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Create and View a Custom RFI Report

Objective

To create a custom report using the report controls in the right pane of the project's RFIs tool. 

Things to Consider

  • Required User Permissions: 
    • Create Permissions:
      • To create a shared or personal (project-specific) report: ​'Standard' level permission to the RFIs tool and 'Standard' level permission or higher to the Reports tool (Note: Users granted this level of permission cannot remove the mark from the Personal checkbox). 
      • To create a personal (project-specific) report: ​'Standard' level permission or higher to the RFIs tool and 'Admin' level permission to the Reports tool. 
      • To create a personal (global) report: 'Admin' level permission or higher to the RFIs tool and 'Admin' level permission or higher to the Reports tool. 
    • View Permissions:
      • To view a global or project-specific report: 'Read-Only' level permission or higher to the RFIs tool and 'Standard' level or higher to the Reports tool (Note: If a user has 'Admin' level permission to the RFIs tool and no access permission to the Reports tool, the report is only accessible by clicking Configure RFI Settings in the right pane, then clicking Reports, and then the View button).
      • To view a personal report: You must be the user who created the report.
  • Prerequisites:
  • Limitations:
    • Any report made before 1/8/2015 will appear as a company wide report unless a user with 'Admin' level permission to the RFIs tool and 'Admin' level permission to the Reports tool modifies it to 'Personal' or 'Project Specific.' 
    • The Custom RFI Reports discussed in this articled are only viewable in the RFIs tool. To create a custom report using the Reports tool, see Create a Custom Company Report or Create a Custom Project Report.
  • Additional Information:
    • There is no limit to the number of custom reports that you can create with the RFIs tool on a project. 
    • When you create a custom RFI report for a project, the same report will be created for all other projects if it is a Global Report. 

Steps

Create a Custom Report

  1. Navigate to the project's RFIs tool.
  2. In the 'RFI Reports' menu, click the Create New Custom Report link.

    rfi report.png

    Note: If you are a user with 'Admin' level permission to the RFIs tool, you can alternatively click Configure RFI Settings in the right pane, click Custom Reports in the right pane, and then click the Create Custom Report button.
  3. In the 'Create RFI Custom Report' page, enter a name for the report in the Name box (e.g., 'RFI Report 4/30 to 5/13').


     

  4.  Select the report types options as follows:


     

    • Project Specific. Choose this option to make the report available only on the current project. This is the default setting. 
    • Global. Choose this option to make the report is available across all projects in your company's Procore account (Note: This option is only available to users with 'Admin' level permission to the RFIs tool and 'Standard' or higher level permission to the Reports tool). 
    • Personal. A personal report is only visible to the person who created it (Note: If you are a user with ​'Standard' level permission to the RFIs tool and 'Standard' level permission or higher to the Reports tool You cannot remove the mark from the Personal checkbox. All reports created are personal and project-specific by default).
  5. Use the "Group By" menu to group the RFIs in the report by one of the following fields: Status, Responsible Contractor, Assignee, Ball in Court, Created by, and Location. When you select one of the "group by" options in the drop down menu, the RFI report will organize the RFIs by whichever option you choose. If you choose "no grouping" the RFIs will be grouped by the RFI number (#). The example below shows a RFI custom report grouped by responsible contractor.


     
  6. Select which columns of information should be included in the report. You'll notice that several other columns that are not displayed in the default list view for RFIs are available and can be displayed in a custom report. You can also reposition column data by dragging and dropping each column to the desired order. By default, data will be sorted by the topmost field, which becomes the first column in the report. (Note: 'Assignee Due Date Variance' is the variance of the due date and the last assignee response date. 'Due Date Variance' is the variance between the 'Due Date' and the 'Closed Date.')

    rfi-columns.png
     

  7. Use the various filter options to create more granular and targeted reports. For example, you can create a report that displays all RFIs assigned to a specific user over the last 30 days sorted by the 'Due Date' or mark the 'Overdue' checkbox to view overdue RFIs. You can also use the filters to include multiple types of data or to narrow the data to a single filter. 


     

  8. Date Filtering: To select a date range, you will need to first choose whether you would like to have the date field pull from the Due Date, Closed Date, Created Date, or the date the RFI was initiated. After you select this, the date range will be selectable.

  9. Click Create.
    Custom reports will be found under the RFIs tab under the 'RFI Reports' menu in the right pane. Reports marked 'Personal' appear under the 'My Reports' section.

View a Custom Report

  1. Navigate to the RFIs tool. 
  2. In the RFI Reports menu in the right pane, click the link for the report you want to view. 
    Note: See the Required User Permissions in the Things to Consider section above for information about the reports that you can view. 

    my reports.png
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Last modified
10:04, 12 Aug 2016

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