Configure Advanced Settings: RFIs

Configure the RFI Settings

1. Navigate to the project's RFIs tool.
2. Click the Configure Settings  icon. 
3. Navigate to the RFI Settings page.
4. Configure one or more of the following settings:
   • RFI Manager. See What is the RFI Manager role?
     • Allow Standard users to select any Admin user, or any user with the 'Act as RFI Manager' granular permission, as the RFI Manager.
       OR
     • Assign default RFI Manager when Standard users create new RFI.
       See Designate the Default RFI Manager for a Project's RFIs. 
       Note: Selecting the project's default RFI manager only affects new RFIs created after the setting was updated.
   • Private RFIs
     • Enable Private RFIs.
       Note: By default, 'Private' RFIs are only visible to members of the RFI's Distribution list and users with 'Admin' level permissions to the RFIs tool. 
     • Set new RFIs to private by default.
       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 a user with 'Admin' level permissions. 'Standard' level users who have been granted permission to create RFIs do NOT have the ability to remove this privacy setting. 
   • RFI Responses
     • Days to Answer RFI Questions.
       • Set how many calendar days after the creation date you would like RFIs to be due.
         Note: The due date respects which days are set as 'working days' for the project. See Set Project Working Days.
     • Assignees' Responses are Required by Default.
       • Mark this checkmark to automatically require a response from users who have been designated as an RFI's 'Assignee'. If the checkbox is not marked, users have the option to designate required responders. 
     • Only Show Official Response to Standard and Read Only Users.
       • This setting does not affect PDFs that are exported from RFI emails that were manually forwarded from the project's RFIs tool. See Forward an RFI by Email.
       • This setting excludes an RFI's Assignees and Distribution List members. Users with those roles will be able to view all responses on the RFI regardless of their permissions, even if this checkbox is marked.
       • This configuration setting is enabled by default on new projects. 
   • Custom Fields
     • These fields can be reported on in the Reports tool.
     • There is a maximum character limit of 255 on each custom field.
     • If you would like to add additional fields to the RFI page, you can add them as custom fields. 

5. Under the RFI Number Prefixes area, do the following:

    Important

   • To ensure RFI prefixes function as intended, the Project Stage field must remain enabled on any RFI fieldset applied to the project.
   • The 'Prefix RFI Numbers by Project Stage' setting cannot be turned off after it is enabled for a project.
   • If the setting is enabled for a project with existing RFIs with selected project stages, the RFI numbers will be automatically updated to include their project stage prefix. RFIs without a selected project stage will not have a prefix added upon changing the setting.
   • If you have manually added prefixes to RFI numbers before enabling this setting it could result in two prefixes displaying in an RFI number. See Why do some of our project's RFI numbers have two prefixes?
   • To learn more about this setting, see How do I configure a prefix and starting number for a project's RFIs

   • To include a selected project stage in the RFI numbers for the project, mark the 'Prefix RFI Numbers by Project Stage' checkbox and click Enable in the window.
     Note: Project stage is selected when the RFI is created.

   • Mark the 'Prefix Stage Enabled' checkbox next to each stage you would like to make available for numbering RFIs. To add more project stages to this list, see Add a Custom Project Stage.

     • Enter a unique prefix for each project stage selected. Prefixes can include a combination of alphanumeric characters. 

     • Click Update at the bottom of the settings page.

6. Under RFI Emails, mark or clear the Enable Email checkbox to determine which Email Events will send email notifications. Mark or clear the checkboxes under each user role to determine who will receive the email notifications for each Email Event.
   • Default Distribution. 
     • Users added to this field will be automatically added to the distribution list for all new RFIs created after their addition to the list. Configure which notifications an RFI's distribution group receives in the notification settings matrix.
   • 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. Email reminders will not be sent once the RFI is 45 days past due. 

        Note

       • To learn more about these options and Procore's default settings, see When does the RFIs tool send email notifications?
       • To reset any changes made to Procore's default RFI Emails settings, click Reset to Default.
7. Click Update.