Request for Information (RFI) management is the process of receiving, routing, tracking, and responding to RFIs from contractors and design teams on construction projects.
Automated RFI management captures incoming requests, routes them to the right team instantly, monitors deadlines, and sends reminders automatically. Responses flow back into a central record, reducing manual data entry and keeping projects on schedule.
The full workflow, from trigger to completion.
An email arrives in the project inbox or a form is submitted via the project portal. The automation captures the sender, subject, and body.
The automation extracts the RFI number, description, requester name, and any stated deadline from the email or form.
The automation analyzes the RFI content and assigns it to the correct team (design, engineering, procurement) based on learned patterns and keywords.
A task is created with the RFI details, assigned to the responsible team member, and tagged with the project and due date.
A message is sent to the assigned team member with the RFI summary, a link task, and the response deadline.
The automation checks daily for RFIs approaching or past their due date and sends escalation reminders to the assignee and project manager.
When the task is marked complete, the response is logged as a record linked to the RFI and requester contact.
An email is sent to the original requester confirming the RFI is closed and providing a summary of the response.
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