The RFI Status can be of 6 types:

  • Draft

  • Open

  • Responded

  • Closed

  • Re-Opened

  • Rejected

  • Void


Pointers regarding status:

  • The RFI once created will have an Open status

  • The RFI which has been answered and has already been sent back to the creator but had not been approved (closed) or rejected will have a status of Responded (Pending Approval)

  • The creator can change the status of the RFI to Void if the query raised in found to be invalid, query entry is incorrectly done or duplicate RFIs are found to exist in the application

  • If the answer to the RFI is found to be unsatisfactory or wrong then the RFI can be rejected by the creator.

  • If the answer to the RFI is found to be satisfactory or correct then the RFI can be closed by the creator.

  • The creator can close or make void but cannot reject an RFI which has not been responded to yet.

  • A responded RFI can be rejected, closed or made void by the creator


Email Notifications send from Application:

  • Email notification is sent to the creator of the RFI, assigned user & users in CC list when the RFI is created

  • Email notification is sent to all the concerned users associated with the RFI whenever the RFI is forwarded

  • Email notification is sent to all concerned users whenever any comment is entered by any user

  • Email notification is sent to all concerned users whenever answer to RFI query  is given by the assigned user

  • Email notification is sent to all concerned users whenever the RFI undergoes any status change

Action-Status Matrix

The Action Status Matrix outlines the various status-change actions that can be performed by users on RFIs with different types of statuses.


STATUS OF RFI

ACTIONS PERFORMED BY USERS


Open

Reject

Close

Re-open

Void

Forward/
Reply

Add Comment

Open

X

N

Y

N

Y

Y

Y

Reject

N

X

N

Y

N

N

N

Close

N

N

X

Y

N

N

N

Re-open

X

N

Y

X

N

Y

Y

Void

N

N

N

N

X

N

N

Responded

N

Y

Y

N

Y

X

Y


Elucidation:

  • A newly created RFI (Status: Open) can be closed (before being responded to), made void, responded to or forwarded to another user. Also, comments can be added for a newly created RFI.

  • A rejected RFI can only be re-opened.

  • A closed RFI can also only be re-opened.

  • A re-opened RFI can be closed, responded to or forwarded to another user. Also, comments can be added for a re-opened RFI.

  • No status change can be performed for an RFI made Void. It can only be viewed

  • A responded RFI can be closed, rejected or made void. Also, comments can be added for an already responded RFI.

User-Action Matrix based on User Type

The Action Matrix based on User Type outlines accessibility of the various operations that can be implemented on the RFI module to users with different privilege levels.


RFI OPERATION

USERS WITH VARIOUS ACCESS LEVELS


Owners

Employee

Guest with Edit & Edit + Publish

Guest with read-only

Settings CRUD

Y

N

N

NO ACCESS TO MODULE

Creating RFI

Y

Y

Y

NO ACCESS TO MODULE

Viewing RFI

Y

Y

Y

NO ACCESS TO MODULE


Elucidation:

  • Only Project Owners (Owners = Account owner + Account admin + Project owner) will have access to the RFI Settings.

  • RFI can be created and viewed by Owners, Employee (Project Members), Guest Users with Edit privileges and Guest Users with Edit and Publish privileges.

  • Users who have access as Guest with read-only privileges will not have authorization to access the entire RFI module.

User-Action Matrix based on RFI Flow

TheAction Matrix based on RFI Flow outlines the various actions that can be performed on the RFI by users present at various levels of RFI flow.


ACTION

USERS AT VARIOUS LEVELS OF RFI FLOW


RFI Creator

RFI TO

RFI CC

 Note

Add comment

Y

Y

Y


Answer RFI

N

Y

N


Close RFI

Y

N

N


Reject RFI

Y

N

N


Re-open RFI

Y

N

N


Void RFI

Y

N

N


Forward RFI

Y

Y

N

Cannot be forwarded to those who are already in TO/CC


Elucidation:

  • Comments can be added to an RFI by all the concerned users associated in some form with the RFI, which includes the creator (author) of the RFI, the RFI Assignee and the users added in the CC list during RFI creation.

  • RFI query can only be answered by you to whom the RFI has been assigned for resolution i.e. you email id entered in the RFI To section during the time of RFI creation

  • An RFI can be closed, rejected, made Void and a closed or rejected RFI can be re-opened by only the RFI Creator

  • An RFI can be forwarded to another user by the creator (status of the RFI is OPEN) as well as you to whom the RFI has been assigned for resolution (status of the RFI is again OPEN)

Accessibility Options

  • Project owner & Account Admin can create RFI, view RFI, forward RFI and enter comments and on top of that can view details all RFIs created by Project user (Employee of the account) and Guest users (who are having edit & edit with Publishing) within that particular project.

  • Project user (Employee of the account) and Guest users (who are having edit & edit with Publishing) can create RFI, view RFI, Forward RFI and enter comments

  • The Assigned User can only answer/reply to the RFI

  • The creator can forward the RFI before it has been responded. The Assigned user can forward the RFI to one or multiple users before response.

  • The Close / Reject / Void operations can be performed by the Creator of the RFI

  • The Creator of the RFI can re-open a closed or rejected RFI. The creator can also forward a re-opened but not responded RFI. The Assigned user can also forward an RFI before responding.

  • Users in RFI sending CC list, creator, assigned user, can enter comments. Although, comments cannot be entered once the RFI is closed, rejected or made void. Comments can be entered only after re-opening an RFI.