Spot submittals that threaten the schedule.
Late approvals surface after procurement slips.
Est. deploy 2–4 weeksSee the walkthrough
Operations & Reporting · Construction
Keep RFIs tied to the latest response.
Answers are buried in email threads.
For: Project managers and the team responsible for operations & reporting in construction.
01 · The outcome
What good looks like.
The team has a reviewed RFI register with source links, with source evidence and an explicit approval before any external action. Track rfis open beyond their due date against a baseline; do not assume automation improves it.
A connected workflow that uses RFI reference, drawing revision, response text, and due date to link the response to the open RFI and flag superseded drawings without interpreting design intent. It produces a reviewed RFI register with source links.
Where AI helps, and where a person decides.
AI can link the response to the open RFI and flag superseded drawings without interpreting design intent. It drafts and organizes; it does not authorize spending, commitments, clinical decisions or customer communication. The project manager verifies the source facts and approves the final action.
Project manager is accountable. People approve customer-facing, sensitive, financial, and legally binding actions.
- Project manager: Capture the source and scope
- Project manager: Review the proposed outcome
- Project manager: Release only the approved version
- Project manager: Check the result and exceptions
A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
02 · The handoffs
How the work moves.
Every handoff has an owner. Select a step to open or close its detail.
Start when: An RFI or design-team response arrives. Connect only RFI reference, drawing revision, response text, and due date. The project manager confirms the request is authorized and in scope.
Ready when: The source reference, permissions and accountable owner are recorded.
Use the authorized records to link the response to the open RFI and flag superseded drawings without interpreting design intent. Preserve the original language alongside the draft and label uncertain fields.
Ready when: Each proposed fact links back to a source, and missing information is visible.
Check a reviewed RFI register with source links against the original records and current policy. Correct errors and escalate exceptions to the qualified specialist; do not auto-approve.
Ready when: Project manager has recorded approval or a reason to hold the item.
After explicit approval, save a reviewed RFI register with source links in the system of record. Send only approved messages to verified recipients. Record the version and prevent duplicate delivery.
Ready when: The approved record is saved; any delivery is confirmed or placed in the retry queue.
Review rfis open beyond their due date each week, sample completed records for quality, and resolve held items. Change the rules only after reviewing actual errors and staff feedback.
Ready when: Exceptions have owners, the metric has a baseline, and corrective actions are assigned.
Sample record.
$ david run --workflow=construction-rfi-tracker
ILLUSTRATIVE RECORD / NOT LIVE CUSTOMER DATA
- Example
- Illustrative only — not a real client record
- Reference
- CONSTRUCTION-RFI-TRACKER-DEMO-001
- Trigger
- An RFI or design-team response arrives.
- Owner
- Project manager
- Prepared output
- a reviewed RFI register with source links
- Review status
- Awaiting human approval — no external action taken
- Missing information
- Owner to verify source completeness
- Measure
- RFIs open beyond their due date
Start with your tools.
Connect Procore, QuickBooks, Microsoft 365 through approved APIs or controlled exports. Map record identifiers first; test permissions and field updates in a sandbox. Vendor names describe possible connections, not a guarantee of an available integration or license.
When things go wrong.
- A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
- Use only authorized sources and role-based access. Keep an audit trail of source records, drafts, approvals and delivery status; deduplicate retries.
- If an integration fails, a source is missing or confidence is low, pause the action and assign the original request to the accountable owner.
Try this week / no DAVID required
A useful first step.
This week, have your project manager time five examples of this work. Use redacted copies of RFI reference, drawing revision, response text, and due date to make a reviewed RFI register with source links manually, then list which fields required judgment.
What to measure.
- RFIs open beyond their due date
- Minutes of human handling per completed item
- Drafts needing substantive correction
- Exceptions unresolved beyond the agreed review window
Estimate your time back.
20.8
$11,232
03 · More workflows to consider
Related workflows.
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