RFI and submittal coordination involves receiving requests from consultants and contractors, assigning them to the right team members, tracking responses, and managing approvals. Manual tracking across email and spreadsheets creates delays, missed deadlines, and repeated status-check work.
Automation captures incoming RFIs, routes them to the correct reviewer, monitors response status, and sends reminders without manual intervention. Approvals move faster and nothing falls through the cracks.
The full workflow, from trigger to completion.
New RFI or submittal arrives via email or is created in the project management system. The automation is triggered immediately.
The automation reads the email or document and extracts key fields: RFI number, description, submitter, discipline, and due date. Data is structured and validated.
The automation matches the RFI discipline to the correct team member or consultant based on a pre-configured routing table. Assignment is logged.
A task is created with all RFI details, assigned to the reviewer, with the due date set and a link to the original document.
An automated message is sent to the assigned reviewer with a summary of the RFI and a link task.
The automation checks the task status daily. If no response is logged 2 days before the due date, an automated reminder is sent to the reviewer.
When the reviewer marks the task complete, the automation updates the master tracking sheet with the response date, approval status, and any notes.
An automated message is sent to the project channel confirming the RFI is approved, with a link to the response document and any action items.
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