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1 - RFI Configuration

1. Configure Advanced Settings: RFI's

The following tutorial applies to the website application only; no mobile

Things to Consider

  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? and Who can view 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.

Item #1 Item #2 Item #3
     

Steps

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. Mark this checkbox so that the default setting for new RFI's is set to 'Private' (Note: RFI Creators and RFI Managers can remove the checkbox when creating or editing RFI). 
    • Show Questions & Responses In RFI Log PDF. Mark this checkbox to enable the PDFs exported from the RFIs tool to show RFI questions and all responses. The 'Official Response' is labeled, if it has been marked.  along with the subject of the RFI, the assignee, the date the RFI was initiated, the due date, the closed date, the ball in court, the schedule impact, the cost impact, and the status of the RFI.
    • Answers To New RFI Questions Will Be Due. Set how many 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 to the system to send daily reminder emails to the assignee 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.  Note: There is a maximum 255 character limit on each of these fields. 
      Procore has the following fields that you can fill out when creating an RFI:
      • RFI #
      • Subject
      • Assigned To
      • Responsible Contractor
      • Distribution [List]
      • Drawing Number
      • Spec Section
      • Schedule Impact
      • Cost Impact
      • Draft (if the RFI is a draft and shouldn't be sent out to members of the distribution list yet)
      • Due date
      • Question Received From
      • Location
      • Cost Code
      • Reference
      • Private
      • Overdue Notifications
      • Attachments
      • Question
    • 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). Note: On new projects, this configuration setting is enabled by default. 
  4. Under RFI Emails, choose when the 'Assignee', the 'RFI Manager', and members of the Default Distribution list will receive automated email notifications about RFI updates from Procore:


     
    • Email Enabled. Place a GREEN checkmark (check.png)  in this box to enable an email for this event.
    • Email Disabled. Place a RED 'x' (x.png) to disable an email for this event. 
      • When the draft RFI email is enabled, it will send a notification email to the assignee and the creator when a 'Standard' level user creates a draft RFI.
  5. 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.
    This reveals the RFIs page. 
  2. Click the Configure Settings  icon. 
    This reveals the RFI Settings page. 
  3. Click Permissions Tab.
  4. Click the Permissions Table sub tab in the right sidebar.
  5. Set each user's permission for the RFIs tab according to your preferences.
    • check.png Access
    • x.png No Access
  6. For a list of what users can do at each permission level in RFIs, see the Permissions Matrix.
  7. In the example screenshot below, the user has 'Standard' level permissions.

    user permissions rfis.png

 


 

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Last modified
11:43, 12 Aug 2016

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