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RFI Email Notifications and Replies

Several actions in the RFI workflow result in email notifications for participants in the workflow. These notifications provide greater awareness and visibility as the RFI progresses from its open to its close. If external collaborators are involved in the RFI workflow, you can provide those non-members with access using their email address so they can participate in the Ball in court, Optional Reviewer, or Watcher roles. In doing so, those participants can respond with an email which is captured in the RFI tool.

Project administrators can customize email notification settings for a project by controlling who receives which notifications.

Project members with Edit permission or above can customize their own email notification frequency settings for the tools they have access to.

This table shows when each participant in the RFI workflow receives an email notification.

Note:

Link to RFI reports can be included in email notifications. Learn more: Advanced RFI Settings

Status or Workflow Action Creator Ball in court Manager Reviewer Optional Reviewers Watchers
Submitted
Status changed to Open
Answered or Rejected
Closed
Re-opened
Voided
Comment
Ball in court change
Note: A member, role, or company mentioned in a comment also receives a notification.

Some of the project's external collaborators might not have access to Forma Build. In that scenario, you can assign a non-member's email address to the Ball in court, Optional Reviewer, and Watcher roles in RFI workflow to enable them to respond with an email. Those email responses are captured in the RFI tool. If the email response includes an attachment, the attachment is added as a reference to the RFI.

To assign a non-member to the Ball in court role:

  1. Open an RFI item.
  2. Click the Ball in court field in the General Information tab.
  3. Select Assign to email.
  4. Enter a non-member's email address and click the Add button.
Important: Replies from non-members assigned the Ball in court role become the official response and change the RFI item's status.

To assign a non-member to the Optional Reviewer role:

  1. Open an RFI item.
  2. Click the Optional Reviewers field in the General Information tab.
  3. Select Assign to email.
  4. Enter a non-member's email address and click the Add button.

To assign non-member to the Watcher role:

  1. Open an RFI item.
  2. Click the Watchers field in the Additional Information tab.
  3. Select Assign to email.
  4. Enter a non-member's email address and click the Add button.
Note: Replies from non-members assigned as Optional Reviewers are added as formal responses. Replies from Watchers are added as comments.

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