Respond to RFI and Close dialog box

Use this dialog box to file a response to the sender of an RFI and close it.

To

Click to open the Choose Project Team Members dialog box to select the project team members to send the response to. The author of the RFI is entered by default. You can also type email addresses directly in this field.

CC

Click to open the Choose Project Team Members dialog box to select who else to send the RFI response to. You can also type email addresses directly in this field.

Contacts in the CC field will receive a link to download the files, but will not be sent reminders.

From

Click to open the Choose a Project Team Member dialog box to select the project team member who responded to the RFI. You can also type email addresses directly in this field. If you created this RFI from an Info Exchange file transfer or an email message, the contact who sent it is automatically entered in this field.

Subject

Enter a subject for the RFI. If you created this RFI from an Info Exchange file transfer or an email message, the subject is automatically entered in this field.

Action

Select the action taken on this RFI.

Hide Recipient List

For Info Exchange transfers only: Mark this checkbox if you want to hide the list of recipients on email notifications, forms, and transmittals, If this option is not checked, then the email notifications, forms, and transmittals will contain the To: and CC: contacts.

Date

The date the RFI was responded to. You can edit the date.

Send Via

Select the method in which to send the response from the drop-down list.

If you choose a drag and drop method, you will be required to add files to the RFI.

Log in Document Control

When a file has been added to the this item through the Associated Files/Files to Send tabs using Include Files From > Record Documents, marking this checkbox will log the file’s record document as Issued in the Document Control activity center (the revision’s Revision State changes from Draft to Issued) and the Last Issued date is logged.

Transmittal ID

Enter an ID number for the transmittal being created for the RFI, or use the default.

RFI ID

The architect ID number for the RFI.

Response tab

• The RFI’s history appears in the Summary field.

• Enter the response to the RFI in the Answer field. Use the toolbar to format the text.

 If you created this RFI from an Info Exchange file transfer or an email message, the body is automatically entered in this tab.

Description of Contents tab/Associated Files tab/Email Log tab/Related Items tab/Change Log tab

Refer to the Forward RFI for Review dialog box for a description of these tabs.

Keywords

Click to open the Choose Keywords dialog box to apply keywordsIn Project Center, keywords are words you can add to items to use for filtering. When you add keywords, they appear in the Keywords column of the corresponding Project Center activity centers. You can then filter the list of items using the keywords to quickly find the items you are looking for. the RFI.

Click to spell check the fields in this dialog box. If any mistakes are found, the Spelling Check dialog box opens with spelling suggestions.

Print or Email Form After Filing

Mark this checkbox to open the Transmittal form, which you can review and print immediately after filing the RFI, or a transmittal email message in Microsoft Outlook (if you sent it via email) to send to the contacts in the To field to notify them that an action has been taken.

Create Related

Mark this checkbox to create a new contract management or action item that is automatically related to this item, and then select the type of item you want to create from the drop-down list. The corresponding Create Contract Management Item dialog box (or the Identify an Action Item dialog box) will open after you close this item.

Options Tab

Use this tab to edit the settings for the transmittal sent via Info Exchange or via Email. The available options depend on which method is selected.

Create

Click to send and file the response. The events that occur depend on how the RFI and its transmittal are being transferred, as indicated in the Send Via field above.

If you chose to send it via Info Exchange:

The RFI is filed in the All Closed category of the RFIs activity center.

The Responded and Closed action is added to the RFI’s Change Log tab.

The file transfer is logged in the All Outgoing log of the Info Exchange activity center.

The transmittal is filed in the All Sent log of the Project Transmittals activity center.

If you chose to send it via Email:

An email message opens in Microsoft Outlook containing the files and information about the file transfer. Edit the message, then send it.

The RFI is filed in the All Closed category of the RFIs activity center.

The Responded and Closed action is added to the RFI’s Change Log tab.

The transmittal is filed in the All Sent log of the Project Transmittals activity center.

If you choose to send it via hard copy:

The RFI is filed in the All Closed category of the RFIs activity center.

The Responded and Closed action is added to the RFI’s Change Log tab.

The transmittal is filed in the All Sent log of the Project Transmittals activity center.

The contacts are sent an email message notifying them of the action.

To access this dialog box

You can access this dialog box in the following ways:

Select an RFI, then click Close > Respond and Close from the Tasks panel of the RFIs activity center.

Choose Respond and Close from the Next Action field of the Log a Received RFI dialog box or the Record Reviewer Response for RFI dialog box.

If the selected RFI has files associated with it, the Select Files to Forward for Review dialog box will open before this dialog box.