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Create an RFI

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Objective

To create a Request for Information (RFI) using the project's RFIs tool

Background

In the construction industry, the Request for Information (RFI) process is a key information tool that is commonly required on construction projects of all sizes. In its simplest terms, an RFI is a technical query about an aspect of the construction project that requires clarification. In Procore, an RFI is comprised of three (3) parts:

  • General Information. General information about the specific question on the RFI.
    The information captured here provides users with an overview of the question and its context. 
  • Question. A formal question asked by one party on a contract to the other.  
    A question for clarification might be submitted by a subcontractor because a requirement in the construction document or on a product specification is ambiguous. 
  • Response: A response submitted by the Assignee on the question.
    A response might be submitted by a project architect or project engineer, to provide clarification about the question. An assignee might submit several responses to a single question, so an 'RFI Manager' is responsible designating the 'Official Response'. 

A common scenario that triggers the creation of an RFI is when a supplier or subcontractor requires information from the project architect or engineer. For example, a project drawing might be unclear, a requirement may be ambiguous, or a product specification may be inferior to another option.

Things to Consider

  • Required User Permissions:
    • To create an RFI in the 'Draft' or 'Open' status, 'Admin' level permission on the project's RFIs tool.  
    • To create an RFI in the 'Draft' status, 'Standard' level permission on the project's RFIs tool. See What is a 'Draft' RFI?
  • Requirements:
    • To save an RFI in the 'Open' status, the following fields are required: Subject, Assigned To, and Question.
    • An RFI # is strongly recommended, but not required. See How does Procore assign numbers to RFIs?
  • Additional Information:
    • To provide a user with 'Standard' or 'Read-Only' level permission with the ability to receive email notifications about RFI updates, you must add the user to the RFIs Distribution List, even when the 'Standard' user is the creator of the RFI.
    • After creating an RFI in the 'Open' status, Procore sends an automated email notification to the 'Assignee' and members of the RFI's 'Distribution' list. 
    • An RFI can be assigned to only one (1) person who is designated in the RFI's 'Assignee field. The assignee is considered the Ball In Court person and is responsible for providing an official response to the RFI.
    • The 'Assignee' has the option to submit a response using one of several methods. See Respond to an RFI.
  • Supported Platforms:
    • Procore Web
    • Procore for Android
    • Procore for iOS 

Video

Steps

  1. Navigate to the project's RFI tool.
    This reveals the RFIs page.
  2. Click Create RFI.



    This opens the New RFI page. 
  3. In the General tab, do the following:


     
    • RFI #. Procore automatically assigns numbers to new RFIs in sequential order. For example, 1, 2, 3, and so on. Duplicate numbers are also allowed. 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?

    • 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 an 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?

    • 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, select a user with 'Standard' or 'Admin' level permission from the list. 
      • If you are a user with 'Standard' level permission, the list only populates with the names of users who have 'Admin' level permission to the RFIs tool 
    • Assigned To*. Assign responsibility for submitting a response to the RFI question to one project team member. This individual will be listed as the Ball In Court person for the RFI (Note: A user with 'Standard' level permission to the RFIs tool can only select users with 'Admin' level permission from the Assigned To list).

    • 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.

    • 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: Add users with 'Read-Only level permission or higher on the RFIs tool 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.
    • 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. It's important to remember that the person will not be emailed unless he or she is on the distribution list.
    • Location: Select a location from the drop-down list. Note: If your project's Admin tool is configured to allow users to create locations (see Allow or Disallow Users to Create Locations Within a Tool) you can also create a new location by clicking the Create a New Location button at the bottom of the list. 
    • Drawing Number: You can manually input an drawing number into this field. However, the best way to associate an RFI to a drawing is to Link an RFI to a Drawing.
    • Spec SectionReference the specific contract documents or section of the specification book that's related to the inspection by choosing from the drop-down menu. (Note: If the Specifications tool is enabled on the project, the selections in this menu are populated with the spec sections from that tool, and it will display as a link upon saving the inspection. If the Specifications tool is disabled on the project, the selections in this menu are populated with values from the project's Admin tool.)
    • Cost Code: Reference a cost code related to the RFI. For example, if the RFI leads to a scope of work that could result in a potential change order (PCO) and impact the budget, including the cost code will make it easier to link all related items together.
    • Schedule Impact: Specify whether or not you think this RFI might impact the current project schedule. If you know the approximate schedule impact, you can write in the number of days. You may also choose 'Yes (Unknown) ' or 'TBD' and add the schedule impact at a later time.
    • Reference: An optional field that can serve as a helpful reference tag. Double-click to get a list of recently used references.
    • Cost Impact:
      Choose one of the following selections from the drop-down list:
      • Yes. If there is a known cost impact associated with the RFI, select 'Yes' and then enter a numeric value in the text box that appears (Note: Entering a comma (,) is not permitted in this field).  
      • Yes (Unknown). If the RFI will have a cost impact, but the dollar amount is currently unknown, select this option. You can edit the RFI at a later time to select a dollar amount. 
      • No. If the RFI does not have a cost impact, select 'No.'
      • TBD. If you are uncertain whether the RFI has a cost impact, select the 'TBD' option, which is short for To Be Determined
      • N/A. If the cost impact is irrelevant to the RFI, you can select 'N/A' which is short for Not Applicable
    • Private: Mark this checkbox to limit visibility for the RFI to yourself, users with 'Admin' to the RFIs tool, the Assigned To person, and members of the item's distribution list. Remove the checkmark from the box to make the RFI visible to users with 'Read-only' level permissions or above on the RFIs tool. 
    • Overdue Notification: This setting is automatically enabled or disabled for the RFI tool by a user with 'Admin' level permission. When a checkmark appears in this box, the system automatically sends an overdue email notification when the Due Date passes. This notification is sent to the creator, the Assigned To person, and members of the RFI's distribution list. When cleared, no overdue notifications are sent. 
    • Custom Fields 1 & 2: If you have selected to have custom fields appear in your RFIs tab (see Configure Advanced Settings: RFIs), these will appear in the creation page as shown.

      create an rfi 4.png
    • Question:* Enter your question and any additional background information that may be needed to properly answer the question (Note: This entry can only be changed at a later time if the RFI is saved in the 'Draft' status. Once an RFI is saved in the 'Open' status, the question cannot be changed). 
    • Attachments: You can add attachments either from your computer, Procore (e.g. Documents, Drawings, or Photos) or other sources (e.g. Box)
  4. Click Create.
    Depending on the status of the RFI, the system does the following:
    Note: If you attempt to create a RFI with a duplicate number, a pop-up message appears to alert you. To respond to this message, see Can I create an RFI with a duplicate number?
    • If the RFI is in Draft mode, Procore adds the RFI to the tool's Draft list. 
      OR
    • If the RFI is not in Draft mode, Procore adds the RFI to the tool's Open list. An email notification is also sent to the Assigned To person and members of the Distribution list.

Next Steps

To find out how to respond to an RFI, see Respond to an RFI.

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Last modified
12:19, 19 Apr 2017

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