RFI Management
What an RFI Is
A Request for Information (RFI) is a formal question raised by one party and directed to another, typically to clarify a specification, drawing, or scope of work. Each RFI in the application is a self-contained record that includes the question, all replies, attachments, ownership history, and current status.
Creating an RFI
- Open the RFIs section from the main navigation.
- Click Compose Mail.
- Complete the required fields:
- Subject — a short, descriptive title.
- Description — the question itself, with enough detail for the recipient to answer without follow-up.
- Assigned To — the person or company responsible for answering.
- Due Date — the date by which a response is required.
- Add optional fields where relevant:
- Category (You can only select two types of RFIs i.e BID & CON) , priority, and tags help with filtering and reporting.
- Drawing or specification references link the RFI to the document in question.
- Attach supporting files using drag-and-drop or the upload button.
- Click Send.
An RFI cannot be sent without an assignee. If the Send button is greyed out, check that the Assigned To field is populated and that all other required fields are complete.
RFI Statuses
Status | Meaning |
|---|---|
Draft | Saved but not yet sent. Visible only to the author. |
Open | Sent and awaiting a response from the assignee. |
Response Pending | A reply has been received and the RFI is awaiting further action or confirmation. |
Closed | The question is fully resolved and no further action is needed. |
On Hold (custom status) | Temporarily paused. Useful when waiting on an external dependency. |
Reopened | A previously closed RFI that requires further discussion. |
Withdrawn (custom status) | Cancelled by the originator and no longer relevant. |
Viewing and Managing RFIs
Each RFI displays:
- The full conversation thread, in chronological order.
- All attachments, with previews where supported.
- The current status, due date, and Ball-in-Court owner.
- A complete activity log of every action taken on the item.
From any RFI you can:
- Reply to the thread.
- Reassign ownership to another party.
- Update the status (for example, mark as closed).
- Add further attachments or internal notes.
- Send a reminder by clicking the bell icon.
- Export the RFI as a PDF for offline records.
Replying to an RFI
- Open the RFI from your Dashboard or RFI list.
- Click Reply.
- Enter your response, addressing the question directly.
- Attach any supporting files.
- Reassign the RFI to the next responsible person — this is mandatory.
- Click Send.
The system clears the previous Assigned To value when you reply, requiring you to make an explicit choice. This prevents the common mistake of sending an answer back to the original sender by default when the next action actually belongs to a third party.
Closing an RFI
Once a question is fully answered and accepted, close the RFI to remove it from open metrics. Depending on your project’s configuration, closing rights may be reserved for the originator, for project managers, or for designated approvers. If you do not have permission to close an item directly, you can request closure from within the thread.