To create an RFI on a Windows device.
Things to Consider
- Required User Permission:
- 'Admin' level permission on the project's RFIs tool.
- Navigate to the project's RFIs tool from a Windows device.
- Click Create.
Note: This will open the New RFI page where you can enter the following fields.
- Draft: Mark this checkbox to place the RFI in 'Draft' status or remove the mark from the checkbox to create an RFI in the 'Open' status.
- Title: Provide a descriptive title for the RFI. The RFI's subject is displayed as the RFI's title in the list view.
- Description: 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).
- 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.
- Due Date. Select a date from the calendar for the RFI response to be due. This field is only editable by users with 'Admin' level permissions on the project's RFIs tool.
Note: The 'Due Date' field is automatically populated based on the default number of days specified on the RFIs tool's Configure Settings page. See Configure Advanced Settings: RFIs. The due date also respects which days are set as 'working days' for the project. See Set Project Working Days.
- 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.
- Responsible Contractor: Select the responsible contractor who is requesting the information.
- Distribution List: Add other relevant users to the RFI's distribution list. Each person on the distribution list can respond via email to the RFI regardless of his or her user permissions on the RFIs tab. Only users with 'Admin' or 'Standard' permissions on the RFIs tab can respond within Procore.
Note: By default, an RFI can only be viewed by the Assigned To person and members of the Distribution list. Procore notifies these users by email when the RFI is created, updated, and when other members submit a response to the RFI. To submit a response to an RFI, members must be granted 'Standard' or 'Admin' level permission to the RFIs tool.
- Drawing Number: You can manually input an drawing number into this field.
- Location: Select a location from the drop-down list. Notes: The selections in this list are created in the project's Admin tool. 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.
- Spec Section: Reference the specific contract documents or section of the specification book that's related to the inspection by choosing from the drop-down menu.
- 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.
- Reference: This is an optional field that can serve as a helpful reference tag.
- 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.
- 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.
- Click Save.