RFI & Submittal Coordination

Q: Can the automation handle RFIs from different consultants and contractors?

Yes, the system routes each RFI to the correct team member based on the discipline or project role specified in the request, regardless of the submitter.

Q: Will existing RFI data in our spreadsheet be lost?

No, historical RFI records can be imported into the new system during setup so nothing is lost and the team has a complete audit trail.

Q: How do stakeholders know when an RFI is approved?

The system automatically notifies the project team, client, and contractor via email or Slack when an RFI is approved, eliminating manual status emails.

Q: What if an RFI needs revision after initial review?

The project manager can request revision through the system, which notifies the reviewer and tracks the revised response until final approval.

Keep every RFI and submittal moving through review so nothing stalls a project timeline.

518 hrs

Manual time identified

Companies have mapped

Map This Automation

About This Automation

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.

Key features:

Extract RFI metadata automatically from incoming emails and route to the correct discipline lead

Track response status in real time and send reminders as deadlines approach

Log all RFI details and responses in a centralized system without manual data entry

Notify stakeholders of approvals and action items through automated messages

Archive RFIs and responses with full audit trail for compliance and reference

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual daily status checks Project manager spends 12 minutes daily reviewing email and spreadsheet to track RFI response status.	80%
2	Spreadsheet data entry errors Manual logging of RFI details into tracking sheet introduces typos and incomplete information.	67%
3	Missed or late deadline reminders Without automated alerts, reviewers miss deadlines and project manager must send multiple follow-up emails.	53%
4	Unclear reviewer assignment Project manager must manually determine which team member should review each RFI based on discipline.	40%
5	Scattered approval documentation RFI approvals and responses are stored across email, spreadsheet, and project folders with no central record.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.4/ 10

AI Fit Rating™

9.1/ 10

Automation Lift Index™

8.7/ 10

Hidden Overhead™

7.4/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. RFI or Submittal Receivedtrigger

New RFI or submittal arrives via email or is created in the project management system. The automation is triggered immediately.

2. Extract RFI Details

The automation reads the email or document and extracts key fields: RFI number, description, submitter, discipline, and due date. Data is structured and validated.

3. Assign Reviewer Automatically

The automation matches the RFI discipline to the correct team member or consultant based on a pre-configured routing table. Assignment is logged.

4. Create Task

A task is created with all RFI details, assigned to the reviewer, with the due date set and a link to the original document.

5. Send Assignment Notification

An automated message is sent to the assigned reviewer with a summary of the RFI and a link task.

6. Monitor Response and Send Reminders

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.

7. Log Approval and Update Tracking

When the reviewer marks the task complete, the automation updates the master tracking sheet with the response date, approval status, and any notes.

8. Notify Project Team of Status

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.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

19% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

376 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What happens if a reviewer doesn't respond by the deadline?

The system sends automated reminders as the deadline approaches and alerts the project manager if the response is overdue so follow-up can happen immediately.

Can the automation handle RFIs from different consultants and contractors?

Will existing RFI data in our spreadsheet be lost?

How do stakeholders know when an RFI is approved?

What if an RFI needs revision after initial review?

View more FAQs

Process pain:9.4/10

Mapped by:14 Companies

Map this to your business to get your exact numbers.

Map This Automation

No credit card required. It's free.

Page updated 10 August 2026