How to Attache in Procore for RFI and Submittal

Importance of Attachments in RFIs and Submittals

Attachments play a crucial role in the construction industry, especially when it comes to Requests for Information (RFIs) and submittals. These documents serve as the backbone of project communication, ensuring that all parties involved have access to the necessary information.

Including supporting documentation, such as drawings, photos, or product specifications, ensures that questions or requests are well understood. This clarity minimizes misinterpretation and reduces the back-and-forth between team members. With all relevant information attached, responders can quickly view background details, which speeds up decision-making and avoids costly delays.

Attaching files helps centralize project communication, and when documents are linked directly in Procore, every stakeholder can access the same information. This streamlined approach to communication ensures that everyone is on the same page, reducing the risk of miscommunication and errors.

A robust paper trail contributes to keeping projects on schedule and within budget. It also provides valuable documentation should any disputes arise regarding design intent, product specifications, or contract details. The effective use of attachments ensures that every RFI or submittal is a comprehensive package—the right information at the right time.

Understanding Procore's RFI and Submittal Structure

Before diving into the attachment process, it's essential to understand how Procore organizes RFIs and submittals. This knowledge will help you navigate the platform more efficiently and ensure that you're attaching files in the most effective manner.

RFI Structure in Procore

An RFI in Procore typically includes several key components:

• General Information: This section contains the title (subject), a unique identification number, drawing numbers, and location details.
• The Question: Here, you'll find a clear, formal query related to a construction detail that needs clarification.
• Replies and Official Response: This area includes responses from the designated RFI Manager or assignees. In many cases, the official response becomes crucial documentation for decision-making.
• Attachments and Related Items: This is where you'll find files such as documents, drawings, photos, or even videos that help explain the issue or proposed solution.

Submittal Structure in Procore

A submittal package in Procore is typically organized as follows:

• Product Data: This section includes details like manufacturer information, model numbers, and technical specifications.
• Related Documents: Here, you'll find drawing markups, installation manuals, and photos attached to the submittal.
• Linking Related Items: Procore allows you to link to drawings, RFIs, change orders, or other project documents. This feature makes it easier for team members to access all critical information from a single document.

Understanding these components is crucial as you prepare your RFI or submittal package. The more complete the information, the faster and more effectively your team can resolve issues and move the project forward.

Step-by-Step Guide to Attaching Items in RFIs

Now that we understand the importance and structure of RFIs in Procore, let's walk through the process of attaching items to these crucial documents. Whether you're creating a new RFI or editing an existing one, the steps are straightforward and easy to follow.

Creating a New RFI with Attachments

1. Navigate to the RFIs Tool: Log into your Procore project and go to the RFIs tool from your project's menu.

2. Click Create: Begin a new RFI by clicking the "Create" or "+ Create" button. This opens the RFI creation form.

3. Enter General Information: Fill out the required fields, including the unique identifier number, a clear descriptive title, the RFI Manager, and any assignees or distribution list members.

4. Input Details and the Question: In the "Question" field, describe the issue in detail. Make sure to include any background context so that the recipient understands the full scope of the query.

5. Attach Files: Look for the "Attach Files" link or button. You have several options for adding attachments:

• Upload Directly: Click "Attach Files" to upload documents from your computer.
• Drag-and-Drop: Simply drag files from your desktop to the designated drop area.
• Link from Procore Tools: You may also select files that have already been uploaded into other Procore tools like Photos, Drawings, or Documents.

6. Save or Submit the RFI: If you're not ready to send the RFI for response, you can create it as a Draft. Otherwise, click "Create as Open" to submit the RFI to the designated assignees and trigger email notifications.

Editing an Existing RFI to Add Attachments

Sometimes, you may need to add more attachments to an existing RFI after you've already created it. Here's how to do that:

1. Locate the RFI: Navigate to the RFIs tool and use the search or filter functions to find the specific RFI you want to update.

2. Open the RFI: Click on the RFI's title (subject) to view its details. If you have editing permissions, you should see an option to click "Edit".

3. Add or Change Attachments: In edit mode, scroll to the attachment section. Use the "Attach Files" option to upload new documents or link additional files as necessary.

4. Update and Save: Once you've made your changes, click "Update" to save your modifications. Procore will automatically save your changes and update the RFI for everyone with the necessary permissions to view it.

