How to Create an RFI in Procore

Understanding RFIs in Construction

Every construction project eventually encounters ambiguities, gaps in information, or unclear details in drawings, specifications, or product information. These challenges can lead to delays, miscommunication, and rework if not addressed promptly. A Request for Information (RFI) serves as the industry-standard solution to these problems. Through RFIs, project stakeholders can quickly ask questions and receive answers that maintain project momentum.

Procore's RFIs tool streamlines this communication process by allowing team members to enter detailed questions with contextual information. Users can select relevant team members to answer these questions and track each RFI's status through to resolution. The platform creates a centralized hub for all project-related inquiries, ensuring nothing falls through the cracks.

RFIs serve multiple crucial purposes in construction management. They help clarify ambiguous information in project documents, coordinate understanding among all parties, document decisions for future reference, and improve overall project efficiency. When used effectively, RFIs can significantly reduce delays and prevent costly rework.

RFI Components in Procore

Procore breaks down RFIs into several key components that ensure clarity and accountability throughout the process. Understanding these elements helps users create more effective requests and manage responses efficiently.

The General Information section provides all background details about the inquiry. This includes project stage, location, cost code, and other contextual information needed to frame the question properly. This section helps responders understand exactly where and why the question is being asked.

The Question component contains the actual inquiry or issue requiring clarification. A well-crafted question clearly identifies the problem and what information is needed to resolve it. The Replies section houses responses from assignees, which may include detailed answers or further instructions.

Once multiple responses have been collected, the designated RFI Manager selects one as the "Official Response." This final answer becomes the authoritative solution shared with the entire project team. This structured approach ensures that everyone receives consistent information, reducing confusion and potential errors.

User Permission Levels for RFIs

Procore offers three distinct permission levels that affect how users create and manage RFIs. Understanding your permission level helps you navigate the system more effectively and sets appropriate expectations for the RFI process.

Administrator level users enjoy full access to every RFI field. They can create RFIs with "Open" status directly, assign numbers, set due dates, and add comprehensive information without requiring additional approval. This level typically belongs to project managers and other leadership team members.

Standard level users with "Act as RFI Manager" permission can create RFIs with "Open" status similar to Admin users. However, they can only select admin-level users as the RFI Manager. This middle-tier permission balances efficiency with appropriate oversight.

General Standard level users, including foremen, superintendents, and subcontractors, can only create RFIs as "Drafts." These drafts must be reviewed by an RFI Manager before changing to "Open" status. Standard users also see fewer fields than Admin users, focusing their input on essential information only.

Your permission level significantly impacts your RFI creation workflow, determining which fields you can edit and how your requests route through the approval process. Knowing these limitations helps prevent frustration and ensures smoother communication.

Creating RFIs as an Admin User

Admin users have the most streamlined process for creating RFIs in Procore. Their comprehensive permissions allow them to initiate and distribute requests without intermediate approval steps.

To begin, log into your Procore account and navigate to your project. Click on the "RFIs" tool in the navigation menu, then select the "Create" button to start a new RFI. The system will display a comprehensive form with all available fields for your input.

Complete the General Information section by filling in all required fields marked with asterisks. Enter the RFI number (or select the appropriate project stage if using prefixes), set a due date for responses, and provide a clear subject line. Select assignees who will respond to the question, designate an RFI Manager, and add any additional team members to the distribution list who should be aware of the RFI.

Add context by including drawing numbers, specification sections, cost codes, and project stage information. These details help responders understand exactly where the question applies within the project scope. Indicate any potential impacts on cost or schedule, and adjust privacy settings if the RFI contains sensitive information.

In the Question field, clearly detail the issue requiring clarification. Provide sufficient background context so respondents can fully understand and address the question. Before submitting, review all information for accuracy and completeness. Choose to either save as a draft for further review or create as "Open" to immediately notify assignees.

Standard User RFI Creation Process

Standard users follow a slightly different process when creating RFIs, reflecting their role in the project hierarchy. Their workflow includes an additional review step to ensure quality and consistency.

