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5 - Additional RFI Functions

The following tutorials pertain to the website application only.

Items Covered Below:

  • Email Forward an RFI
  • Create a Potential Change Order from an RFI
  • Reopen an RFI
  • Retrieve an RFI from the Recycle Bin

1. Email Forward an RFI

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

Background

The built-in email functionality in the RFIs tool gives you the ability to forward an RFI to other users, that are typically not included in the current workflow, as needed. (Note: The email will be sent from the Procore platform.)

For example, once an RFI is closed, you may need to notify additional parties, such as the responsible contractor (who may not have been notified when the RFI was closed), to inform them of the official answer/response to the RFI. The ability to email an RFI is a manual, on-demand action that you can perform, at your own discretion. For example, you may not want the responsible subcontractor to receive an automated email notification as soon as an RFI is closed because you do not want want them to make the incorrect assumption that the "answer" to the RFI or change in scope has already been approved.

 

Things to Consider

  • Required User Permissions: 'Standard' and 'Admin' level permissions on the RFIs tool.
  • Mobile: Supported on iOS and Android mobile devices.

Steps

Forward an RFI by Email

  1. Navigate to the project's RFIs tool.
  2. In the Open RFIs page, locate the desired RFI and click View.
  3. In the right pane, click the Email button.
    This reveals the Forward RFI page. 


     
  4. Add your desired recipients in the To and/or CC fields. (Note: As the sender, your profile's email address is automatically added to the CC field.)
  5. Set user access to the message as follows:
    • To restrict access to this message, mark the Private checkbox.
      OR
    • To permit users with 'Admin' and 'Standard' level permission to view the message (i.e., using the 'Email' sub tab of the RFI), remove the mark from the Private checkbox.
  6. In the Subject box, accept the default subject line (i.e., "FW: RFI: [RFIl #]: [title of RFIl]") or type your own subject line. 
  7. In the Attachments area, attach any relevant files to the message.
  8. In the Message box, type your desired message. This field corresponds to the body of the email message. 
  9. Click Send. (Note: The email is sent to recipients named in the 'To' and 'CC' fields.)
    ​The outgoing email includes the following content:
    • Attachments
    • Message
    • Project Name
    • RFI #
    • Subject of the RFI
    • Date Initiated
    • Created By
    • Assigned To
    • Due Date
    • Responsible Contractor
    • Received From
    • Distribution
    • Cost Code
    • Schedule Impact
    • Cost Impact
    • Drawing Number (and a link to the drawing in Procore)
    • The Question
    • All replies and official responses

 


2. Create a Potential Change Order from an RFI

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

Things to Consider

  • Required User Permission:
    • 'Admin' level permissions on the RFIs tool.
  • Prerequisites:
  • Additional Information:

Steps

  1. Navigate to the project's RFIs tool.
  2. Select the RFI from which you want to create the potential change order.
  3. Click Create Potential CO in the right pane (Note: The RFIs information is used to populate the fields in the potential change order). 
  4. Add or edit information as needed.
  5. Enter a description.
  6. Add an existing change order request, create a new change order request, or do not attach a change order request.
  7. Add a change reason, who the request was received from, if there is a schedule impact, location, who a reference is, and any attachments. You can change the field change, paid in full, and void options now or later.
  8. Click Create to save the PCO without sending an email to members of the distribution list. Click Create and Email to save the PCO and send an email to members of the RFI distribution list.


3. Reopen an RFI

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

Background

After the RFI has gone through the workflow and all responses have been logged in Procore, 'Admin' level users can mark the RFI as "closed." This will indicate that the RFI has been resolved and needs no other action. If you have previously closed an RFI, but want to reopen it to make edits or add responses, 'Admin' users can reopen a closed RFI, as needed. 

Things to Consider

  • Required User Permission: 'Admin' on the project's RFIs tab.

Steps

  1. Go to your project's RFI tab.

  2. By default, only "Open" RFIs will be displayed in the list view. Use the "Status" filter option in the right pane and select the "Closed" option to view all closed RFIs.

  3. Find the RFI you wish to reopen and click the View or Edit button next to it.

  4. Click the Reopen RFI button. (Note: After you reopen an RFI, the Close RFI button will become visible again).



4. Retrieve an RFI from the Recycle Bin

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

Things to Consider

  • Required User Permission:
    • 'Admin' level permissions on the project's RFIs tool.
  • Prerequisites:
    • The RFI that you want to retrieve must be in the Recycle Bin. See Delete an RFI.
  • Limitations:
    • To give project teams the ability to restore any deleted item, the Recycle Bin cannot be emptied.

Steps

  1. Navigate to the project's RFIs tool.
    This reveals a list of 
  2. In the 'Filter RFIs by' menu, choose Recycle Bin from the Status drop-down list. 


     
  3. Locate the desired RFI and click View



    This reveals the selected RFI.
  4. Click Retrieve.



    Notes:
    The system moves the RFI to the Recycle Bin and the status of the restored RFI changes as follows:
    • If the RFI was in the 'Recycled' status, the RFIs status changes to 'Open'.
    • If the RFI was in the 'Closed' status, the RFIs status remains 'Closed'.
    • If the  RFI was in the 'Draft' status, the RFIs status remains as 'Draft'.


 

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Last modified
11:43, 12 Aug 2016

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