Transcript RFI Workflow - Newforma Project Center

Info Exchange Workflow
Examples for External Users:
RFIs
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RFI Workflow through InfoExchange
Info Exchange
Newforma Project Center
External User Sends RFI from
Info Exchange
Internal User Logs RFI
Internal User Assigns RFI to
Answer
External User Answers RFI
Record the Assignees Answer
Respond to RFI Author
External Receives RFI Answer
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Step 1 – On Info Exchange
External User (Bob Welder)
Sends RFI from Info Exchange to
Internal User (Howard Roark)
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External User Logs into Info Exchange
Bob Welder logs into Info
Exchange Web Site
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Select to Send an RFI
Bob selects to send an RFI
(for CA) and selects the
project
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Complete the RFI Form
Bob enters in the RFI
information on the RFI
form and selects Send RFI
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View Pending RFI
The RFI appears as a
pending item in the My RFI
Actions until an internal
user receives and logs the
RFI.
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Step 2 – On Newforma Project Center
Internal User (Howard Roark)
receives the incoming RFI
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Internal User Receives Notification
Howard receives a notification that
an RFI has arrived through the Info
Exchange web site.
He selects the link to navigate to
the RFI activity center.
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Accepts Microsoft Outlook Warning Message
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Internal User Receives Pending RFI
In the RFI activity center,
Howard selects the “Receive
Pending RFI” task.
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Internal User Receives Pending RFI
A Receive Pending RFI dialog
displays to confirm receiving the file
as a new RFI.
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Select to Log an RFI
Howard selects to
Log an RFI
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Complete RFI Form
Howard completes
the additional
required fields
and
Selects to assign the
RFI to be answered
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Select Files to Forward for Review
Newforma Project
Center displays a list
of files to forward –
Howard confirms to
send the RFI to be
answered.
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Completes Forward for Review Form
Howard Assigns the
RFI to Peter Keating,
an associate
architect that is part
of the external team.
Howard sends this
via Info Exchange.
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Specify the Info Exchange Options
Howard selects the
appropriate Info Exchange
options.
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Step 3 – On Info Exchange
External User (Peter Keating)
Answers RFI
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Assignee Receives Review Notification
Peter receives an
email notifying him
that there is an RFI
assigned to him, he
clicks to login to the
Info Exchange site to
respond.
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Assignee Logs into Info Exchange Site
Peter Keating is
prompted to log into
the Info Exchange
site.
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Assignee Reviews the Question
Peter is brought to the
RFI. He can download
the file from the Files
tab, then select to Send
Response to Howard.
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RFI Assignee Responds
Peter answers the
question and selects
the Send Response
button.
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Reviewer Confirms Response in Log
Peter can see his response is
pending in the RFI list. This will
stay in a pending state until
Howard receives the response in
Newforma Project Center.
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Step 4 – On Newforma Project Center
Internal User (Howard Roark) Logs
Answer and Responds to RFI Author
(Bob Welder)
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Internal User Receives Answer Notification
Howard receives an email
notification that Peter answered
the RFI. Howard selects the link
to go to the RFI activity center.
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Accept Microsoft Outlook Warning Message
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Receive Pending RFI Answer
Howard selects the Receive
Pending Answer task in the RFI
activity center.
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Record RFI Answer
Howard completes the Record an
RFI Answer form including
selecting the Answered action and
selects to Respond and Close.
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Select Files to Transfer with the Answer
Select a file to
transfer with the RFI
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Respond and Close the RFI
Howard completes the
Respond to RFI and
Close form selecting an
Assessment and
describing a reason.
There is default reason
text provided through a
project setting. Note that
Assessment and Reason
are for internal use only.
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Select Info Exchange Options
Howard selects the
appropriate Info Exchange
options.
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Step 5 – On Info Exchange
External User (Bob Welder)
Receives RFI Answer
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External User Receives RFI Answer Notification
Bob receives a notification of the RFI
Answer. Bob can view the attached PDF
for the full RFI transmittal and click to
download the file. He can also log into
Info Exchange to view the RFI.
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External User Views the RFI Answer
From the link in the notification, Bob can
log into Info Exchange and view the RFI
Answer.
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External User Checks RFI Status
Bob can always check the status of RFIs he has
sent in by selecting the project from the Home
page, then selecting Contract Administration >
RFIs> My RFI Actions, then selecting the View All
category. Sorting by ID will group the submission
and response in the list.
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