PleoStack

Getting Started with RFIs

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.

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

Before You Begin

Prerequisites

  • You need RFI access on the project (most site roles can raise RFIs)
  • To route, respond, or close, you need coordinator or owner authority
  • Open RFIs from the sidebar to reach the register
The RFI register with status filter chips and a New RFI button
The RFI register — where you'll start and track every question
1

Raise the RFI

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

  1. Question — a short subject, the full question, the discipline, and a priority
  2. References — point to the spec and drawing, and optionally suggest an answer
  3. Routing — add watchers and a due date (a coordinator will pick the responder)
  4. 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

Submitting 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.

2

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.

3

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.

4

Write the official response (responder)

The responder opens the RFI, writes the official answer of record, flags any cost or schedule impact, and submits. 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
5

Accept & close (coordinator)

The coordinator 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

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