RFI Workflow Settings

In this topic, we'll show you how to setup a custom workflow for the RFI process. By default all companies can send RFIs to all other companies on the project and select different Assignees for each individual RFI. This will be a simple, one step RFI process, where all the assignees will get an option to respond to the RFI. On the other hand you can customize the RFI workflow to suite your project’s needs.

Every company can have it’s own custom RFI Workflow in a project. So, the RFI Workflow for company A can be different than that of company B. For instance, the workflow for an RFI sent by company B to company C can be different than what it is for the company A sending an RFI to company C. Also, the workflow for an RFI sent by company B to company D can be different than what it is for the company B sending an RFI to company C. The workflows can be easily setup in advance and automated using the Custom Workflows feature. You can also choose which companies can send RFIs to which other companies on the project.

From the RFI Dashboard

  1. To setup a custom workflow, click on the Requests for Information module from the left navigation.

      

  2. Click on Settings and then click on Workflow from the drop-down. You may see a blank screen in the case when no RFI is added to the project yet. Click on RFI Settings link in that case.







  3. Click on the Select Company drop down.



  4. Select the company, for which you want to add the RFI Workflow for, from the Select Company drop down.



  5. Click inside the Choose a Company input box.



  6. One by one select the companies, to which the other company selected in the previous steps can send the RFIs to, from the drop down list. You can choose to restrict companies from sending RFIs to certain other companies on the project.



  7. Click on the Use following workflow radio button.



  8. Click on the select company drop down and Select the Company, for which you want to setup the workflow for.

      



  9. Click on the Assign it to button.



  10. Select the check boxes next to the user names, to whom you want to automatically assign the RFIs to in this phase of the workflow, and then click on the Add button.



  11. Click on the Notify to button.



  12. Select the check boxes next to the user names, to whom you want to automatically notify in this phase of the RFI workflow, and then click on the Add button.



  13. Select For Review option from the drop-down. You can choose between For Response and For Review options here. These options are tied to the The RFI can be automatically sent for either review or for a response. When the For Review option is selected, the assignees can only review the RFIs. The RFIs can be revised and new revisions can be created before sending them out to the owner or the consultants. When the For Response option is selected the assignees can add an RFI response.





  14. You can choose to send the RFIs to other companies once reviewed. The RFIs will be automatically sent to the next step once it approved by the reviewers and the assignees will be automatically notified that they need to take action next. To add another company to the workflow, click on the Select Company drop down and select the company, to which you want to send the RFI next.



      

  15. Click on the Assign it to button.



  16. Select the check boxes next to the user names, to whom you want to automatically assign the RFIs in this phase of the RFI workflow, and then click on the Add button.



  17. Leave the For Response option selected in the drop-down located inside the Assignee box.

  18. Select For Review option from the drop-down next to “Once answered the RFI send the RFI” You can choose to get the answered RFI reviewed by selecting this option at this phase of the RFI Workflow.



      

  19. A Select Company dropdown will appear, click on the Select Company drop down and select the company, to which you want to send the answered RFI for review.





  20. Click on the Assign it to button.



  21. Select the check boxes next to the user names, to whom you want to automatically assign the RFIs in this phase of the RFI workflow, and then click on the Add button.



  22. Click on the Save button and then click on the OK button.





    Note: The RFI Workflow will be saved for the chosen company. In our example scenario above the RFI Workflow will be saved for ACME Inc.

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