About This Automation
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.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
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.
Most popular tool stack used
— the complete tool combinations companies use
Asana
Slack
Google Sheets
HubSpot
Microsoft TeamsWhat 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
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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