Request for Information Business Process

Use the Request for Information (RFI) business process to submit your questions and proposed solutions, and to enter key information with request for clarification for review and approval.

Characteristics

This is a Project-level business process with a workflow, provided in the system template.

Record Statuses

Canceled

terminal status

Closed

terminal status

Open

non-terminal status

Workflow

The default workflow for the Request for Information business process is set up in a certain way; however, it may be used differently by your organization. Typically, a user with the necessary permissions can create the record and either move it directly to the end step or send it to others for review or approval. The recipients in the second step can approve or reject the record or send it on to others.

Related Processes

The Request for Information business process might create the following business processes: Change Request, Issue, Risk

The Request for Information business process might be created by the following business processes: Not applicable

Creating a Request for Information Record

Create a Request for Information record by navigating to Field Management / Request for Information on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab. Act on an existing Request for Information task that has been assigned to you from the Tasks log.

Complete the Request for Information form and attach related documents, if needed. After completing the form, click Send and select an action in the Workflow Actions list to determine the next step in the workflow. Click Send to route the form to the next assignee.

Note: You must enter a value in all required fields (*) before you can save the form.

  1. Go to your Project tab and switch to User mode.
  2. In the left Navigator, select Field Management, and then select Request for Information.
  3. On the Request for Information page, click Create. Refer to the tables below to complete the form. You can click Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
  4. To add attachments, click Attach Files on the Attachments tab.
  5. After completing the form, click Send.
  6. On the Workflow Action Details tab, select who should receive this Request for Information.
    • If permitted, you can add users to the CC list. These users will receive a notification about this Request for Information but are not assigned a task.
    • If permitted, you can adjust task due dates for all users, or set individual task due dates for each assignee.
  7. Click Send.
  8. In the Notification window, review the content and click OK.

    The record moves to the next step in the workflow.

Completing the Request for Information Form

Key Information

Key information about this RFI is provided in this section.

Field Name

Access

Description

Title

Required

Enter a title.

Response Requested By

Editable

The response request date, for the Architect or Engineer, in the Request for Information (RFI) record.

RFI Reason

Required

Indicates the that reason the RFI is submitted

RFI Type

Required

RFI type (commonly designated either as Design or Construction)

RFI Priority

Required

RFI priority from Low to Urgent

RFI Information

Track the associated Contract, Primary Discipline, Reference Contract Documents, Area, or Spec Section in this section.

Field Name

Access

Description

Contract

Editable

The contract that is a reference to this record

Reference Document

Editable

The documents, drawings, images, and other files submitted for the Request for Information (RFI) record

Discipline

Editable

Select the Discipline specific to this document.

Spec Section

Editable

Specification section

Area

Editable

The area, from a list of physical areas, related to this project or building

RFI Question and Proposed Solution

The question and optionally a proposed solution

Field Name

Access

Description

Question

Required

Clarification request or clarification question

Proposed Solution

Editable

The proposed solution for review

Proposed Cost & Schedule Information

Details about the contractor's proposed cost and schedule impact of this RFI

Field Name

Access

Description

Proposed Contractor Estimate

Editable

The Proposed Estimate by the contractor

Proposed Est. Schedule Impact (Days)

Editable

The proposed schedule impact in days, entered by the contractor

Proposed Cost Impact Notes

Editable

If cost is impacted, describe the reason.

Proposed Schedule Impact Notes

Editable

If schedule is impacted, describe the reason.

Cost & Schedule Information

The owner enters the cost and schedule impact of this RFI.

Field Name

Access

Description

Cost Impact

Required

Indicates whether there is a cost impact

Schedule Impact

Required

Indicates whether there is a schedule impact

Owner Cost Estimate

Editable

If there is a cost impact, the owner enters the total amount of the impact.

Owner Schedule Impact Estimate (Days)

Editable

If there is a schedule impact, the owner enters the total number of days that impact the schedule.

Cost Impact Notes

Editable

If there is a cost impact, enter the reason.

