Once your Reviewer has delivered an answer to an RFI, you’re able to review it and choose whether to distribute it to your team. From the RFI details page, click “Distribute.”
This will bring up an option to choose which project team members should be notified and give any directions to the team about how to proceed. You can also add the email addresses of people not on the project. Everyone on your distribution list will be emailed a PDF that includes the RFI, along with all details and references. Click “Distribute” to finalize this step.
Returning an RFI to the Reviewer
If the answered RFI is in need of clarification or more context before it can be distributed, you may return the question to the previous step.
A popup will appear so you can explain the reason for the return and include references if needed:
After clicking “Return Answer” the RFI will be returned to the "Sent to reviewer" status. The reviewer will be set as the ball-in-court and notified by email.
The RFI will be noted as “Returned” in the dashboard view.
RFIs that have been distributed can be reopened.
A popup will appear so you can explain the reason for the return and include references: if needed. This pop-up will also give the option of reopening the same RFI or creating a revision:
If the Create a Revision option is unchecked, the RFI will be set back to the Answered state. It can then be Returned as needed for further updates.
If the Create a Revision option is Checked, the RFI will be recreated as a new sub-item and be sent back to the Answered state in the same way.
You’re able to export both PDFs of individual RFIs and a CSV of your entire RFI log.
To export an individual RFI, open the RFI from your RFIs page and select “Export.” This will automatically download a PDF of the selected RFI.
To export a CSV or PDF of your entire RFI log, open your RFIs page and select “Export all.” This will prompt you to choose PDF or CSV file, will allow you to adjust the sort settings to control the order they appear in on the export, and has checkboxes for columns to include/exclude on the export such as activity details, project members involved, and question and answer information. Once you have made your selections, click "generate report" in the bottom of that pop-out box.
Report History for RFI Exports
The history you see on the right will be included in your exports unless a project’s administrator changes the settings to exclude that history. For the administrator to turn off the history, they would log into the project via web browser and go to the RFI tab, then toggle to the Settings section at the top. From there, the project admin would scroll down to “Reports RFI History” and turn the option off to exclude the history on exports. This would apply to all users and RFIs in the project and can be changed at any time by a project administrator.
If you need to clear an RFI from the RFI log completely, you can delete it. This is a permanent action that will remove all data associated with an RFI from your project. Select the RFI you’d like to delete from the RFI page and then click “Delete.”
You’ll then see a confirmation screen that asks if you’d like to delete the RFI. If you’re sure you want to delete it, check the box that says “I understand this action is permanent” and click “Delete.”
If an RFI is no longer accurate or you otherwise need your team to ignore the information included, you can void an RFI. Select it from your RFI page and then click “Void.”
Next, you’ll see a confirmation screen where you can indicate who should be notified that the RFI is void and include any notes to your team. Once you void an RFI, it will stop moving through the workflow and all history and details will be saved. The RFI will still be visible from the log. However it will appear as voided on your log of RFIs, and its number cannot be reused.
Click “Void” to void the RFI.
Once an RFI has been sent for review, it’s possible to renumber that RFI to any unused number. Open the RFI you’d like to renumber for the log page and select “Edit” from the information panel.
In the editing drawer that opens up, input a new number. This needs to be a number that isn’t already currently being used by an RFI in your project. Finally, click “Save.”