By following these steps, you can ensure that your RFIs are comprehensive and contain all the necessary information for quick resolution.

Best Practices for Attaching Files to RFIs

When it comes to attaching files to RFIs in Procore, following best practices can significantly improve communication and project efficiency. Here are some key tips to keep in mind:

Be descriptive with your file names. Always include clear file names that reference the content (e.g., "Kitchen_Sink_Drawing_RevA.pdf"). This makes it easier for team members to quickly identify the relevant documents without having to open each file.

Include relevant context when attaching photos or drawings. If you're attaching a photo, include a note in the RFI detailing what the photo is displaying. This prevents confusion and misinterpretation, ensuring that everyone understands the purpose of the attachment.

Use consistent formatting across your team. Establish company-wide guidelines on how attachments should be named and formatted. For example, you might assign a specific color or markup style to attachments relating to RFIs so that they can be easily identified on drawings.

Consider file size and type. While it's important to include all necessary information, be mindful of file sizes. Large files can slow down the system and may be difficult for some team members to access. Use appropriate file formats that balance quality and size.

Organize attachments logically. If you're attaching multiple files, consider naming them in a way that indicates their order or importance. For example, "01_SitePhoto_North.jpg", "02_SitePhoto_South.jpg", etc.

By implementing these best practices, you can ensure that your RFIs are clear, comprehensive, and easy for all team members to navigate and understand.

Attaching Related Items to Submittals

Submittals often require a variety of related items to be attached or linked. These may include installation manuals, product specifications, or other documents that provide additional context to the project item being submitted. Here's a step-by-step guide for adding related items to a submittal in Procore:

1. Access the Submittals Tool: Open your project in Procore and navigate to the Submittals tool.

2. Create or Locate a Submittal: You can either create a new submittal by clicking "Create" or open an existing one that you wish to update.

3. Click the Related Items Subtab: Within the submittal screen, locate the "Related Items" subtab. This is where you can link additional documentation or project elements to the submittal.

4. Link a Related Item: Click on "Link Related Items." A side panel will slide out where you can choose the type of item you wish to attach. Options include drawings, RFIs, documents, and more.

5. Select the Item Type: Use the drop-down menu to choose the type of related item (for example, a drawing).

6. Search or Browse: You can search for the item by number or title, or browse the available list.

7. Attach and Add Notes: Once selected, add any optional notes in the "Notes" field to explain why the item is being attached.

8. Repeat as Needed: Continue to add any additional related items that provide context to the submittal. For example, you might attach an installation manual alongside a set of shop drawings.

9. Save Your Changes: Once you have linked all intended items, click "Save" to finalize the submittal. The linked items are now visible to all project team members with the appropriate permissions.

By following these steps, you can create comprehensive submittal packages that include all necessary documentation, making the review and approval process smoother and more efficient.

Using Markup Tools to Link Documents and RFIs

Procore's Drawings tool offers another useful feature where you can attach or link items directly in the context of a drawing. This is especially useful when issues in the field have been discussed and visual guidance is required. Here's how to use this feature effectively:

1. Open the Drawings Tool: Navigate to your project's Drawings tool and open the drawing you want to work on.

2. Select a Markup Tool: From the drawing markup toolbar, choose the markup tool that best suits your needs (cloud, box, ellipse, arrow, etc.). Use these markups to highlight specific locations on the drawing.

3. Place Your Markup: Click and drag to place the markup on the area where you want to attach related information. Once you place the markup, a paperclip icon will appear, indicating that you can attach files or links.

4. Attach an Item: Click on the paperclip icon to open a link selection dialog. Here, you can choose the item you wish to attach, such as an RFI, submittal, document, or another drawing.

5. Search or Select: You have the option to search by title or number, or scroll through the list of available items.

6. Publish the Markup: After linking the item, it is essential to click "Publish" so that everyone on your project team can view the markup and access the attached file. Failure to publish may result in the attachment remaining visible only to you.

This method is ideal for tying together visual references with detailed documentation, thereby ensuring that every team member gains quick access to the most relevant information. By using markup tools effectively, you can create a more interactive and informative project environment within Procore.

Leveraging Procore Tools for Efficient Attachments

Procore offers several built-in tools that can enhance your ability to manage attachments effectively. By leveraging these features, you can streamline your workflow and ensure that all team members have access to the most up-to-date information.

