Requests for information (RFIs)

License: Certain actions, such as adding RFI records, require a license as well as security permission. Contact your project administrator if you are unable to perform some actions using the mobile app.

Required fields:

• If auto-numbering is on, numbers are assigned to RFI records with non-draft statuses when they're synced to the database.
• Required fields are marked with an asterisk (*) and are enforced for non-draft records. Additionally, required fields in workflow templates are highlighted red if left incomplete upon submission.

Workflows:

• Draft RFI records are visible to the user who created them and the Portfolio Administrator.
• RFI records can't be changed back to the Draft status.
• RFI records with a locked status can't be edited or deleted.
• Status workflows: In status workflows, when an assignment or courtesy copy is added to a draft RFI record, the status changes automatically to the next workflow status. This is set at the record settings level by your administrator.
• Template workflows: Status names and workflow steps are configured by your administrator. Generally, the status changes when the person responsible for the next action completes their task, such as:
  • A creator publishes a draft
  • When an RFI is forwarded for review
  • When a reviewer selects a response and submits the step

Workflow templates are not applicable for Free or Go projects.

Open RFI

1. Record number
2. RFI subject
3. RFI status: a question mark indicates an answer is needed
4. RFI question
5. Record status
6. Due date
7. Assignee information
8. Links to drawings
9. Downloads all the drawings or files linked to this RFI. Any new links will be automatically downloaded when the project is synced.
10. Select to copy the RFI

Closed RFI

1. Record number
2. RFI subject
3. RFI status: a check mark indicates the question is answered
4. RFI answer
5. Lock icon indicates closed status
6. Due date
7. Assignee information
8. Links to drawings
9. Downloads all the drawings or files linked to this RFI. Any new links will be automatically downloaded when the project is synced.
10. Select to copy the RFI

1. Copy the record
2. Save the record
3. Number - Not visible in Draft mode if RFIs are set to auto-increment (web > general settings)
4. Record status
5. Subject - Description of the RFI
6. RFI question - required if reference materials are linked to the question
7. Linked (or pinned) drawings, photos, or videos. Select the thumbnail to view.
8. Select to view all the comments
9. Number of attachments

1. Search for keywords in the document
2. Sub-menu: View thumbnails or share
3. Navigate to the previous or next page
4. Jump to a specific page in the document

1. In the RFIs list view, select .
2. Select New RFI.

—Or—

Select New from Photo/Video and choose a photo/video from your device.

—Or—

Select New from Camera, then take a photo or video.

Use the Text or Pencil tools to annotate the photo.

3. Enter a subject for the RFI.
4. To enter a question, select Ask a Question.
5. Take a photo or video to attach to the question.
6. To add assignments, select Assign.

—Or—

To send courtesy copies, select CC.

7. Enter additional details and information, then select .

Workflow templates are not applicable for Free or Go projects.

If the start step of a template is unrestricted, or you have security permissions for a restricted start step, you can access and create an item with a workflow template from the records list view.

1. In the RFIs list view, select .
2. Select New RFI.

—Or—

Select New from Camera, then take a photo or video.

—Or—

Select +, New from Photos/Videos, then choose a photo/video from your device.

3. If there is only one template available, the New RFI page displays. If there are multiple templates available, the Select Template page displays. Choose a template, then select Add.

In the list, a star icon indicates the default workflow template that is selected by your administrator.

4. Enter a subject for the RFI, then select Done.
5. To enter a question, select Ask a Question, then select Add.
6. Take a photo or video to attach to the question.
7. To send courtesy copies, select CC.
8. If you have permissions, you can make Assignments and require a response from assignees by selecting Assign/Assign to.
9. Select Due Date to choose a project deadline, then select Done.

Once the RFI is submitted, a step due date is automatically set based on the step completion days value in the workflow template. However, in the web app, administrators have the flexibility to customize individual step deadlines to better fit each team's specific needs.

10. Enter additional details and information.
11. To save your updates, select , then select x to return to the records list.

A pop-up message displays: RFI updated.

—Or—

If you are a required assignee, template manager, or portfolio administrator, the Submit option displays. To save your RFI, move it to the next step, and return to the records list, select Submit.

A pop-up message displays: New RFI created.

If a response is required, when you select Submit, a response required message displays. You must select Response, choose a response, then select Select before you can submit.

If you select submit and there is no assignee assigned for the next step, the Add assignees to next step page displays where you are required to select an assignee, or the template manager, before the record can advance to the next step. See Assignments.

1. In the RFI list view, select the RFI record.
2. Select on the RFI question.
3. On the Comments page, enter a comment. If this comment is the answer, select the Answer toggle.
4. Select Add.
5. Select .

1. Open an RFI.
2. Select a question.
3. On the Comments page, next to the question, select .
4. Select Edit .
5. Edit the question.
6. Select Done.

1. In the record view, select Status, Discipline, or Importance.

A Status, Discipline, or Importance page displays with a list.

2. To search the list, enter text in the Search field.

—Or—

To choose an item from the list, select it, then select Select to return to the record view.

—Or—

To return to the record view without making changes, select <.

3. In the record view, select .

1. In the Location box, select >.
2. Choose a location from the list.

The location hierarchy is set in the web application.

3. Select Select.
4. Select .