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About the RFI Manager Field

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Overview

Similar to the submittal manager field in the Project level Submittals tool, the RFI Manager role was introduced to help project teams better manage the RFI process.

Why did Procore add an RFI Manager field?

Prior to the existence of the RFI Manager role in Procore, the person who created an RFI (a.k.a., the creator) could see everything about that RFI. The creator also received email notifications about all updates. Although many external subcontractors and superintendents are responsible for creating RFIs in Procore, many general contractors did not also want external RFI creators to manage the RFI workflow. In Procore, an ‘RFI Manager’ acts as the information gatekeeper between RFI creators and assignees, giving you the ability to limit ‘Standard’ creators from viewing assignee responses until the ‘RFI Manager’ marks and distributes the ‘Official Response.

What is the RFI Manager role?

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

Can I designate a default RFI Manager in the RFI tool's configuration settings?

Yes. You can designate a person to act as an RFI Manager using the 'Default RFI Manager' setting in the 'Configure RFI Settings' page of the RFIs tool. This setting is available to users 'Admin' level permission to the RFIs tool. All it requires is a quick configuration step on all of your company's active Procore projects where the RFIs tool is active.

  1. Navigate to the project's RFIs tool.
  2. Click the Configure Settings  icon.
  3. Navigate to the RFI Settings page.
  4. Select one of the following option buttons:
    • To allow users with 'Standard' level permissions to select any user with the appropriate permissions as the RFI Manager when creating an RFI:
      • Click the button next to 'If a Standard user creates an RFI, they can select any Admin user as the RFI Manager'
        Note: 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 also be selected as an RFI Manager if this option is selected.
    • To select a user as the project's default RFI Manager:
      • Click the button next to 'If a Standard user creates an RFI, the RFI Manager will be:'.
      • Select the user you want to designate as the project's default RFI Manager.
        Note: Users with the appropriate permissions can edit an RFI's default RFI Manager when creating or editing an RFI. See Create an RFI and Edit an RFI.
  5. Click Update.
    Note: Selecting the project's default RFI manager only affects new RFIs created after the setting was updated.

What projects will be affected by the RFI Manager role?

The RFI Manager role affects all active Procore projects in your company's account where the RFIs tool is configured as an active tool.

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