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Procore

Configure Advanced Settings: RFIs

Objective

To configure the settings and preferences for the project's RFIs tool.

Background

Users with 'Admin' level permission on the project's RFIs tool can set the configuration settings for the project's RFIs tool. The Configure Settings area also allows users to create custom RFI reports and set user permission for the RFIs tool. 

Things to Consider

  • Required User Permission:
    • 'Admin' level permissions on the project's RFIs tool.

Video

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

 

Tasks

Configure the RFI Settings

  1. Navigate to the project's RFIs tool.
    This reveals the RFIs page. 
  2. Click the Configure Settings  icon. 
    This reveals the RFI Settings page. 
  3. Configure the settings as follows:
    • RFI Manager. Choose the appropriate option button to designate the project's RFI Manager (see What is the RFI Manager role?). For details, see Designate the Default RFI Manager for a Project's RFIs
    • Default Distribution: Add in members of the project who should be sent notification emails on every or most RFIs generated in your project in Procore.
    • Allow Private RFIs. Mark this checkbox to give users with 'Standard' and 'Admin' level permission to the RFIs tool the ability to set visibility on the RFIs that they create to 'Private' (Note: By default, 'Private' RFIs are only visible to members of the RFI's Distribution list and users with 'Admin' level permission to the RFI tool). 
    • RFIs Private By Default. Place a checkmark in this box to have the system automatically set new RFIs to 'Private'.
      Notes:
      • This checkbox can only be selected when the Allow Private RFIs checkbox is also selected.
      • When a new RFIs is set to 'Private', the setting can only be removed by an 'Admin' . Standard users who have been granted permission to create RFIs do NOT have the ability to remove this privacy setting. 
    • Answers To New RFI Questions Will Be Due. Set how many calendar days after the creation date you would like RFIs to be due. 
    • Enable Email Reminders For Overdue RFIs. Mark this checkbox if you would like for the system to send daily reminder emails to the assignee(s) on the RFI when the RFI is overdue.
    • Label For Custom Field 1 and 2. If you would like to add in any extra fields to the RFI page, you can add them as custom fields. They appear as 'Custom Field 1' and 'Custom Field 2' in the screenshot above.  
      Notes:
    • Only Show Official Response to Standard and Read Only Users. Place a checkmark in this box to enable the system to limit users with 'Read Only' and 'Standard' level permission the RFIs tool so they can only see 'Official Responses' in Procore's automated email notifications, in exported PDFs, and when accessing the RFIs tool in Procore Web. This setting does not affect RFIs forwarded using the Email button. See Email Forward an RFI. This setting also excludes the RFIs Assignee and members of the Distribution List. Note: On new projects, this configuration setting is enabled by default. 
    • Assignees' Responses are Required by Default. Place a checkmark in this box to automatically mark user's who have been designated as an 'Assignee' as requiring a response. If the checkbox is blank, users will have the option to designated required responders.
      Note: You must place a checkmark in this box if you will be using the Forward and RFI for Review process on your project's RFIs. 
  4. Under the RFI Prefix Number Prefix by Project Stage area, do the following:
    1. If you want to use the RFI Prefix feature, place a checkmark in the Once Enabled and In Use, This Configuration Cannot be Disabled box. To learn more about this feature, see How do I configure a prefix and starting number for a project's RFIs?
    2. Enter the desired prefix for each project stage. Prefixes can include a combination of alphanumeric characters. 
      Note: If you want to add or delete stages from this list, see Add a Custom Project Stage

      rfi-prefix-config.png
  5. Under RFI Emails area, place a checkmark in the Enable Email box to activate an email notification for the corresponding event. Then, place mark(s) in the desired role checkboxes to specify your email notification preferences for the RFIs on the project (e.g., Creator, Manager, Assignee, Distribution Group). 
    Notes
  6. Click Update
    The system saves the configuration settings.

Work with Custom RFI Reports

  1. Navigate to the project's RFIs tool.
    This reveals the RFIs page. 
  2. Click the Configure Settings  icon. 
    This reveals the RFI Settings page. 
  3. Click Custom Reports.



    This reveals the Custom Reports and My Reports lists. 
  4. In this page, you have these options:
    • Create Custom Report. Click this button to create a custom report. See Create and View a Custom RFI Report.
    • Edit. Locate a report in one of the lists. Then click this button to place it in edit mode.  
    • View. Locate a report in one of the lists. Then click this button to place it in view mode. You can then export or share the report. See Export RFIs.

Set User Permissions for RFIs

  1. Navigate to the project's RFIs tool.
  2. Click Configure Settings 
  3. Click Permissions Table .
  4. Set each user's permission according to your preferences.
    • check.png Access
    • x.png No Access
      As illustrated below, this user has been granted 'Standard' level permissions.

      user permissions rfis.png

      Notes:
      • If a gray X appears and you are not able to change a setting, your Procore Administrator is managing permissions with a template. See Manage Permissions Template
      • For a list of what users can do at each permission level in RFIs, see the Permissions Matrix.
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