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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” drop-down field, and select Assignees.
    • If you want to change the assignment for the current Ball In Court (BIC) person to a new assignee (not Creator or RFI Manager), 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. 
    • A user can create custom reports with multiple BICs. See Create and View a Custom RFI Report for more information on how to create a custom report.

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. Select the person who you would like to change the ball in court to from the following: 
    • Assignees. Select Assignees if you would like for the 'Assigned To' individual(s) to take action on the RFI.
    • Creator. Choose Creator if you would like for the person who 'Initiated By' the RFI to respond to the RFI.
    • RFI Manager. Select this option if you would like for the RFI Manager to be the next Ball in Court.

(Note: See constraints in the "Things to Consider section")

  1. Scroll to the bottom of the page and click Update.


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


     
  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 the 'Recycle Bin' view at the top of the RFIs page.

      recycle-bin-view-rfis.jpg

      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. 
      OR
    • 'Standard' level permission on the RFIs tool.
      AND
  • Additional Information:
    • Typically, the RFI Manager will select the 'Official Response' for the RFI. This is because architects and engineers are typically NOT assigned 'Admin' permissions to the RFIs tool. 
    • You can select more than one (1) reply as the 'Official Response.'
    • 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 Assignees (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.
    This reveals the Items list on the RFIs page.
  2. Locate the desired RFI and click View
    This opens the selected RFI in view mode.
  3. Under the General tab:
    1. Scroll to the original question.
    2. View all of the replies (Note: Replies are listed from most to least recent). 
    3. Locate the desired reply (or replies).
    4. Place a checkmark in the Official Response box for one or more replies. 

      rfi official response.png
  4. (Optional) If you want to post the related drawing and publish its markup for viewing by the entire team. See Link Related Items on a Drawing. Then publish your markup.
    Note: When someone views the drawing and then clicks the RFI, the RFI Preview page highlights 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 Items list in the RFIs page. This page lists RFIs in the Draft and Open status. 
    Note: To narrow the list to show only Open RFIs, choose Status and then Open from the Add Filters list.
  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 'Assignees' 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

When you are designated as the 'Assignee' on an RFI, you have different options for submitting a reply. Each option logs your reply in the appropriate project's RFIs tool:

After submitting your reply, the system automatically changes the Ball in Court person to the RFI Manager. It also sends an email notification to designated members on the RFI's Distribution List. 
Note: Users with 'Read-Only and 'Standard' level permission to the RFIs tool who are NOT members of the RFI's Distribution List, will neither be notified nor able to view unofficial responses.

Reply to the RFI by Email

  1. Open the New RFI message in your email client. 
    A message resembling the one below appears. 


     
  2. Click Reply in your email client.
    In the body of the email message, enter the message for your reply.



    Notes:
    • Do NOT modify the email address in the To field. This email is required in order to send your reply to the RFIs tool in the Procore project. 
    • You can also add any attachments to the email as desired. 
  3. Click Send.
    The systems sends the email message (and any attachments) to the project's RFIs tool in Procore. It may take minutes for the email to be received and posted to the project's RFIs tool.  
    Notes:
    • If your email client has a customized format, it will NOT maintain its form in Procore.
    • 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.
    • The system posts your response to the All Replies area of the RFI Details page.

Reply to the RFI in Procore

  1. Open the New RFI message in your email client.
  2. Next to More Details, click View Online

    reply-via-procore-rfi.png

    Notes:
    • If you are currently logged in to Procore, the link directs you to the RFI Details page.
    • If you are NOT logged in to Procore, the system will prompt you to log in and then direct you to the RFI Details page.
  3. In the RFI Details page, do the following:
    1. Scroll to the Reply area and enter your response:


       
    2. Add attachments by clicking Attach File(s) or use a drag-and-drop operation to move files from your computer to the Drag and Drop Files area. 
    3. Click Reply.

Reply to the RFI on Your Mobile Device

  1. View the RFI notification on your mobile device.
  2. Enter your response in the designated Reply area.
    Note: The illustration below shows you the Reply area on Android and iOS. 

    reply-rfi-mobile.png
     
  3. If you want to add an attachment, click the Photo icon. Then select the item from your device's library. 
  4. When finished, click Reply.
    Notes:
    • Your response (and any attachments) is posted to the All Replies area on the RFI Details page in the Procore web application. It can now be reviewed by the RFI Manager (or a user with 'Admin' level permission to the RFIs tool). 


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


     
  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 the 'Recycle Bin' view at the top of the RFIs page.

      recycle-bin-view-rfis.jpg

      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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