Begin by navigating to the project's RFIs tool and clicking the "+ Create" button. You'll notice fewer fields are visible compared to what Admin users see. This streamlined interface focuses on gathering essential information without overwhelming standard users with administrative details.

Fill in all available fields, starting with a descriptive subject line that clearly indicates the nature of your question. Select an RFI Manager from the dropdown list (limited to Admin-level users) who will review your draft. Add any team members who should receive the response to the distribution list.

The system automatically populates some fields based on your account settings, such as "Received From" and "Responsible Contractor." Complete any remaining fields like drawing numbers, specification sections, and potential schedule or cost impacts. Write your detailed question, providing all necessary context for a complete understanding of the issue.

After completing all information, click "Send for Review" to submit the RFI as a draft to the designated RFI Manager. At this point, you'll have limited editing capability while waiting for review. The RFI Manager will evaluate your submission, potentially make adjustments, and change its status to "Open" when ready. Once opened, the system sends official notifications according to project settings.

Writing Effective RFI Questions

The quality of information you receive depends largely on how well you frame your questions. Crafting clear, specific RFI questions leads to faster, more accurate responses that keep your project moving forward.

Write your questions using plain, straightforward language that anyone on the project can understand. Avoid specialized jargon that might confuse responders from different disciplines. Remember that clarity trumps brevity – while concise questions are appreciated, providing enough detail is more important than keeping questions short.

Always include relevant background information explaining why you're asking the question. Reference specific drawings, specifications, or sections of the project that need clarification. Adding photos or annotated drawings dramatically improves understanding and often leads to better responses.

Mention any potential impacts if this question remains unanswered. Will it delay critical path activities? Could it affect safety or compliance? This context helps responders prioritize their workload. When possible, group related questions into a single RFI rather than creating multiple separate requests, but avoid overloading with unrelated topics.

Integrating RFIs with Project Workflow

RFIs don't exist in isolation – they connect with many other aspects of project management in Procore. Integrating them effectively with your overall workflow maximizes their value and improves project outcomes.

Use Procore's drawing linking feature to connect RFIs directly to relevant documents. This visual reference speeds up resolution by showing exactly where the question applies. Click the "Markup" button in the Drawings tool, highlight the area in question, and link that markup to your RFI for immediate visual context.

Assign appropriate cost codes and sub jobs to each RFI to track potential budget impacts. This practice creates automatic connections between your questions and financial tracking, making it easier to justify change orders if necessary. The system can flag potential budget impacts early, allowing for proactive management.

Configure automated notifications to prevent RFIs from being forgotten. Procore can send daily reminders for overdue items, ensuring nothing slips through the cracks. These automated prompts keep everyone accountable without requiring manual follow-up.

Take advantage of mobile access to respond to RFIs directly from the field. This capability dramatically reduces response times by allowing team members to address questions while looking at the actual conditions on site. Real-time collaboration keeps projects moving while maintaining complete documentation within the system.

Managing RFI Responses and Revisions

Even well-written RFIs sometimes receive incomplete or unclear answers. Knowing how to handle these situations maintains clear communication and ensures you get the information needed.

When responses need clarification, continue the conversation within the original RFI feed rather than creating a new request. This approach maintains a complete record of the discussion in one location. Add follow-up questions as comments, referencing specific parts of previous responses that need elaboration.

After receiving multiple responses, review them carefully for completeness and clarity. The designated RFI Manager should either select one reply as the "official response" or create a comprehensive answer combining the best elements from each reply. This official response becomes the authoritative answer shared with the team.

Avoid creating duplicate RFIs addressing the same question, as this resets response timelines and fragments the communication record. Instead, use the existing RFI's comment thread or add an addendum that references the original RFI number. This practice maintains a clear chronology of the discussion.

Review permission settings to ensure appropriate visibility of responses. Configure the "Only Show Official Responses to Standard and Read-Only Users" setting based on your team's needs. This control balances transparency with the need for internal discussions during the resolution process.

RFI Best Practices for Project Success

Implementing these proven best practices will help your team maximize the effectiveness of RFIs while minimizing delays and miscommunication:

The most successful RFI processes include these essential elements:

• Clear documentation: Provide comprehensive background information including photos, drawings, and references to specifications.
• Specific questions: Frame inquiries that can be answered definitively without ambiguity.
• Reasonable deadlines: Set realistic timeframes that reflect the complexity of the question and its impact on the schedule.
• Appropriate distribution: Include only necessary team members to avoid overwhelming people with irrelevant information.

