI can be assigned to one (1) person who is designated in the RFI's 'Assigned To' field. The assignee is considered the Ball In Court person and is responsible for providing an official response to the RFI.

Video

Steps

  1. Navigate to the project's RFI tool.
    This reveals the RFIs page, which displays all of the Open and Closed RFIs on the project. 
  2. In the right pane, click Create RFI.
    This reveals the New RFI page. 
  3. Under General Information, complete the data entry as follows:
    (Note: An asterisk (*) denotes a required field for Subject, Assigned To, and Question)

    create an rfi 1.png

     
    • RFI #: Procore automatically assigns numbers to new RFIs in sequential order (e.g., 1, 2, 3, and so on). (Note: If you want to start numbering your project's RFIs using a different value, keep these guidelines in mind:
      • Type the desired start number in the sequence (e.g., type '100' or '1000'). Procore will automatically increment subsequent RFIs by looking at the value of the most recently created RFI and incrementing it by a value of +1 (e.g., '101, 102' or '1001, 1002'). 
      • To match your project's unique numbering requirements, you may add alphabetic characters before the numeric characters (e.g., ABC1000 or XYZ-1000 and so on). Procore will increment those values using the rule detailed in the previous bullet point (e.g., 'ABC1001, ABC1002' or 'XYZ-1001, XYZ-1002').
      • Duplicate RFI numbers are NOT permitted. If you attempt to create a duplicate RFI number, a message will alert you of the next available number in the sequence.
    • Subject*: Provide a descriptive title for the RFI. The RFI's subject is displayed as the RFI's title in the list view.
    • Initiated By. This field automatically captures the name of the user who created the RFI. 
    • Date Initiated. This field automatically records the date on which the RFI is placed into the 'Open' status. While an RFI is in the 'Draft' status, this field remains blank. 
    • Assigned To*: Assign responsibility for submitting a response to the RFI question to one project team member. This individual will be listed as the Ball In Court person for the RFI. 
      (Note: A user with 'Standard' level permission to the RFIs tool can only select users with 'Admin' level permission from the Assigned To list).
    • Draft: Mark this checkbox to place the RFI in 'Draft' status or remove the mark from the checkbox to create an RFI in the 'Open' status.
      (Notes:
      • If the 'Standard Users Can Only Create Draft RFIs' configuration setting is enabled on the RFIs tool (see Configure Advanced Settings: RFIs), a 'Standard' user is only permitted to create a draft. The draft must be edited by an 'Admin' user, who removes the mark from the Draft checkbox and clicks Update. This sends an email notification to the Assigned To person and members of the Distribution list to alert them that an RFI has been created.)
      • If you think you might want to change your entry in the 'Question' field (see below), place RFI in the 'Draft' status. Once an RFI is saved in the 'Open' status, the question cannot be changed). 
    • Due Date: Select the date by which you require a response from the Assigned To person. By default, created RFIs are due within three (3) calendar days. However, a user with 'Admin' permissions on the RFI tool can customize the due date setting. See Configure Advanced Settings: RFIs.

      create an rfi 2.png
       
    • 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 other relevant users to the RFI's distribution list. Each person on the distribution list can respond via email to the RFI regardless of his or her user permissions on the RFIs tab. Only users with 'Admin' or 'Standard' permissions on the RFIs tab can respond within Procore.
      Note: By default, an RFI can only be viewed by the Assigned To person and members of the Distribution list. Procore notifies these users by email when the RFI is created, updated, and when other members submit a response to the RFI. To submit a response to an RFI, members must be granted 'Standard' or 'Admin' level permission to the RFIs tool. 
    • Question Received From: Select the name of the person who requested the information. An 'Admin' or 'Standard' user may create an RFI on behalf of a subcontractor who does not have 'Standard' permissions on the RFIs tool. It's important to remember that the person will not be emailed unless he or she is on the distribution list.
    • Location: Select a location from the drop-down list. 
      Notes:
      • The selections in this list are created in the project's Admin tool.
      • ​​​​​​​If your project's Admin tool is configured to allow users to create locations (see Allow or Disallow Users to Create Locations Within a Tool) you can also create a new location by clicking the Create a New Location button. 


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

      create an rfi 3.png
       
    • Spec SectionReference the specific contract documents or section of the specification book that's related to the inspection by choosing from the drop-down menu.

      (Note: If the Specifications tool is enabled on the project, the selections in this menu are populated with the spec sections from that tool, and it will display as a link upon saving the inspection. If the Specifications tool is disabled on the project, the selections in this menu are populated with values from the project's Admin tool.)

    • Schedule Impact: Specify whether or not you think this RFI might impact the current project schedule. If you know the approximate schedule impact, you can write in the number of days. You may also choose 'Yes (Unknown) ' or 'TBD' and add the schedule impact at a later time.
    • Cost Impact:
      Choose one of the following selections from the drop-down list:
      • Yes. If there is a known cost impact associated with the RFI, select 'Yes' and then enter a numeric value in the text box that appears (Note: Entering a comma (,) is not permitted in this field).  
      • Yes (Unknown). If the RFI will have a cost impact, but the dollar amount is currently unknown, select this option. You can edit the RFI at a later time to select a dollar amount. 
      • No. If the RFI does not have a cost impact, select 'No.'
      • TBD. If you are uncertain whether the RFI has a cost impact, select the 'TBD' option, which is short for To Be Determined
      • N/A. If the cost impact is irrelevant to the RFI, you can select 'N/A' which is short for Not Applicable
    • Cost Code: Reference a cost code related to the RFI. For example, if the RFI leads to a scope of work that could result in a potential change order (PCO) and impact the budget, including the cost code will make it easier to link all related items together.
    • Reference: An optional field that can serve as a helpful reference tag. Double-click to get a list of recently used references.
    • Private: Mark this checkbox to limit visibility for the RFI to yourself, users with 'Admin' to the RFIs tool, the Assigned To person, and members of the item's distribution list. Remove the checkmark from the box to make the RFI visible to users with 'Read-only' level permissions or above on the RFIs tool. 
    • Overdue Notification: This setting is automatically enabled or disabled for the RFI tool by a user with 'Admin' level permission. When a checkmark appears in this box, the system automatically sends an overdue email notification when the Due Date passes. This notification is sent to the creator, the Assigned To person, and members of the RFI's distribution list. When cleared, no overdue notifications are sent. 
    • Custom Fields 1 & 2: If you have selected to have custom fields appear in your RFIs tab (see Configure Advanced Settings: RFIs), these will appear in the creation page as shown.

      create an rfi 4.png
       
    • Attachments: You can add attachments either from your computer, Procore (e.g. Documents, Drawings, or Photos) or other sources (e.g. Box)
    • 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). 
  4. Click Create.
    Depending on the status of the RFI, the system:
    • If the RFI is in Draft mode, Procore adds the RFI to the tool's Draft list. 
      OR
    • If the RFI is not in Draft mode, Procore adds the RFI to the tool's Open list. An email notification is also sent to the Assigned To person and members of the Distribution list.

Next Steps

To find out how to respond to an RFI, see Respond to an RFI.

You must to post a comment.
Last modified
13:32, 21 Feb 2017

Tags

Classifications

This page has no classifications.