Skip to main content

Creating and responding to an RFI

This page contains step by step instructions for how to create and respond to RFI's. 

Roles: 

UF PD&C Project Manager: RFI Manager- for control

Construction Manager: RFI Manager

Architect/Engineer: RFI Reviewer

 

📌 Create an RFI (Web)

  1. Click the Create RFI button (top left corner).
  2. Select Status
    • Example: Open for Manager (used by RFI Managers/Admins to assign directly to another RFI Manager).
  3. Enter RFI Number
    • Default is auto-incremented from the last RFI.
    • You can edit it as long as it’s unique.
  4. Enter Title
  5. Select RFI Type- Default for now (will create more as time goes on)
  6. Choose Ball in Court
    • Select up to 10 reviewers.
  7. Select Co-Reviewers
    • These team members are not responsible for providing an official response., but they will be notified of the RFI & can add comments in the activity log.
  8. Set a due date
  9. Identify the location (Should match project location)
  10. Type in question- What's being asked in the RFI

    1. Default Roles include:

      • UF PD&C Project Manager: RFI Manager.

      • Construction Manager: RFI Manager

      • Architect/Engineer: RFI Reviewer

  1. Suggest an answer-  
  2. Attach References
    • Choose from: Files, Sheets, Photos, Submittals, Issues, Schedule, Assets, PCO, Forms, or other RFIs.
    • Upload files from your device.
  3. Toggle whether or not there will be a Cost Impact, or a Schedule Impact
  4. Idenitfy the discipline this RFI Pertains to
  5. Identify Watchers-
    • These team members who are notified of this RFI, but are not expected to contribute of this response. 
  6. Click Create

Responding to An RFI

  1. Response: RFI Reviewers provide their responses, which are tracked separately. Reviewers can edit their responses while the RFI is in Open In review status and they are still the Ball in court. Manager can also indicate if they should be skipped.
  2. Official Response: The Manager reviews the responses, chooses an official response from a list, adds comments and attachments if enabled, and changes the status to Answered.
  3. Closure: Post-response, the manager sets the status to Closed, and distributes the RFI to all project members. Closed RFIs can be saved to files.

🤖 Using the AI-Powered Assistant (Web)

The AI assistant helps auto-fill RFI fields based on a descriptive prompt.

How It Works:

  • Enter a prompt describing the RFI.
  • AI will populate supported fields (highlighted for review).
  • You can edit any field—editing removes the highlight.

Supported Fields:

  • Title
  • Question
  • Category
  • Discipline
  • Cost Impact
  • Schedule Impact
  • Priority
  • Location Details
    More fields coming soon.

Notes:

  • AI won’t override default values.
  • You can regenerate the response to get new suggestions.
  • All AI-generated RFIs are logged in the Activity Log.

Tips for Better Prompts:

  • Be specific and detailed.
  • Use complete sentences.
  • Avoid vague phrasing.

✏️ Editing an RFI

To Change RFI Number:

  1. Open the RFI item.
  2. Edit the number field (top right corner).

To Edit RFI Details:

  1. Open the RFI item.
  2. Adjust any desired fields.
No Comments
Back to top