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3 - Change Status of & Delete RFI's

The following tutorials pertain to the website application only.

Items Covered Below:

  • Change the Ball in Court on an RFI
  • Delete a Response to an RFI
  • Choose an "Official Response" for an RFI
  • Close an RFI
  • Respond to an RFI
  • Delete an RFI

1. Change the Ball in Court on 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.
  • Additional Information:
    • If you want to put the BIC back to the original assignee, Edit the RFI, navigate to “Ball in Court” field, and select the original assignee.
    • If you want to change the assignment for the current Ball In Court (BIC) person to a new assignee, click Edit on the RFI to change the "Assigned to" field to the new assignee who should hold the BIC. (this user must have 'Standard' permissions or above on the RFIs tool). If you have email notifications enabled for when an RFI is re-assigned (see Configure Advanced Settings: RFIs for information on how to enable this), the new assignee will get an email with a link to the RFI in Procore. If this is not enabled, the new assignee will not get an email.
    • If you would like to distribute the RFI to someone with 'Read-Only' permissions, you can cancel out of the Edit page and click the Email button in the right pane of the RFI. See Email Forward an RFI for more information.
    • The RFI tool automatically sends an email notification to alert an RFI's Ball In Court person when their required action on an RFI is overdue. 

Steps

  1. Navigate to the project's RFIs tool. 
  2. Click Edit next to the RFI you would like to change. (Note: Additionally, you can click View next to the RFI and then click Edit in the view screen.)
  3. At the bottom of the 'General Information' section of the RFI, click on the drop-down menu next to Ball in Court
  4. Change to the person who you would like change the ball in court to. (Note: See constraints in the "Things to Consider section")


2. Delete a Response to an RFI

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

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the RFIs tool.
  • Prerequisite:
  • Additional Information:
    • You can delete RFIs in the 'Draft', 'Open', or 'Closed' status, whether or not anyone has replied to the RFI or marked a reply as the official response.
    • When you delete an RFI, it is moved to the Recycle Bin in the RFIs tool. 
    • To give project teams the ability to restore any deleted item, the Recycle Bin cannot be emptied. See Retrieve an RFI from the Recycle Bin.

Steps

  1. Navigate to the project's RFIs tool.
  2. Locate the RFI that you want to send to the Recycle Bin. 
  3. Click Edit or View
    (Note: In this example, we will click View). 


     
  4. Click Delete.



    Notes:
    The system moves the RFI to the Recycle Bin and the status of the deleted RFI changes as follows:
    • If the deleted RFI was in the 'Open' status, the RFIs status changes to 'Recycled'.
    • If the deleted RFI was in the 'Closed' status, the RFIs status remains 'Closed.'
    • If the deleted RFI was in the 'Draft' status, the RFIs status remains as 'Draft.'
    • To confirm that the item was moved to the Recycle Bin, choose 'Recycle Bin' from the 'Status' menu in the 'Filter RFIs by' area as shown below. 



      If for any reason you need to restore the RFI from the Recycle Bin, see Retrieve an RFI from the Recycle Bin.


3. Choose an "Official Response" for an RFI

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

Background

Several people may need to respond to an RFI before a correct answer can be provided. For example, an Architect may need to get feedback and clarification from the Owner or a Consultant/Specialist before he/she can provide an authorized answer. As a result, each RFI can have a long communication thread that's difficult for Subcontractors or Superintendents to interpret correctly. Confusion and misinterpretation can easily occur and lead to more problems. In such cases, a user with 'admin' user permissions, such as a Project Manager/Engineer, now has the ability to highlight the correct answer by marking a specific reply (or replies) in the communication thread as the "official response" for an RFI.

Summary of Actions

  1. The Project Manager (G. Johnson) assigns an RFI to the Architect (N. Anderson) and adds the Superintendent and Owner on the distribution list to keep them informed. 
  2. The Superintendent (J. Wayne) provides some helpful information.
  3. The Architect responds with clarification that he received from the Owner in a phone conversation.
  4. The Owner (J. Smith) adds a last minute response with his new choice.
  5. The Project Manager marks the last response (from the Owner) as the "Official Response" and can close the RFI. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permission on the RFIs tool. 
  • Additional Information:
    • Typically only a Project Manager or Engineer can choose the "official response" for an RFI since Architects typically do not have 'admin' privileges on a project's RFI tool.
    • You can select more than one reply as the "official response" for an RFI.
    • If it's still not obvious which reply should be marked as the "official response" the Project Manager/Engineer should reply to the RFI and ask the Assignee (e.g. Architect) to summarize the findings and clearly state the correct answer in a new reply. To avoid misinterpretation and liability related issues, a Project Manager/Engineer should not attempt to interpret all replies, summarize the answer, and select their own reply as the "official response" for an RFI.
    • If you link a drawing sheet to an RFI, its "Official Response" will be highlighted in the preview window.

Steps

  1. Navigate to the project's RFIs tool.

  2. Click View next to the RFI you would like to choose an official response for.

  3. Under the General tab, scroll down to view the original question and all of its replies. (Note: replies will appear from newest to oldest from top to bottom, respectively.)

  4. Mark the "Official Response" checkbox next to the reply that provides the definitive answer. Select multiple replies, as necessary. 

    rfi official response.png
     

  5. Close the RFI. See Close an RFI for more information.

  6. (Optional) Post the RFI to the related drawing and publish your markup so that the entire team can see it. When someone clicks on the RFI from the drawing, the RFI Preview Screen will highlight the "Official Response" if one is selected.

    link rfi to a drawing.png

 



4. Close an RFI

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

Background

Users with 'Admin' level permission can change an RFIs 'Status' to Closed at any time. This indicates the RFI needs no other action. 

