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Procore

Glossary

# A B C D E F G H I J K L M N O P Q R S T U V W X Y Z


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A

Assignee

Assignee. Select the person responsible for replying to the RFI question with a response. The system sends an automated email notification to a new assignee with the subject line, "You have been assigned to this RFI." 

Assignees

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." 

Assigned To

Assigned To*. 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. These users will be listed as the Ball In Court for the RFI. The system sends an automated email notification to a new assignee with the subject line, "You have been assigned to this RFI." 

Attach Files

Attach Files. Click the Attach Files link to upload a file from your computer or select an existing file from one of the supported Procore tools (e.g., Photos, Drawings, Forms, or Documents). Alternatively, you can also use a drag-and-drop operation to upload attachments from your computer.

Attachments

Attachments. You can add attachments either from your computer, Procore (e.g. Documents, Drawings, or Photos) or other sources. 

B

Ball In Court

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. 

C

Cost Code

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

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. 
Create a Draft

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. 

Create as Open

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. 

Created By

Created By. Shows the name of the user who created the RFI.

Custom Fields

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.

D

Date Initiated

Date Initiated. Records the date the RFI was placed into the 'Open' status. This field is blank when an RFI is in 'Draft' status. 

Distribution

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.

Distribution List

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.

Draft

Draft. Place a checkmark in this box to create an RFI in the 'Draft' status. Remove the checkmark to create an 'Open' RFI. The entry in the Question box can only be changed when an RFI is in the 'Draft' status. Users with 'Standard' level permission can only create draft RFIs in Procore. Users with 'Admin' level permission can create an RFI in any status. To learn more about 'Draft' RFIs, see What is a Draft RFI? and Who can view a 'Draft' RFI?

Drawing Number

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.

Due Date

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 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.

Due Date (when open)

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.

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I

Initiated By

Initiated By. Shows the name of the user who created the RFI. 

J

K

L

Location

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. 

M

N

Number

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 a Draft RFI (see What is a 'Draft' RFI?).
Notes:

O

P

Private

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.

Project Stage

Project Stage. Select the appropriate project stage for the RFI from the drop-down list. These stages are created by your company's Procore Administrator in the Company level Admin tool. See Add a Custom Project Stage.

Q

Question

Question*. If you are creating the RFI, input the question. If you are editing the RFI, modify it. Note: It is recommended that your question always document any additional background information that is required from the person assigned to submit an answer.

Question Received From

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. 
IMPORTANT! This person will NOT received email notifications about the RFI unless you add the person to the RFIs distribution list.

R

Received From

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

Reference

Reference. An optional field that can serve as a helpful reference tag. Double-click to get a list of recently used references.

Responsible Contractor

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.

RFI#

RFI #*. This is a required field, except when an RFI is in the 'Draft' status. Procore automatically assigns numbers to new RFIs 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?

RFI Manager

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. 

S

 
Schedule Impact

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. 
Send for Review

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. 
Spec Section

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

Status

Status. Shows the status of the RFI being edited (i.e., Draft, Open, or Closed). 

Subject

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

Sub Job

Sub Job*. Select a sub job from the drop-down list. For this list to be available, the sub jobs feature must be enabled. See Enable Sub Jobs.

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