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2 - Create & Edit RFI's

The following tutorials pertain to the website application only.

Items Covered Below:

  • Create and View an RFI

  • Edit an RFI

  • Add a Related Item to an RFI

  • Add a Submittal Package to an RFI


1. Create an RFI

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

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? and Who can view 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 

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? 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.


2. Edit 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. 
  • Mobile:
    • Supported on iOS and Android devices.

Steps

  1. Navigate to the project's RFIs tool.
    This reveals the Open RFIs page. 
  2. Locate the desired RFI.
    Notes:
    • To search for or filter the list to locate a specific RFI, see Search for and Filter RFIs
    • You can only edit RFIs in the 'Draft', 'Open', or 'Closed' status. You cannot edit RFIs that have been sent to the Recycle Bin. See Delete an RFI.
  3. Click Edit (Note: If you click View, you can later click Edit in the page that appears). 
  4. Modify the fields as desired. For information about each field, see Create an RFI.
    Note:
    • You can modify some of these fields as follows:
      • Status. You can only change the status when an RFI is in 'Draft' status.
      • Initiated By. The system automatically records the name of the RFI creator. This value cannot be changed.
      • Date Initiated. The system automatically records the date on which the RFI was originally placed into the 'Open' status. When an RFI is in 'Draft' status, this field remains blank. If you close and re-open an RFI, the system does NOT update the date. 
      • Responsible Contractor. This company name can only be changed by modifying the selection in the 'Received From' field. 
      • Linked Drawings. Shows any drawings that have been linked to the RFI. These can only be modified in the Drawings tool. See Link Related Items on a Drawing
      • Question. You can only modify the question when the RFI is in the 'Draft' status. The question cannot be modified when an RFI is in the 'Open' or 'Closed' status. 
      • Overdue Notifications. If a checkmark appears in this field, a user with 'Admin' level permissions has turned the 'Enable Email Reminders For Overdue RFIs' checkbox ON in the Configure Settings page of the RFIs tool. See Configure Settings: RFIs.
  5. Click Update.
    The system saves your changes. 


3. Add a Related Item to an RFI

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

Things to Consider

  • Required User Permission:
    • To add or delete related item to an RFI, 'Admin' permission on the RFIs tool.
    • To view the title of a related item on an RFI, 'Read-Only level permissions or above on the RFIs tool. 
    • To view a related item on an RFI, 'Read-Only' or 'Standard' level permission on the RFIs tool AND The user must either be selected in the 'Assigned To' field or a member of the 'Distribution' list on the RFI.
      Note: If you have permission to view a related item on an RFI, the related item will be a hyperlink that you can click to open in the item in a separate browser tab.
  • Additional Information:
    • For a selection to appear in the 'Type' menu, the corresponding tool must be an active tool on the project. See Add and Remove Tools from a Project.
    • For a selection to appear in the 'Description' menu, you must be granted the appropriate permission to view that item in the corresponding Procore tool. 

Steps

  1. Navigate to the projects RFIs tool.
    This reveals the RFIs page, which displays all of the Open and Closed RFIs on the project. 
  2. In the Items view, locate the desired RFI and click View
    This reveals the RFI # Details page. 
  3. Click the Related Items subtab. 
    This reveals the Related Items page shown below. 


     
  4. Click Edit.
    This places the RFI into edit mode and reveals the 'Adding Related Items To' list. 


     
  5. From the Type list, select the type of item to add. 
    Note: Depending upon the Procore tools that are active on the project, you can select from a wide variety of Procore objects (e.g., Bids, Change Events, Documents, Drawing Revisions, Inspections, Meetings, Submittals, and more). 
  6. From the Description list, choose the desired item. 
    Notes:
    • What you select in the Type list determines what is available in the Description list. 
    • If the Description list does not contain any selections, the most likely reason is that an item has not been created in the corresponding Procore tool. For example, if you select Meeting and there are no meetings in the Description list, you may need to create a meeting first. 
    • After you select an option from the Description list, the system automatically populates the Date field. 

      add related item to rfi.png
  7. In the Notes box, add any relevant notes about the item. 
  8. Click + Add.
    This adds a line item for your entry in Related Items page. 
  9. (Optional) If you want to add more related items to the RFI, repeat the steps above. 
    Note: There is no limit to the number of related items you can add. 
  10. (Optional) If for any reason you need to remove a related item from the list, click the RED 'x'. 
  11. When finished adding related items, click Save.
    This saves your changes and places the Related Items page back into View mode. 


4. Add a Submittal Package to an RFI

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

Things to Consider

  • Required User Permission:
    • 'Admin' level permission on the project's RFIs tool.
  • Additional Information:
    • In addition to submittals and submittal packages, you can add a number of different Procore objects to an RFI. See Add a Related Item to an RFI.
  • Prerequisite:
  • Limitations:
    • Users with 'Standard' level permissions are permitted to create RFIs. However, only users with 'Admin' level permission can attach related items to RFIs. 

Steps

  1. Navigate to the project's RFIs tool.
  2. In the 'Open RFIs' list, locate the desired RFI. Then click View.
    This reveals the RFI Details page.
  3. Click the Related Items subtab.
    This reveals the Related Items page. 
  4. Click Edit.
    This reveals the 'Adding Related Items To: RFI #' page.
  5. Select one of the following items from the Type drop-down list:
    • Submittal Package. If you choose this option, you must next choose the desired package from the Description list. 
      OR
    • Submittals. If you choose this option, you must next choose an individual submittal from the Description list.
  6. (Optional) In the Notes box, type a brief explanation as to why you have attached the submittal or submittal pacakge to the RFI. 
  7. Click  + Add.
    This adds the submittal package or submittal item to the RFI. 
  8. (Optional) If you want to add another submittal package or submittal to the RFI, repeat the steps above.
    (Notes:
    • You can add any other type of related item to the RFI. See Add a Related Item to an RFI.
    • There is no limit to the number of RFIs that you can add). 
  9. Click Save.
    This saves the related item(s) that you just added to the RFI. 


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Last modified
11:43, 12 Aug 2016

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