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About the RFI Manager Field

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Overview

On April 12, 2017, Procore added a new 'RFI Manager' field to the RFIs tool. Similar to the submittal manager field in the Submittals tool, a new RFI Manager role is being introduced to help project teams better manage the RFI process.

Why did Procore add an RFI Manager field?

Prior to this release, the creator of an RFI in Procore could see everything about that RFI and also received email notifications about updates. Many of our users have expressed interest in having external contractors and superintendents create RFIs, but were reluctant to have these external RFI creators manage the RFIs workflow. Now, the new ‘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, he or she 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. 

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

Yes. On February 16, 2017, Procore added a 'Default RFI Manager' setting in the 'Configure RFI Settings' page of the RFIs tool. Now that the field is deployed in the Procore application, users with 'Admin' level permission to the RFIs tool are required to complete a quick configuration step on all of your company's active Procore projects where the RFIs tool is an active tab on the project.

  1. Navigate to the project's RFIs tool.
    This reveals the RFIs page. 
  2. In the right pane, click Configure RFI Settings
    This reveals the RFI Settings page. 
  3. Select one of the following option buttons:
    • If a Standard User Creates an RFI, They Can Select Any Admin User as the RFI Manager. If you choose this option, the user creating the RFI will be able select any user with 'Admin' level permission to the project's RFIs tool from the 'RFI Manager' drop-down list in the 'New RFI' page. See Create an RFI




      OR
       
    • If a Standard User Creates an RFI, the RFI Manager Will Be. If you choose this option, the system will automatically populate the 'RFI Manager' field in the 'New RFI' page with the name designated here. Note: A user must have 'Admin' level permission to the RFIs tool to be designated as the project's 'RFI Manager' and to change this designation in a new or existing RFI. See Create an RFI or Edit an RFI


       
  4. Click Update.
    Procore will use the option you selected above to populate the 'RFI Manager' field in all new RFIs. 

Important! The new 'RFI Manager' field has also been added to ALL of your existing RFIs. See What happens to my project's existing RFIs after the 'RFI Manager' release?

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.

What happens to my project's existing RFIs after the 'RFI Manager' release?

For RFIs that were created prior to the above release date, the system automatically assign the creator of the RFI as the RFI Manager. This assignment can be edited at any time by a user with 'Admin' level permission to the RFIs tool. 

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