RFI & Submittal Coordination

Automation detects a new email in the RFI inbox with specific keywords or sender patterns. The email is captured and parsed for sender, subject, and content.

The automation reads the email body and extracts the RFI sender, subject, deadline, and key details. the automation cross-references the sender against the vendor database to identify the responsible party.

The extracted RFI details are automatically created as a new RFI record with sender, subject, deadline, and assigned vendor.

An automated email is sent to the identified vendor or consultant with the RFI details, response deadline, and a link for easy reference.

A reminder is scheduled in the automation platform to trigger 2 days before the RFI response deadline, alerting the vendor and the PM if no response has been received.

When the vendor replies via email, the response is automatically captured and attached RFI record. The RFI status is updated to closed or pending clarification based on response completeness.

A message is automatically sent to the site superintendent and relevant trade channels summarizing the RFI closure and any action items.

The RFI is marked as closed, all supporting documents are filed, and a summary is logged for historical reference and reporting.