Schedule Impact Notes

Editable

If there is a schedule impact, enter the reason.

Reference Processes

Processes created and referenced from this RFI. The Detailed Description is used to auto-populate the created Change Request, Potential Change Order, Risk, or Issue.

Field Name

Access

Description

Create a Change Request?

Editable

If selected, the system automatically creates a Change Request record after the RFI is approved.

Change Request Record

Read-Only

Link to the created Change Request record, after it is created from the RFI record.

Create a Potential Change Order?

Editable

If selected, the system automatically creates a Potential Change Order record after the RFI is closed.

Potential Change Order Record

Read-Only

Link to the created Potential Change Order record, after it is created from the RFI record.

Create a Risk?

Editable

If selected, the system automatically creates a Risk record after the RFI is closed.

Risk Record

Read-Only

Link to the created Risk record, after it is created from the RFI record.

Create an Issue?

Editable

If selected, the system automatically creates an Issue record after the RFI is closed.

Issue Record

Read-Only

Link to the created Issue record, after it is created from the RFI record.

Detailed Description

Editable

The detailed information about the short-description field. The field size can be expanded.

Location

Location of the Request for Information. This can be completed by selecting an Area, by adding your current location (on mobile), or by choosing an area on a map.

Field Name

Access

Description

Latitude

Editable

The latitude of an area

Longitude

Editable

The longitude of an area

Record Information

System information about this record

Field Name

Access

Description

Record Number

Read-Only

System-assigned record number

Status

Read-Only

Record status for a workflow BP record is based on the workflow action preceding the current workflow step.

Creator

Read-Only

Creator of this record

Creation Date

Read-Only

Date that the record was created

Record Last Update Date

Read-Only

Date that the record was last updated

Business Process Record URL

Read-Only

A shareable link to this record, for anyone with the necessary permissions

Project Name

Read-Only

Name of the project

Project Number

Read-Only

Unique Project Number

Related Activity/Milestone

Schedule information of the selected activity/milestone

Field Name

Access

Description

Activity/Milestone

Editable

Select the activity or milestone that should be used to track the planned and actual dates in this record.

Activity Name

Read-Only

The name of the selected activity/milestone from Project Schedule

Planned Start

Read-Only

The planned start date from the selected activity/milestone

Planned Finish

Read-Only

The planned finish date from the selected activity/milestone

Actual Start

Read-Only

The actual start date for the project from the schedule activity/milestone

Actual Finish

Read-Only

The actual finish date from the selected activity/milestone

Additional Information

The RFI Additional Information block is reserved for future use by your organization.

Field Name

Access

Description

RFI Date Picker UDF 1

Disabled

Reserved for future use by your organization

RFI Date Picker UDF 2

Disabled

Reserved for future use by your organization

RFI Decimal UDF 1

Disabled

Reserved for future use by your organization

RFI Decimal UDF 2

Disabled

Reserved for future use by your organization

RFI Date Only Picker UDF 1

Disabled

Reserved for future use by your organization

RFI Date Only Picker UDF 2

Disabled

Reserved for future use by your organization

RFI Currency Amount UDF 1

Disabled

Reserved for future use by your organization

RFI Currency Amount UDF 2

Disabled

Reserved for future use by your organization

RFI Picker UDF 1

Disabled

Reserved for future use by your organization

RFI Picker UDF 2

Disabled

Reserved for future use by your organization

Additional Notes

The RFI Additional Notes block is reserved for future use by your organization.

Field Name

Access

Description

RFI Text 255 UDF 1

Disabled

Reserved for future use by your organization

RFI Text 255 UDF 2

Disabled

Reserved for future use by your organization

RFI Text 255 UDF 3

Disabled

Reserved for future use by your organization

RFI Text 255 UDF 4

Disabled

Reserved for future use by your organization

RFI Long Text UDF 1

Disabled

Reserved for future use by your organization

RFI Long Text UDF 2

Disabled

Reserved for future use by your organization



Last Published Monday, April 14, 2025