Log a Received RFI dialog box

6 minutes
10 months ago
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Log a Received RFI dialog box

Use this dialog box to log an incoming RFI electronically in Project Center. You can:

  • Record data related to an RFI such as the number, response due date, the question, and the discipline.

  • Record an exchange of files related to a specified construction requirement;

  • Record the exchange of physical materials related to a specified construction requirement;

  • Track an RFI’s status and history of actions.

To

Click to open the Choose Project Team Members dialog box to select the project team members who the RFI was sent to. The current user is entered by default. You can also type email addresses directly in this field.

Project Center uses the To field  to send reminders about the RFI. If you are logging an RFI  that you received via email and it has multiple RFIs that apply to multiple projects, make sure to only include team members who are on the project you are logging the RFI for. Otherwise, reminders will be sent to team members on other projects.

From

Click to open the Choose a Project Team Member dialog box to select the contact who sent the RFI. You can also type email addresses directly in this field. If you are logging 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.

Due Date

To enter a date a response is due back to the contact who sent the RFI, mark the checkbox, then select a date. The drop-down list shows two values – the default value set in the Default Due Date field in the Edit Project Settings dialog box, and the value entered the last time a date was selected. Each time you manually change the due date, this new date will become the second value.

Remind

Mark the checkbox to add this item to the email notification message sent out by Project Center reminding you to respond back to the contact who sent the RFI. Select the number of business days before a response is due, which appears in the email message and in the Open Items tab of the My Project Center activity center.

Reminders can be sent to both internal and external project team members. The frequency at which reminders are sent is set in the General tab of the Project Center Administration activity center Servers tab. Reminders can disabled per project in the Edit Project Settings dialog box.

Remind is not available if the option is disabled for the project or in the Project Center Administration activity center.

Type

Select the RFI’s type from the drop-down list.

Received

Select the date the RFI was received. The current date is entered by default.

Purpose

Select the purpose for the RFI from the drop-down list.

Originated By

Click to open the Choose a Project Team Member dialog box to select the contact who originated the RFI.

ID

Enter an ID number for the RFI.

Sender ID

Enter the number the contractor gave to the RFI.

Reasons

Click to open the Choose Reasons dialog box to select reasons for the RFI.

Received Via

Select the method in which this RFI was received from the drop-down list.

Discipline

Click to open the Choose Disciplines dialog box to apply disciplines to the RFI.

Contract

Click to open the Choose Contract dialog box to select the contract the RFI is associated with.

Question tab

Question/Suggestion

Enter the question in the Question field, and any suggestions in the Suggestion field. If you are logging this RFI from an Info Exchange file transfer or an email message, the body is automatically entered in this tab.

Internal Notes

Enter any personal notes in this field.

Internal notes are not sent in email notifications, and do not appear in forms, but they are tracked in the Remarks Summary tab of the RFIs activity center.

 

Received Files tab

Add any electronic files that were sent with the RFI in this tab. The files may be from a CD, DVD, or other media.

Add Files

Click to open the Add Files dialog box to locate and attach a file to the RFI.

Add Folder

Click to open the Select Folder dialog box to add a folder and all of its contents to the RFI.

Remove

Click to remove the selected file from the RFI.

Name

The name of the file.

Type

The file’s type.

Size

The file’s size.

Date Modified

The date the file was last modified.

Path

The full path to the location of the file.

 

Save Record Copy in

When you file an RFI, a record copy of it is saved in this location as a .ZIP file. You can enter a new location.

 

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

Review Order

Click to open the Set Review Order dialog box to set the order in which the project team members review the RFI.

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. to 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.

Next Action

Mark this checkbox to choose whether to forward the RFI to another contact, close it, or to respond to the RFI author after filing the RFI.

OK

Click to create the RFI and file it in the Open category of the RFIs activity center.

 

To access this dialog box

You can access this dialog box in the following ways:

Click New RFI > Log a Received RFI from the Tasks panel of the RFIs activity center.

Drag and drop files into the RFIs activity center log.

From Microsoft Outlook, select an Outlook itemOutlook items include email messages, calendar items, tasks, and posts., then click File As from the legacy Project Center Add-in for Microsoft Outlook Toolbar, select a project from the Select a Project dialog box, then choose the RFI option.

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