Things to Consider

  • Required User Permission:
    • 'Admin' level permission on the project's RFIs tool.
  • Prerequisites:
  • Additional Information:
    • You can close an RFI whether or not it has any responses. 
    • If you want to reopen a closed RFI at a later time, see Reopen an RFI.

Steps

  1. Navigate to the project's RFIs tool.
    This reveals the RFIs page.
  2. Locate the desired RFI in the list. Then click Edit or View.
    This opens the RFI Details page. 
  3. Click Close RFI.


     
  4. If you have NOT selected an official response to the RFI, the following notification message appears to alert you. If you have selected an official response, the system changes the RFIs 'Status' to Closed and shows the current date. 


     
  5. Click OK to close the RFI. 
    The system changes the RFIs 'Status' to Closed and shows the current date.



    Notes:
    • When you close an RFI, the 'Assignee' and any designated members on the 'Distribution' list will be notified via email.
    • If you want to include the 'Responsible Contractor' on the email, be sure to add that person to the 'Distribution' list before closing it. 


5. Respond to an RFI

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

Things to Consider

  • Required User Permission:
    • To submit a reply to an RFI via email, Procore, or using supported mobile device:
      • 'Admin' level permission on the project's RFIs tool.
        OR
      • 'Standard' level permission or higher on the project's RFIs tool.
        AND
      • You must be a member of the RFIs distribution list. 
    • To reply to an RFI via email only:
      • 'Read Only' level permission or higher on the projects RFIs tool.
        AND
      • You must be a member of the RFI's distribution list. See Create an RFI.
  • Requirements:
    • Procore sends an automated email notification to these users when an RFI is created or updated, as well as when individuals use the steps below to reply to an RFI.
  • Supported Platforms:
    • Procore Web
    • Procore for Android
    • Procore for iOS

Steps

  • There are three different ways to respond to an RFI. Each of these methods will log the response in the project's RFIs tool.
  1. Reply via Email
  2. Reply via Procore
  3. Reply via Mobile Device
  • After a response is submitted by the RFI's Assignee, the system shifts the Ball in Court back to the RFI Manager and notifies Distribution list members with an automated email response. 
    Note: Users with 'Read-Only and 'Standard' level permission who are not on the RFIs distribution list, will neither be notified nor able to view unofficial responses.

Reply via Email

The easiest way to respond to an RFI is to simply reply to the email with your response/answer. Sending a response is no different than replying to any other email you receive. 
 

rfi-reply-e,ao;.png
 

  1. From your email client, reply to the email and enter your response into the body of the email message.
  2. Click Send. (Note: Procore will automatically log the response and any attachments as a response in Procore.)
    Notes:
    • If your email client has a customized format, it will NOT maintain its form in Procore.
    • The system saves a copy of the response in the project's RFIs tool.
    • The system sends an email notifying the RFI Creator, RFI Manager, and members of the Distribution list that the person has submitted a response to the RFI.

Reply via Procore

reply-via-procore-rfi.png
 

  • In the email, click the View Online text link. The provided link will open the RFI directly in Procore. (Note: If you are currently not logged in to Procore, you will need to first log in.)
  • (Navigate to the project's RFIs tool; click View next to the RFI you wish to respond to.) 
  • Scroll down to the "Reply" section, and enter your response. (Note: Previous replies will appear with the newest at the top.)
  • (Optional) Add attachments by clicking Add File(s). If you are using Chrome or Firefox as your web browser, you can also drag and drop files directly into the grey box.
  • Click Reply.

Reply via Mobile Device

You can also respond to an RFI using Procore's iOS or Android mobile applications. 

reply-rfi-mobile.png
 

  1. Enter a response in the designated text area.
  2. (Optional) Add a picture as an attachment by clicking on the photo icon.
  3. When finished, click the reply icon or button. (Note: Procore will automatically log the response and any attachments as a response.)


6. Delete an RFI

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

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the RFIs tool.
  • Prerequisite:
  • Additional Information:
    • You can delete RFIs in the 'Draft', 'Open', or 'Closed' status, whether or not anyone has replied to the RFI or marked a reply as the official response.
    • When you delete an RFI, it is moved to the Recycle Bin in the RFIs tool. 
    • To give project teams the ability to restore any deleted item, the Recycle Bin cannot be emptied. See Retrieve an RFI from the Recycle Bin.

Steps

  1. Navigate to the project's RFIs tool.
  2. Locate the RFI that you want to send to the Recycle Bin. 
  3. Click Edit or View
    (Note: In this example, we will click View). 


     
  4. Click Delete.



    Notes:
    The system moves the RFI to the Recycle Bin and the status of the deleted RFI changes as follows:
    • If the deleted RFI was in the 'Open' status, the RFIs status changes to 'Recycled'.
    • If the deleted RFI was in the 'Closed' status, the RFIs status remains 'Closed.'
    • If the deleted RFI was in the 'Draft' status, the RFIs status remains as 'Draft.'
    • To confirm that the item was moved to the Recycle Bin, choose 'Recycle Bin' from the 'Status' menu in the 'Filter RFIs by' area as shown below. 



      If for any reason you need to restore the RFI from the Recycle Bin, see Retrieve an RFI from the Recycle Bin.


 

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Last modified
11:43, 12 Aug 2016

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