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Procore

What is the RFI Manager role?

Answer

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, they can either:

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. 

Click a box below to view the related tutorial.

CLOSE
CLOSE
REVIEW & REPLY
REVIEW & REPLY
CREATE & OPEN
CREATE & OPEN


Create an RFI as a 'Standard' Level User
Create an RFI as a 'Stan...


Create an RFI as an 'Admin' Level User
Create an RFI as an 'A...


END
END
Do you have all the information you need to reply?
Do you have all the informatio...


Do you have 'Admin' or 'Standard' Level Permission?
Do you have 'Admin' or 'Standa...
'Standard' DRAFT
'Standard'...
'Admin'
DRAFT or OPEN
'Admin'...


Review the RFI
Review the RFI
'OPEN'
Sent to Assignees
'OPEN'...
'DRAFT'
Send to RFI Manager to Approve
'DRAFT'...
'OPEN'
Sent to Assignees
'OPEN'...
Do you want to forward the RFI to another user to review before you respond?
Do you want to forward the RFI...


Reply to an RFI
Reply to an RFI


Forward an RFI
for Review

Forward an RFI...


Reply to an RFI
Reply to an RFI
Ball in Court (BIC)
Shifts to Forwardee
Ball in Court (BIC)...
Ball in Court (BIC)
Shifts to Assignee
Ball in Court (BIC...
Do you want to add other assignees to the RFI workflow to also respond?
Do you want to add other as...


Add Assignees to an RFI as an Assignee on an RFI
Add Assignees to an RFI...
Assignees Added
Assignees Added


Choose an 'Official' Response for an RFI
Choose an 'Official' Res...
Ball in Court (BIC)
Shifts to RFI Manager
Ball in Court (BIC)...


Close an RFI
Close an RFI
LEGEND
LEGEND
RFI Manager
RFI Manager
RFI Creator
RFI Creator
RFI Assignee
RFI Assignee
RFI Forwardee
RFI Forwardee


START
START

How to Configure the Default RFI Manager

Users with 'Admin' level permissions on the project's RFIs tool can choose one user to be the default RFI Manager for all RFIs on the project. See Configure Advanced Settings: RFIs. The default RFI manager can either be a user with 'Admin' level permissions on the project's RFIs tool or a user with 'Read Only' or 'Standard' level permissions on the project's RFIs tool with the 'Act as RFI Manager' granular permission enabled on their permission template. To learn more about what tasks the 'Act as RFI Manager' granular permission allows users to perform, see What tasks does the 'Act as RFI Manager' granular permission allow users to perform? below.

How to Change the Default RFI Manager Assignment

When an RFI is being created, the system will automatically select the designated default RFI Manager in the 'RFI Manager' field on all RFIs created after the default RFI Manager setting was configured. When an RFI is being created or edited, users with the appropriate permissions can change its 'RFI Manager' to a different user with 'Admin' level permissions on the project's RFIs tool or to a different user with 'Read Only' or 'Standard' level permissions on the project's RFIs tool with the 'Act as RFI Manager' granular permission enabled on their permission template. See Create an RFI and Edit an RFI.

Notes:

  • If you are a user with 'Standard' level permission on the RFIs tool, you can select a user with 'Read Only' or 'Standard' level permissions on the project's RFIs tool with the 'Act as RFI Manager' granular permission enabled on their permissions template or a user with 'Admin' level permission as the 'RFI Manager' when you create an RFI. You will not be permitted to change this assignment after the RFI is created unless you have the 'Act as RFI Manager' granular permission enabled on your own permissions template.
  • If you are a user with 'Admin' level permission on the RFIs tool, you can select a user with 'Read Only' or 'Standard' level permissions on the project's RFIs tool with the 'Act as RFI Manager' granular permission enabled on their permissions template or a user with 'Admin' level permission as the 'RFI Manager' when you create an RFI. You can change this assignment after the RFI is created by editing the RFI. See Edit an RFI

What tasks does the 'Act as RFI Manager' granular permission allow users to perform?

Users with 'Read Only' or  'Standard' level permissions on the project's RFIs tool with the 'Act as RFI Manager' granular permission enabled on their permissions template can perform some additional tasks for RFIs they create ('Standard' only) or that they are designated as 'RFI Manager' for.  

The table below lists the tasks 'Read Only' or 'Standard' level users with this granular permission can perform as an RFI's creator or its 'RFI Manager' and the tasks that only users with 'Admin' level permissions on the project's RFIs tool can perform.


Task
With 'Act as RFI Manager' Granular Permission Granular Permission N/A
Read Only Standard Admin
Add a Related Item to an RFI     icon-mindtouch-table-check.png
Add a Response to an RFI (Not as an Assignee) icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png
Add Assignees to an RFI (Not as an Assignee) icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png
Be Designated as a Project's Default RFI Manager icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png
Choose an "Official Response" for an RFI icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png
Close an RFI  icon-mindtouch-table-mobile.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png
Configure Settings: RFIs     icon-mindtouch-table-check.png
Create an Open RFI   icon-mindtouch-table-check.png icon-mindtouch-table-check.png
Delete a Response to an RFI     icon-mindtouch-table-check.png
Designate the Default RFI Manager for a Project's RFIs     icon-mindtouch-table-check.png
Edit an RFI  icon-mindtouch-table-mobile.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png
Export All Responses on an RFI icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png
Perform Bulk Actions on RFIs     icon-mindtouch-table-check.png
Reopen an RFI  icon-mindtouch-table-mobile.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png
Reply to an RFI   icon-mindtouch-table-mobile.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png
Retrieve an RFI from the Recycle Bin     icon-mindtouch-table-check.png
Select Any Available RFI Manager when Creating an RFI   icon-mindtouch-table-check.png icon-mindtouch-table-check.png
Send an RFI to the Recycle Bin     icon-mindtouch-table-check.png
Shift the Ball in Court on a RFI  icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png
View All Responses on an RFI icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png
View Private RFIs icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png

Note: Other tasks can be performed with 'Read Only' or 'Standard' permission levels. Some of these other tasks may require different granular permissions to be enabled. See RFI: Permissions and Grant Granular Permissions in a Permission Template.

See Also