RFIs

Overview

RFIs are formal, time-boxed written questions from your engineering team to a named client contact. Each RFI carries CC'd client contacts and internal team members, a threaded reply timeline, and an explicit status lifecycle (Open → Answered).

• RFIs are numbered automatically per project: RFI-{project no}-{001}.
• Emails go to the To contact and every CC at creation, with reply and registration links built in.
• RFIs are permanent — once sent they cannot be edited or deleted.

Access & Permissions

• RFIs require the organisation's M Module add-on.
• Anyone with project access can reply while the RFI is Open.
• Only the author can mark an RFI as Answered.
• Client users can view an RFI only if they are the To contact or a CC contact.

Creating an RFI

1. Open your project and go to the Requests for Information section.
2. Click the + icon (Create RFI) to open the Create Request for Information modal.
3. To (responsible client personnel) — required; the client contact shown as “Name (email)”.
4. CC (copy only) — multi-select of Client Contacts and Team Members (hold Ctrl/Cmd to pick several). Team members are copy-only; replies are the responsibility of the client.
5. Subject — a brief line (max 255 characters).
6. Request Details — describe the information you need.
7. Expected Reply Date — required and must be in the future.
8. Click Send RFI. The RFI is created with status Open and you're taken to its detail page.

Tracking & Status

• Find RFIs under RFIs in the Doc Control menu (columns: RFI #, Project, Subject, To, Status, Due), or in the project's RFI section.
• Status badges: Open (yellow), Overdue (red), Answered (green), Closed (grey).
• The response indicator shows Waiting for client response (yellow) or {name} has responded (blue).
• A Timeline card shows the Created date, Due date, and “X days remaining” / “X days overdue” with a progress bar.
• The detail page shows the full Subject and body, the To: and CC: addresses, and “Expected reply by”.

An RFI becomes Overdue automatically when it's still Open past its expected reply date.

Replying to an RFI

• While the RFI is Open, anyone with access sees an Add Reply: textarea and a Post Reply button.
• Replies render as a timeline with author (blue), client (green), and answer (grey) markers, each badged Internal, Client, or Answered.
• Replies are shown in chronological order with a “Replies (n)” count.

Marking as Answered

• While the RFI is Open, the author sees a green Mark as Answered button.
• Clicking it posts a system reply (“RFI marked as answered.”) and sets the status to Answered.
• Answered RFIs cannot be edited or reopened.

Email Notifications

• On creation, emails go to the To client contact and every CC'd contact and team member.
• The email shows the RFI number, subject, project, expected reply date, CC list, and body, with View & Respond to RFI (To) or View RFI (CC) buttons.
• Unregistered contacts see “You need to register before you can respond.” with a Register Here link (valid 7 days).
• Links expire 30 days after sending.

For Client Users

• Open RFIs appear on the client dashboard's Pending Tasks with View & Reply and Register buttons.
• You can view an RFI only if you were the To contact or a CC.
• Post your reply from the detail page — it appears in the timeline marked as a Client reply.

Troubleshooting

FAQ

How are RFIs numbered?

Automatically per project as RFI-{project no}-{001}, -002, and so on.

Who can reply to an RFI?

Anyone with access while the RFI is Open — team members and client contacts.

Can a client reply before registering?

No — they must register first using the signed Register Here link in the email.

Can I delete an RFI?

No — RFIs are permanent records once sent.