Creating RFIs from the Web
• To Create a new RFI
• Print or Email RFI
• Posting an Answered RFI
• Creating a Customized Status
Creating RFIs in the Field
• To view, edit, or create RFI
• Posting an RFI to a sheet
Creating an RFI Log
• Delivery Options
• PDF vs CSV
Creating RFIs from the Web
PlanGrid makes it easy to create detailed RFIs. To do that on the website, log into the project through plangrid.com and click on the RFI icon.
To create a new RFI:
1. Click "Add RFI".
2. To edit the Title, Question, or Answer fields, first click "Edit". When you are finished editing that field, click "Save". Please note: if you do not click "Save" before leaving the page your changes will not be saved to the PlanGrid cloud.
3. To add References to your RFI, click "Add", then select from your project's progress Photos, Snapshots, or Documents.
4. Select the images or documents to add, then click "Done".
5. Use the options on the right side to set a status, a sent date and due date, as well as assign it to one or multiple team members.
6. Collaborators and Admins have the same rights when it comes to creating RFIs. To ensure accountability and track changes, PlanGrid will automatically record all edits and updates made to your RFIs under the RFI History.
7. Use the locking feature to protect your RFI from any unwanted changes. To lock your RFI, simply click "Lock" in the upper right hand corner.
Because admins and collaborators have the same rights when it comes to creating and editing RFI's, locking and unlocking allows you to secure your information. When an RFI is locked, no part of the RFI itself can be edited. All team members can continue to use the Comments feature to make suggestions or denote needed changes.
8. To unlock a locked RFI, click "Unlock". Only project admins can unlock locked RFIs.
To Print or Email:
1. To share your RFI, (great for sharing with colleagues who don't necessarily use PlanGrid, or aren't on the project team), click "Export".
2. You will have the option to download the RFI to your computer to save or print, or to email the RFI to team members and colleagues.
3. Choose download to save the RFI to your computer. PlanGrid will generate the RFI file for you. When it's complete, click "Download".
4. Choose "email" and a box will open where you can choose your recipients and add a personal message. The RFI number, title, and associated project will be pre-filled for you. You can also download the RFI from the email box by clicking "PDF" under "Attached".
To post an answered RFI:
1. Upload the RFI under the documents icon.
2. Create a hyperlink either online or on your iPad, and direct it towards the uploaded RFI.
3. Publish the new hyperlink to the project so all of your teammates can view it after refreshing their project.
To create a custom status:
1. Open the RFI tab in your project, and click on "Customize".
2. Next, you will see color coded status labels. To add a custom status or change the name of an existing status, click "Edit".
3. Enter your preferred status, and click "Save" to preserve your changes.
Creating RFIs from the Field
Creating and viewing RFIs from the field is now a snap with PlanGrid! To get started, log into your account on the mobile app and open the project you are working in.
To view, edit, or create RFI:
1. To access the RFI log, tap on the File Cabinet, and choose "RFI"(Android) or "RFI Log"(iOS).
2. You'll be taken to your RFI Log. To open an existing RFI to edit or view, simply tap the RFI title. To create a new RFI, tap the "+"(Android) or "New RFI"(iOS).
Your new RFI will contain all the fields necessary including title, status, assigned team members and sent and due dates. And of course space for a question, answer and references.
3. To edit the RFI information, tap into the field.
4. To edit the submitted or due dates, tap into the field and choose your preferred date.
On Android: Use the arrows to navigate between months, choose the date, then tap "OK".
On iOS: Use the date scroll to find the correct date, and then tap "Set".
5. Assign the RFI to as many team members as necessary by tapping the "Assignee" field, and then checking the names of the preferred team members. They'll receive an email notification that they've been assigned an RFI.
6. Add references to your RFI to help illuminate the issue for your team. To do so, simply tap "Add References" then choose from Documents, Snapshots, or Progress Photos in your project.
7. Select the references, and tap "Add"(Android) or tap "Add References"(iOS).
8. Because admins and collaborators both have the same rights when it comes to creating and editing RFIs, locking and unlocking allows you to secure your information and prevent any unwanted changes. Only project admins can lock and unlock RFIs.
9. Use the Comments feature to communicate with your team about the RFI.
- On Android: Simply tap the comment icon in the upper right hand corner of the RFI, and type in your message.
- On iOS: Tap "Comments" below your references to open the comments board.
To Post an RFI to Your Sheet:
1. Open that sheet on your device, tap the paper plane icon, and choose the shape for your annotation.
2. Next, draw the annotation on the sheet by tapping and dragging. When the "Link To" menu appears, tap "RFI".
3. Select the RFI from the list.
Creating an RFI Log
The RFI icon allows you to filter and narrow the scope of the items you see, and generate a report based in the options selected. There are several filters you can use to narrow down and sort both the RFIs you are viewing in the list, as well as the RFIs included in your log report.
Attributes filter: Use this filter to search by RFI number, title, or the question or answered contained in the RFI.
- Users filter: Lets you filter by the user that created the RFI, or the user it is assigned to.
- The date filter: Allows you to filter by the specific due or sent date.
- Overdue filter: Check this box to bring up any RFIs which are overdue.
- Status filter: Allows you to filter based on the custom status of the RFI.
You can also manage the order in which your RFI icon and log report are sorted, by clicking the “Sort by” option (6). Here you can choose to sort by the RFI number, due date, or status.
You can mix and match these filters to get the exact output you need. For example, in the image below I’ve filtered for all overdue RFIs that have “Draft” and “Pending” statuses that are assigned to a specific team member.
To clear your filters at any time, click Clear Filters.
When you are happy with the filters you've set, click "Reports" in the upper right hand corner.
On the next screen you will name your report and choose the report type and delivery method. You can choose to export as PDF or a CSV (for use in any spreadsheet application). Examples of the report styles are below.
1. Email: You can choose to email the report directly to your team members by selecting those users from the project team list. To email to a user not currently on the project team, click “Add User”.
2. Choose PDF to export the file for printing or saving. This is compatible with both the PDF and CSV report types, and your CSV will remain editable in any spreadsheet application.
3. Use the Cloud Sync option to save the report right to Box or DropBox.
4. When your report is done processing, click "Save" to download your report to print or save. Click “Share” to select users from the project team to receive the emailed RFI log, or click “Delete” to delete the RFI log from the project.
What will my RFI log look like?
Both PDF and CSV reports will include the full title, question and answer, as well as the assignee, status, RFI number and due dates. The report types vary in format, with CSVs being standard for use in any spreadsheet application.