Getting Started with RFIs

Q: Why don't I see Route to responder?

It shows only on a Submitted RFI, and only to people whose role can assign RFIs. Under single-step review there's no routing step: the RFI goes straight to the responder chosen when it was raised.

A step-by-step walkthrough from raising an RFI to closing it with an official answer of record — across the initiator, coordinator, and responder.

This guide walks the whole round trip of an RFI — from a field question to a closed answer of record. Because RFIs are a round-table workflow, more than one person is involved: the initiator raises it, a coordinator routes it, and a responder answers it. The RFI module is in beta.

Quick Summary

Raise an RFI — subject, question, discipline, priority
Route it (coordinator) to the responder who should answer
Clarify in the thread if anything needs nailing down
Respond (responder) with the official answer of record
Accept & close (coordinator) — the RFI is on file

Before You Begin

Prerequisites

You need permission to create RFIs on the project (most site roles have it)
To route or close, your role needs RFI assign and transition permission — by default the owner, project manager, superintendent and RFI coordinator have it
The official response is written by the responder the RFI is assigned to
Open RFIs from the sidebar to reach the register

The RFI register grouped by status, with All, In my court, Overdue and Closed views and a New RFI button — The RFI register — where you'll start and track every question

Raise the RFI

From the register, click New RFI. The capture panel steps through four short sections:

Question — a short subject, the full question, the discipline, a priority, and whether you expect a cost or schedule impact
References — point to the spec and drawing, and optionally suggest an answer
Routing — add watchers and a due date (a coordinator will pick the responder)
Evidence — attach photos or documents that show the issue

Raise an RFI panel showing the subject, question, discipline, and priority fields — Raising an RFI — subject, question, discipline, and priority

Pressing Submit RFI creates and submits the RFI in one action, so it lands numbered and routed. With two-step review it moves to Submitted, waiting on the coordinator.

Route it to a responder (coordinator)

The coordinator opens the submitted RFI and clicks Route to responder, picks who should answer, and optionally sets a due date. The RFI moves to Open and the ball is now with the responder.

Route to responder dialog with a responder picker and due date — Routing — the coordinator assigns the answerer

If the question isn't clear enough to answer, the coordinator can Return it to the initiator with a note instead.

Clarify in the thread (anyone)

While an RFI is open, any participant can add a clarification — a non-binding note that keeps the back-and-forth on the record without touching the official answer.

The Clarifications section of an RFI with one note from Vikram Rao, a box to add a clarification, Camera and Gallery buttons and a Reply button — Clarifications: notes on the record that leave the official answer untouched

Write the official response (responder)

The responder opens the RFI, writes the official answer of record, flags any cost or schedule impact, and presses Submit response. The RFI moves to Answered.

RFI detail showing the official response of record with the answer author and date — The official response — one authoritative answer, on the record

Accept & close (coordinator)

The coordinator — or anyone whose role can move RFIs through the workflow — reviews the answer and clicks Accept & close. If it needs more work, they can Return answer to the responder instead. Once closed, the RFI is a permanent record — and can be reopened later if follow-up is needed.

What to Watch For

Keep it moving

Watch the Ball in court column — it always shows whose turn it is
Due dates flag overdue — submitted, open, and answered RFIs past due show in red
You can't close without an answer — the close is guarded by policy so nothing closes empty

You're Set Up

That's the full loop: raise → route → answer → close. Every step is logged in the RFI's activity, and the official response stays on file for good.

Next Steps

Raising an RFI — every field in the capture panel
Statuses & Ball-in-Court — the full state machine
Answering & Clarifications — response vs. thread

Questions

Can I try the whole round trip on my own?

Yes, if your role can raise, route and close RFIs (by default the owner, project manager, superintendent and RFI coordinator). Raise an RFI, route it to yourself, write the answer, then press Accept & close.

Who is told when I submit an RFI?

Your watchers, and the responder if you named one, get a notification in the app and by email. Under two-step review it waits for screening: a coordinator named on the RFI is told, and if none is named, everyone on the project whose role can route RFIs is told. You are never told about your own submission.

Why don't I see Route to responder?

It shows only on a Submitted RFI, and only to people whose role can assign RFIs. Under single-step review there's no routing step: the RFI goes straight to the responder chosen when it was raised.