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Choose an "Official Response" for an RFI

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Objective

To mark a specific reply (or replies) as the official response for an RFI.

Background

Several people may need to respond to an RFI before a correct answer can be provided. For example, an Architect may need to get feedback and clarification from the Owner or a Consultant/Specialist before they can provide an authorized answer. As a result, each RFI can have a long communication thread that may be difficult for some team members or collaborators to interpret correctly. In such cases, users with the appropriate permissions (such as Project Manager/Engineers) can highlight the correct answer by marking one or more replies in the activity thread as the "official response" for an RFI.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permission on the project's RFIs tool. 
      OR
    • 'Read Only' or 'Standard' level permissions on the project's RFIs tool with the 'Act as RFI Manager' granular permission enabled on your permission template AND be the RFI's creator ('Standard' only) or RFI Manager.
      OR
    • 'Read Only' or 'Standard' level permissions on the project's RFIs tool AND be the RFI's creator, an Assignee or a Distribution List member on the RFI with the 'Mark Official Responses' granular permission enabled on your permission template.
 Important
  • The 'Only Show Official Responses to Standard and Read-Only Users' configuration setting must be turned OFF in order for a user with 'Standard' level permissions on the project's RFIs tool to view all responses to an RFI that they created. See Configure Advanced Settings: RFIs.
  • Users with the 'Act as RFI Manager' granular permission enabled on their permissions templates can view all responses to RFIs that they create ('Standard' only) or that they are designated as RFI Manager for even if the 'Only Show Official Responses to Standard and Read-Only Users' configuration setting is turned ON.
  • Additional Information:
    • You can select more than one reply as the 'Official Response'.
    • If it's still not obvious which reply should be marked as the "official response" the Project Manager/Engineer should reply to the RFI and ask the Assignees to summarise the findings and clearly state the correct answer in a new reply. To avoid misinterpretation and liability related issues, a Project Manager/Engineer should not attempt to interpret all replies, summarise the answer and select their own reply as the "official response" for an RFI.

Steps

  1. Navigate to the project's RFIs tool. 
  2. Navigate to the Items tab.
  3. Click View next to the RFI you want to select an official response for.
  4. Scroll to the Responses card.
  5. Mark the Mark Official tickbox next to one or more responses.
     
 Tip
If the RFI is linked to a published markup in a drawing, the official responses will display at the top of the markup details. See Link Items on a Drawing.

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