Distribution Lists are a powerful tool within Procore. Make sure that all key stakeholders are added to the distribution list of your RFI or submittal. This ensures that when attachments are added or updated, everyone receives the latest information automatically.

Work with project administrators to configure the RFIs and submittals tool settings. By setting up default configurations, you can ensure that new RFIs and submittals automatically include the ability to attach files. This minimizes the chance of missing vital information and saves time for team members creating these documents.

Procore's automatic email reminders can be a game-changer for keeping projects on track. Configure the settings to ensure that when an attachment is added or updated, the relevant distribution list members receive an email notification. This keeps the entire team informed in real-time, reducing delays and miscommunications.

By taking full advantage of these Procore tools, you can create a more efficient and collaborative project environment. Remember, the goal is to make information easily accessible and to keep all team members in the loop throughout the project lifecycle.

Enhancing Project Efficiency with Proper Attachments

Proper use of attachments in Procore can significantly improve project efficiency and reduce costly mistakes. Let's explore a real-world scenario to illustrate the impact of effective attachment practices.

Imagine a subcontractor encounters unclear installation details on a set of drawings. They create an RFI in Procore with the subject "Clarification Needed for Kitchen Sink Installation." In the question field, they describe that the drawing does not clearly indicate the precise location of the waste line.

To enhance clarity, the subcontractor attaches:

• A scanned page of the drawing annotated with their notes
• A recent high-resolution photo from the job site illustrating the installation area
• A copy of a product submittal that details the manufacturer's specifications for the sink

By including these attachments, the RFI Manager and design engineer have all the necessary background information at their fingertips. They can quickly review the photo, drawing, and product documentation together before providing a clear and accurate response.

As a result, the confusion is resolved faster, and both upstream and downstream contractors are informed, keeping the project on schedule. This scenario demonstrates how proper attachments can prevent delays, reduce rework, and improve overall project communication.

Optimizing Submittal Packages with Related Items

On the submittal side, consider an installer preparing a submittal package for door hardware. To create a comprehensive package, they not only include the manufacturer's catalog information but also attach:

• Shop drawings of the door assembly
• An installation manual explaining warranty information, maintenance procedures, and dimensional details
• An RFI that previously clarified a specific part of the installation method

Linking these related items ensures that during the review process, every detail is available in one comprehensive submittal package. This approach leads to fewer requests for additional documentation, thereby expediting the approval process.

By creating thorough submittal packages with all relevant attachments and related items, you can:

• Reduce back-and-forth communication
• Minimize delays in the approval process
• Ensure all stakeholders have access to complete information
• Improve the overall quality of installations and project outcomes

Remember, the goal is to provide a complete picture of the product or system being submitted, making it easier for reviewers to make informed decisions quickly.

Maximizing the Impact of Procore Attachments

To truly harness the power of attachments in Procore, it's essential to go beyond the basics and implement advanced strategies. These techniques can help you create a more efficient, organized, and collaborative project environment.

Consider implementing a standardized naming convention for all attached files. This could include elements such as the project name, document type, revision number, and date. For example, "ProjectX_RFI_Rev1_2024-04-25.pdf" provides clear information at a glance.

When attaching files, always include a clear description in the RFI or submittal form. Explain how the attachment relates to the issue at hand, providing context that helps reviewers understand its significance quickly.

For RFIs involving ambiguous designs or installation problems, don't hesitate to attach high-resolution photos or screenshots from drawings. Visual aids can often communicate issues more effectively than text alone, reducing the likelihood of misunderstandings.

Take advantage of Procore's integration capabilities with other construction management systems. Tools like Newforma Konekt or WorkBridge Sync can help synchronize RFIs and submittals across multiple platforms, reducing redundant data entry and minimizing errors.

By implementing these advanced strategies, you can create a more streamlined and effective attachment process in Procore, ultimately leading to smoother project execution and fewer delays.

Elevate Your Procore Skills for Project Success

Mastering the art of attaching files and related items in Procore is more than just a technical skill—it's a crucial component of effective project management in the construction industry. By implementing the strategies and best practices outlined in this article, you can significantly improve communication, reduce delays, and keep your projects on track.

Remember, clear and comprehensive documentation is the foundation of successful construction projects. Whether you're creating an RFI to seek clarification on a drawing or compiling a detailed submittal package, the ability to attach and link items correctly can save your team valuable time and resources.