This section of the User Guide contains the following topics:
Create a Project | Daily Log/Site Diary | General Correspondence
Meeting Minutes | Project Admin | Purchase Order | Request for Information (RFI)
RFI’s - Video
RFI’s - Create a Request for Information notice
To create a Request for Information (RFI) notice, follow the steps below.
Navigate to your Management module and click on the Request for Information (RFI) notice tool to access your project’s RFI register.
Click the “CREATE” button to start completing your notice information.
First, type into the “To” field to search for the contact you would like to address the Request for Information (RFI) notice to.
You can then type into the “Cc” field to include any other related contacts in the notice and all related correspondence (e.g. project team members).
If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.
Note: You can search for anyone in your address book by contact name, email address, company name or tag. Contacts do not require a WeBuild account to view, download or respond to your notice.
Complete the description of the Request for Information (RFI) notice and set the response required by clicking into the date picker and selecting a date.
You can also opt to automatically send email notifications to all recipients once the “response required” date has passed by checking the “Send overdue notifications” box.
Click the small floating paperclip button to reveal the attachment options for your notice.
After adding all related information to your notice, click the “DONE” button on the top right-hand side of your screen to reveal the below options:
After sending a Request for Information (RFI) notice, each contact receives an email notification.
Recipients can click the “Download Notice” button to download the RFI notice pdf and any related attachments or click the “Respond Online” button to view the RFI notice and related files via the interface.
A record of the RFI notice is added to your project’s RFI register with all related information, including a date/time stamp for download activity.
RFI’s - Close a Request for Information notice
This article will teach you how project team members and RFI notice recipients can action and close RFI notices.
To close an RFI notice, follow the steps below.
Navigate to your Management module and click on the Request for Information (RFI) notice tool to access your project’s RFI register.
Click on the related RFI notice.
After receiving the information related to the RFI, the notice is ready to be closed off. Notices that have not yet been closed display the status “Pending”.
Click the “Pending” status button on the top-right hand side of your screen and select “Close” from the menu.
After a project team member has received the related RFI notice response, they can close the RFI notice and send updates to all notice contacts. An updated RFI notice .pdf file is attached to the email notification, including a sign-off section with the notice creator’s signature (if added).
To add your signature to the “sign-off” section of your updated RFI notice .pdf file, click the “Attach signature” box then click and drag to draw your signature.
RFI’s - Edit a Request for Information notice
To edit a Request for Information (RFI) notice, follow the steps below.
Navigate to your Management module and click on the Request for Information (RFI) notice tool to access your project’s RFI register.
Click the overflow button on the right-hand side of an RFI notice block and select “Edit” from the menu.
Add or remove contacts into the “To” field or Cc fields to adjust the recipients of the RFI notice.
If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.
Note: You can search for anyone in your address book by contact name, email address, company name or tag. Contacts do not require a WeBuild account to view, download or respond to your notice.
Edit or add to the description of the RFI notice and set the response required by clicking into the date picker and selecting a date.
You can also opt to automatically send email notifications to all recipients once the “response required” date has passed by checking the “Send overdue notifications” box.
Click the small floating paperclip button to reveal the attachment options for your notice.
After adding all related information to your notice, click the “DONE” button on the top right-hand side of your screen to reveal the below options:
After re-sending a Request for Information (RFI) notice, each contact receives an email notification like the one in the example below.
Recipients can click the “Download Notice” button to download the RFI notice pdf and any related attachments or click “View Details” button to view the RFI notice and related files via the interface.
Recipients can also respond to the notice online by clicking the “Respond Online” button.
The existing record of the RFI notice is updated in your project’s RFI register with all related information, including a date/time stamp for download activity.
RFI’s - Export a Request for Information notice
To export a Request for Information (RFI) notice, follow the steps below.
Navigate to your Management module and click on the Request for Information (RFI) notice tool to access your project’s RFI register.
Click the overflow button on the right-hand side of an RFI notice block and select “Export” from the menu.
Note: To select multiple RFI notices, hover over the notice and click the checkbox on the left-hand side of the notice title.
RFI’s - Share a Request for Information notice
To share a Request for Information (RFI) notice, follow the steps below.
Navigate to your Management module and click on the Request for Information (RFI) notice tool to access your project’s RFI register.
Click the overflow button on the right-hand side of an RFI notice block and select “Share” from the menu.
Note: To select multiple RFI notices, hover over the notice and click the check box on the left-hand side of the notice title.
Add one or more contacts you would like to share your selected notices with by typing into the search field and selecting them from the list.
If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.
Note: You can search for anyone in your address book by contact name, email address, company name. Contacts do not require a WeBuild account to view or download shared notices.
After sharing a Request for Information (RFI) notice, each contact receives an email notification like the one in the example below.
Recipients can click the “Download Notice” button to download the RFI notice pdf and any related attachments.
Example: RFI notice pdf file
RFI’s - Duplicate a Request for Information notice
To duplicate a Request for Information (RFI) notice, follow the steps below.
Navigate to your Management module and click on the Request for Information (RFI) notice tool to access your project’s RFI register.
Click the overflow button on the right-hand side of an RFI notice block that you want to duplicate and select “Duplicate” from the menu.
First, type into the “To” field to search for the contact you would like to address the Request for Information (RFI) notice to.
You can then type into the “Cc” field to include any other related contacts in the notice and all related correspondence (e.g. project team members).
If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.
Note: You can search for anyone in your address book by contact name, email address, company name or tag. Contacts do not require a WeBuild account to view, download or respond to your notice.
Edit or add to the description of the RFI notice and set the response required by clicking in to the date picker and selecting a date.
You can also opt to automatically send email notifications to all recipients once the “response required” date has passed by checking the “Send overdue notifications” box.
Click the small floating paperclip button to reveal the attachment options for your notice.
After adding all related information to your notice, click the “DONE” button on the top right-hand side of your screen to reveal the below options:
After re-sending a Request for Information (RFI) notice, each contact receives an email notification like the one in the example below.
Recipients can click the “Download Notice” button to download the RFI notice pdf and any related attachments or click “View Details” button to view the RFI notice and related files via the interface.
Recipients can also respond to the notice online by clicking the “Respond Online” button.
A record of the Variation notice is added to your project’s Variation register with all related information, including a date/time stamp for download activity.
Example: RFI notice pdf file
All recipients can send a response to the RFI or ask any questions by replying directly to the email notification. The sender and all other recipients will receive the related updates via email.
Request for Information (RFI) notice senders and recipients can also send messages via the notice’s “COMMENTS” tab when viewing the notice online.
All replies to RFI notice emails and messages will also be logged in the “COMMENTS” tab of the RFI notice in the interface.
Note: Recipients that are not a part of your organisation will only be able to view and access the notices that relate to them.
RFI’s - Remove a Request for Information notice
To remove a Request for Information (RFI) notice, follow the steps below.
Navigate to your Management module and click on the Request for Information (RFI) notice tool to access your project’s RFI register.
Click the overflow button on the right-hand side of an RFI notice block and select “Remove” from the menu.
Note: To select multiple RFI notices, hover over the notice and click the check box on the left-hand side of the notice title.
RFI’s - Export a Request for Information register report
To export a Request for Information (RFI) register report, follow the steps below.
Navigate to your Management module and click on the Request for Information (RFI) notice tool to access your project’s RFI register.
Select the RFI notices you would like to include in your Summary Report by hovering over each notice and clicking the checkbox on the left-hand of each notice title.
Click on the “SUMMARY” button on the floating toolbar to export a report of your RFI register.
Example: RFI register report pdf file
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