RFI management involves receiving contractor questions, logging them, assigning responses, and tracking closure. Manual coordination across email, spreadsheets, and messaging creates delays, missed assignments, and incomplete records.
Automation captures incoming RFIs, routes them to the right team member, and tracks status end-to-end. Responses are logged automatically, deadlines are met, and closure is documented without manual intervention.
The full workflow, from trigger to completion.
An email arrives in the project inbox containing an RFI from a contractor or consultant. The automation detects the email and extracts key information.
The automation reads the email, identifies the contractor name, project reference, question summary, and any deadline mentioned. It assigns a unique RFI number and logs the data.
The extracted RFI data is automatically created as a task with the contractor name, question, and deadline as task fields. The task is placed in the project's RFI board.
The automation determines the correct team member based on the RFI subject and project role mapping, assigns the task to them, and sends a notification with the RFI summary and deadline.
A workflow rule monitors the task. If no response is marked within 24 hours of the deadline, a reminder is sent to the assigned person and the project manager.
When the assigned person marks the task as complete and adds the response text, the automation logs the response details (date, responder, content) for audit and reporting.
Once the response is logged, an automated email is sent to the contractor confirming receipt of their RFI and providing the answer. The task is closed and a notification confirms closure to the team.
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