Regular team training ensures everyone understands how to create, update, and close RFIs effectively. Schedule brief refresher sessions at project milestones to reinforce best practices and address common mistakes. Well-trained teams experience fewer delays and miscommunications.

Customize Procore's RFI fields to match your project's specific requirements. Work with your Procore Administrator to add custom fields that capture information unique to your workflow. This customization ensures you collect all necessary data without overwhelming users with irrelevant fields.

Analyze RFI metrics regularly to identify improvement opportunities. Track response times, common question types, and RFIs that lead to change orders. These insights help refine your processes and identify knowledge gaps that might be addressed through additional training or documentation.

Troubleshooting Common RFI Challenges

Even with a well-designed system, RFI management sometimes encounters obstacles. Recognizing these common challenges helps you address them proactively before they impact your project timeline.

When facing incomplete information in submitted RFIs, implement a quick review process before sending for responses. Train team members to double-check that essential fields are completed and questions include sufficient context. Consider creating an RFI template with prompts for commonly overlooked information.

Multiple revisions can create confusion about which response is authoritative. Combat this by maintaining strict version control and clearly marking the official response. Use the comment thread to document changes chronologically, and consider consolidating multiple questions into one well-organized inquiry when they relate to the same issue.

Delayed responses often indicate assignment to the wrong people or unrealistic deadlines. Review your assignment practices to ensure questions go to those best qualified to answer. Adjust default due dates based on the complexity of typical questions, and consider implementing escalation procedures for critical RFIs that remain unanswered.

Visibility issues arise when team members can't access needed information. Review permission settings regularly to maintain appropriate access levels. Configure the "Only Show Official Responses to Standard and Read-Only Users" setting based on your specific needs, balancing confidentiality with information sharing.

Leveraging RFIs for Project Documentation

Beyond their immediate purpose of resolving questions, RFIs create valuable project documentation that serves multiple long-term purposes. This documentation aspect often proves just as valuable as the initial question resolution.

RFIs establish an official record of decisions and clarifications that becomes part of the project's permanent documentation. This record protects all parties by clearly showing what information was requested, what answers were provided, and when these exchanges occurred. In case of later disputes, this chronology proves invaluable.

The collection of project RFIs creates a knowledge base that can inform future projects. Analyze common questions to identify areas where initial documentation could be improved. This continuous improvement process reduces RFIs on subsequent projects by addressing frequent issues proactively in drawings and specifications.

Use RFI documentation to support change orders when design clarifications impact cost or schedule. The official responses provide clear justification for necessary changes, making approval processes smoother. This connection between RFIs and change management creates a transparent audit trail for all project modifications.

Consider implementing a regular RFI review process during project meetings. Discussing open requests and recently closed items keeps the team aligned on critical issues and ensures important clarifications reach everyone who needs them.

Streamline Your Project Communication Today

Creating effective RFIs in Procore transforms project communication from a potential bottleneck into a powerful management tool. The structured approach ensures questions receive proper attention, responses reach the right people, and all decisions remain documented for future reference.

Implementing the practices outlined in this guide will help your team resolve questions more quickly and with greater clarity. Start by reviewing your current RFI process against these recommendations and identify areas for improvement. Consider scheduling a brief training session to share best practices with your team, focusing particularly on question formulation and response management.

Remember that effective RFI management represents more than just administrative efficiency—it directly impacts project timelines, budget performance, and team collaboration. By investing time in optimizing your RFI workflow, you're building a foundation for project success that extends far beyond individual questions and answers. The documentation created through this process provides valuable protection against disputes while creating a knowledge base that benefits future projects.

Take the next step today by examining your most recent RFIs for improvement opportunities. Are questions clear and specific? Do they include sufficient context? Are they reaching the right responders? Small adjustments to your approach can yield significant improvements in response quality and timeliness, keeping your projects moving forward smoothly and successfully.