Requests for Information (RFI)

From your Contractor Edition workspace, open the project you want to work on. In the Job Workspace, select + New RFI.

Check the project breadcrumb before entering information so the RFI belongs to the correct job.

1. Under Workflow, choose Request a response to send a question for review. Choose Enter an existing solution when you already have the answer and do not need response invitations. The remaining invitation and response steps in this guide describe Request a response.
2. Enter a clear Subject. Set the priority and response due date, then add the discipline or trade, location, drawing or sheet reference, and specification reference as needed.
3. Describe the existing condition and complete Question / information requested. Add a proposed solution if you have one. Explain exactly what you need the reviewer to clarify.
4. Record potential cost and schedule impacts, including estimates when appropriate. These entries do not approve cost or schedule changes.
5. Select Save & continue to photos, or use Save draft & exit to return later.

The RFI number is assigned when a new draft is first saved. Dates and times shown in this workflow use America/Phoenix. The workflow cannot change after issue or after report selections have been saved.

Photos are optional, and a PDF is not required. A clear photo or drawing snapshot can help the reviewer understand the question.

1. Choose the Image type and where to place it, such as Problem / question.
2. Select the image file and add its title, drawing or sheet reference, and a useful caption.
3. Select Upload image. New files remain private while security checks and preview processing finish.
4. Refresh the page to check progress. Wait for the image to become ready before selecting it for sharing or opening the markup tools.

The upload form supports JPEG, PNG and WebP images within the limits displayed on the page. The example form allows up to 8 MiB, 16 megapixels and 6,000 pixels per side.

1. Under a ready image, select Mark up image / version history.
2. Use the tools to add arrows, lines, rectangles, circles, revision clouds, text, freehand marks or highlights. Adjust color, line width, text size and zoom as needed.
3. Select Save new markup version. FieldNovi retains the original file and saves markup versions separately.
4. Use Saved versions to view a saved rendering, reopen a version for editing, or choose the original while keeping the markup history.
5. Use the back link with the left arrow at the top to return to the RFI photos. Review the images, then select Continue to recipients.

1. Choose a workspace contact and select Add selected contact, or select Add someone manually.
2. Check the person’s name, email, company and title or trade.
3. Set Participation: required responder, optional contributor or FYI recipient. Only people who are allowed to respond can submit an answer.
4. Set an individual due date when needed. If blank, the RFI due date is used; FYI recipients have no response deadline.
5. Choose whether to include the person in final-report distribution when that distribution is explicitly confirmed.
6. Select Save recipients & review RFI.

A draft may be saved without recipients. That does not send invitations.

1. Review the saved RFI question, recipient addresses and roles.
2. Under Choose exactly what recipients can see, check each attachment you intend to share and verify the selected markup version. Only checked attachments are included.
3. Select the review acknowledgment, then Confirm RFI & prepare invitations. This locks the issued version; it does not send email.
4. On the invitations screen, select Send RFI invitations.
5. Check the pending invitation count in the confirmation and select OK. Keep the page open until the sending results appear.

Each recipient receives an individual link. Recipients see the issued question and selected files, not internal discussions or other people’s responses. An issued question cannot be reopened; create a new draft if needed.

1. The recipient opens the invitation email and selects Open my RFI invitation.
2. On the response portal, they select Continue to my RFI. No FieldNovi account is required.
3. They review the issued question and selected images, then enter a written response.
4. They may attach up to three supported JPEG, PNG or WebP images and add captions. Each image may be up to 8 MiB and 16 megapixels. The portal does not support PDF uploads or recipient-side markup in this release.
5. They select the required acknowledgments and then Submit response for review. They should keep the page open until confirmation appears.

Uploaded response images remain private while security checks and previews are prepared. Submitting a response does not approve or close the RFI. Replying to the invitation email does not submit an RFI response; the recipient must use the portal.

When a response is recorded, the RFI creator receives an email notification. Select Review response and sign in, completing any required verification. You can also open the RFI from its project.

1. Review the response text and its images. All submitted answers, including optional contributions, need review.
2. Choose a decision: Accept this response, Request additional information, or Reject and request a replacement.
3. Enter the message you want the responder to see in their portal and any follow-up email.
4. Select Save review — do not close RFI.

An accepted response is marked Accepted for resolution. Acceptance does not close the RFI. When requesting additional information, review the prepared follow-up invitation and explicitly select Send RFI invitations; saving the review alone does not send email.

1. Select Prepare final resolution & report.
2. Check the response requirements and review the final resolution for accuracy. If including images from an accepted response, select the associated accepted source answer before selecting its images.
3. Choose the report options. Include activity log at the end adds the RFI timeline. Include full-page image appendix adds larger page-fit copies of the selected images after the narrative.
4. Save the report selections and review the draft PDF before moving to approval.

Preparing the final resolution does not approve, close or send the report. Leaving the activity log out of the PDF does not remove the internal history.

1. Enable Automatically email the final approved PDF after successful completion if you want FieldNovi to distribute the completed report.
2. Review the final-copy list, names and addresses. Select everyone who should receive the completed record, and choose whether to send yourself a copy.
3. Set how many days the read-only report link should remain active. The example uses 30 days from the send attempt; choose the duration you need.
4. Confirm that the selected addresses are authorized to receive the approved PDF, including its images and any activity log.
5. Review the saved resolution, images and report options, then select the final approval acknowledgment.
6. Select Approve, close & email final report. Keep the page open until completion and distribution results are shown.

Successful approval retains the final PDF and freezes the approved content and image versions. The completed path has no reopen or revision action. Individual response access is revoked when completion succeeds.

Reports up to 6 MiB are attached to individual emails. Larger PDFs use a read-only report link, and each email also includes a link. These report links do not accept new RFI responses.

When the record shows Completed — approved PDF retained, select Download approved PDF to save the final report to your computer.

Open Final Report Distribution to review the email attempts, including any interrupted or unattempted sends. Downloads return the retained approved PDF rather than regenerating it.

Project-share publication is a separate action. The example completed RFI remains internal until its project-sharing visibility is explicitly managed.

1. From the project’s RFI screen, select Open project RFI register.
2. Review the counts and use filters such as RFI number or subject, status, priority, recipient, progress and date range.
3. Select Apply filters.
4. Select Export PDF log or Export Excel log.

The export includes matching records, not just the current page. The shown register allows up to 500 matches per export, with PDF output limited to 200. Narrow the filters if you reach a limit.

The log summarizes the register. It does not include response text, review notes, invitation links or attachment files, and it does not replace an individual RFI’s approved PDF.

Open the search toolbar and enter a distinctive part of the RFI subject. Choose the matching CONTRACTOR · RFI result to open the record.

Search applies to the current workspace. If the expected RFI is missing, check the workspace you are using and try a shorter part of its subject.