Getting Started with RFIs in Forma Build

About the RFI Tool

A Request for Information (RFI) is a formal process for getting clarification or additional information from architects, engineers, clients, or other stakeholders involved in a construction project. The RFI tool in Forma Build helps you track these requests and keep work on plan. The tool is available in web browsers and on mobile devices.

The RFI tool includes:

• Custom RFI Fields for tracking project-specific information
• Flexible workflow options for managing RFI lifecycles
• Permission controls
• RFI Email Notifications and Replies system for stakeholder communications
• Mobile access for on-site RFI management
• Export capabilities for documentation and reporting
• Activity logging for tracking all RFI-related actions
• Integration with other Forma Build tools through references

Forma Build supports two RFI workflows for different project needs:

Default RFI Workflow

The default workflow provides a straightforward path for information requests and responses:

1. Creation and Submission
   • Creator prepares the RFI with relevant questions and references
   • Creator submits the completed RFI to the RFI Manager
2. Manager Review
   • Manager receives the RFI and evaluates the request
   • Manager can assign up to 10 reviewers based on the expertise needed
   • Manager opens the RFI for review, which sets the status to Open In review
   • Manager can return the RFI to Draft
3. Review and Response
   • Assigned reviewers provide their expertise and responses
   • The system tracks responses separately for each reviewer
   • Manager can indicate if certain reviewers should be skipped
   • Reviewers can return the RFI to Waiting for submission
4. Official Response and Closure
   • Manager reviews all responses
   • Manager selects or writes the official response, which sets the status to Open Answered
   • Manager can return the RFI to review instead of closing it
   • Manager distributes the completed RFI to the project team

Enhanced Workflow with Coordinator

This workflow adds a coordination layer for more complex projects:

1. Initial Steps
   • Creator submits the RFI
   • Manager opens the RFI to the Coordinator
   • Manager can return the RFI to Draft or close it without review
2. Coordinator Review
   • Coordinator conducts a preliminary review
   • Coordinator can provide early feedback or clarification
   • Coordinator forwards the RFI to appropriate reviewers, answers it directly, or returns it to the Manager
3. Expert Review
   • Selected reviewers conduct a detailed assessment
   • Selected reviewers provide specialized input and recommendations
4. Response Coordination
   • Coordinator synthesizes reviewer feedback
   • Coordinator passes the answer to the Manager or returns it to reviewers for rework
   • Coordinator keeps the communication approach consistent
5. Closure
   • Manager reviews the final response
   • Manager can return the RFI to the Coordinator to revise the answer or restart the review
   • Manager distributes the RFI to the project team
   • Manager creates a permanent record

Find RFIs

• Open the RFIs tool in Forma Build to see all RFIs.
• Open an RFI to view its details.
• Search and filter to find specific RFIs.
• Click the gear icon to open settings for additional configuration.

RFI Terms

• Ball in court: The current responsible party for action on an RFI
• Optional Reviewers: Additional reviewers who can submit formal responses but don't block workflow progression
• Watchers: Team members who receive notifications but don't take direct action
• Official Response: The final, approved response to an RFI
• References: Links to related project documents, photos, or other items
• Custom Fields: Project-specific fields added to track additional information

RFI Statuses

• Draft: Initial creation stage
• Waiting for Submission: Submitted by the Creator and with the Manager
• Open In review: Under review
• Open Answered: Response provided
• Closed: Process complete. Reopening returns the RFI to the status it had before closure.
• Void: RFI marked as no longer relevant

For more detail, see these topics:

• Work with RFI
  • Create RFI
  • Process RFI
  • Export RFIs
  • Search and Filter RFIs
• RFI Administration
  • Advanced RFI Settings
  • Custom RFI Fields
  • RFI Permissions
  • RFI Email Notifications and Replies
  • RFI Types

Watch video courses on Learn ACC to learn how to create, manage, review, and view RFIs.