In BetaProcore Connect is a feature that allows you to send items from one project to another after setting up a project connection. If you would like to join the beta, please reach out to your Procore point of contact.
To create and send an RFI to a connected project.
After setting up a connection with another Procore project on the Project Connections page in the Project level Admin tool, you can send RFIs to the other project. This is especially useful if two separate companies are both using Procore and want to save time by sending items to each other's project. After the RFI is sent, a 'Draft' version of the RFI will appear in the connected project's account where users with 'Admin' level permissions on the connected project's RFIs tool can either respond to the RFI or assign the RFI to another user in their project.
Things to Consider
- Required User Permissions:
- 'Admin' level permissions on the project's RFIs tool.
Note: Users with 'Standard' level permissions on the project's RFIs tool can create an RFI in draft mode. See Create an RFI as User with 'Standard' Level Permission.
- 'Admin' level permissions on the project's RFIs tool.
- Additional Information:
- Only the RFI's Subject, Question, and Attachments will be sent to the connected project.
- Once the RFI's status shifts to 'Open' in the connected project, the number given to the RFI in connected project's account displays in the RFI's 'Connected RFIs' field.
- Navigate to the project's RFIs tool.
- Click +Create.
- Complete the following:
- Required fields are highlighted with an asterisk (*).
- Only the RFI's Subject, Question, and Attachments will be sent to the connected project
Number*. This is a required field when a user with 'Admin' level permission on the RFI tool creates an RFI in the Open status. It is NOT required when users with 'Standard' level permission create a Draft RFI (see What is a 'Draft' RFI?).
- If the RFI Prefix by Project Stage option is enabled, select a stage from the drop-down list (see How do I configure a prefix and starting number for a project's RFIs?).
- If the option is NOT enabled, Procore will simply assign a number to the RFI in sequential order (see How does Procore assign numbers to RFIs?).
- To learn about the available options for RFI numbering, see What options do I have for numbering RFIs in Procore?
Due Date. Enter or select a date from the calendar for the RFI response to be due. This field is only visible and available to users with 'Admin' level permissions on the project's RFIs tool.
Note: The 'Due Date' field is automatically populated based on the default number of days specified on the RFIs tool's Configure Settings page. See Configure Advanced Settings: RFIs. The due date also respects which days are set as 'working days' for the project. See Set Project Working Days.
Subject*. Provide a descriptive title for the RFI. The RFI's subject is displayed as the RFI's title in the list view.
- Assignees*. Select one or more users and the connected project you want to send the RFI to.
RFI Manager*. Select an RFI Manager from the drop-down list. See What is the RFI Manager role?
- By default, the name of designated RFI Manager appears here. See Designate the Default RFI Manager for a Project's RFIs.
- If you are a user with 'Admin' level permission on the RFIs tool, you may select yourself or another user with 'Admin' level permission from the list.
- If you are a user with 'Standard' level permission, this list only populates with the names of users who have 'Admin' level permission to the RFIs tool. You may only select another user with 'Admin' level permission from the list.
Distribution. Add users with 'Read-Only level permission or higher to the RFI's distribution list. Depending on the user's permission level, they can respond to the RFI using at least one of several methods. For details, see Respond to an RFI.
Received From. Select the person from whom the RFI question was received from the drop-down list.
Responsible Contractor. This field is automatically prefilled with the company that is associated with the user selected in the 'Received From' field.
Drawing Number: You can manually input a drawing number into this field. However, the recommended process to associate an RFI to a drawing is to Link an RFI to a Drawing.
Location. Select the location pertaining to the RFI from the drop-down list.
Note: If Procore is configured to allow users to create locations (see Allow or Disallow Users to Create Locations Within a Tool), you can click the Create a New Location button at the bottom of the list.
Spec Section. Select the relevant section from your spec book. See Where do the selections from the 'Spec Sections' drop-down list come from?
Cost Impact. Select one of the following options from the drop-down list.
- Yes. Select this option if you know the amount by which the cost will be impacted. Then enter a number in the $ box to indicate the cost impact.
- Yes (Unknown). Select this option if you know the cost will be impacted, but the amount is not know.
- No. Select this option if there is no impact to the cost.
- TBD. Select this option if you have yet to determine if there is a cost impact.
- N/A. Select this option if the cost impact is not applicable to this RFI.
Programme Impact. Select one of the following options from the drop-down list.
- Yes. Select this option if you know the number of days by which the programme will be impacted. Then enter a number in the Days box to indicate the total number of calendar days.
- Yes (Unknown). Select this option if you know the programme will be impacted, but the number of days is not know.
- No. Select this option if there is no impact to the programme.
- TBD. Select this option if you have yet to determine if there is a programme impact.
- N/A. Select this option if an impact to the programme is not applicable to this RFI.
Private. Select Yes or No from the drop-down list. Yes indicates the RFI(s) will be marked Private. No indicates the RFI(s) will NOT be marked Private. For more information about privacy, hover your mouse cursor over the question mark icon (?) to view a tooltip.
Reference. An optional field that can serve as a helpful reference tag. Double-click to get a list of recently used references.
Custom Fields. If a user with 'Admin' level permission on the RFIs tool has configured custom fields to appear in your RFIs tool, those will appear in the creation page as shown. See Configure Settings: RFIs.
Question*. If you are creating the RFI, input the question. If you are editing the RFI, modify it. Note: It is recommended that your question always document any additional background information that is required from the person assigned to submit an answer.
- Click Open & Send.
- In the 'Open & Send RFI?' window, click Open & Send.