First, open a document in the Viewer then draw the RFI annotation. After you save the RFI annotation it is automatically saved in the application and simultaneously send to the assigned user. The creator can enter comments and/or click on [Close] or [Void] button to close the RFI or make the RFI void after its creation even before its response.
On the other hand, the 'Assigned To' user will access the RFI through the Viewer (from the 'saved RFIs' drop-down), respond to the RFI and mark the RFI as responded. Now, the creator can access the responded RFI through the Viewer (from the 'saved RFIs' drop-down) and can close the RFI, mark the RFI as void or reject the RFI response.
Creating, responding and closing a RFI annotation through the Viewer:
RFIs are created by clicking the RFI icon [highlighted by red rectangle in the screenshot below] on the tool bar and then clicking on the portion of the drawing where you feel suitable to annotate the RFI. This is shown in the screenshot below,
Immediately after you annotate the RFI icon, the Create RFI pop-up box will appear as shown in the screenshot below,
The screen appears as below after you enter the relevant information (you will have to fill up the following fields mandatorily: TO, Subject & Question)
Note: The application automatically populates the sheet no. field with the file name of the document on which you creating the RFI. You will not be able to remove the auto-populated sheet no. but can associate sheet nos. of other documents in the same project.
After entering all the details and attaching any files (if required) you need to click on the [Create RFI] button and then save the annotation. Also, you can save the RFI as draft (which will be viewable and editable to the creator only) by clicking the [Save as Draft] button. After clicking the [Create RFI] button the newly created RFI annotation will appear on the document.
Once you close the Viewer screen and next time you open the same document the RFI annotation will disappear. To access the saved RFI annotation, you need to navigate to the 'saved RFI' drop-down present at the top bar of the viewer screen. Clicking this drop-down will display all the saved RFIs annotated on that particular document on which these RFIs are created. Each RFI may have different current statuses. Once the drop-down opens up, you can click on any of the RFI info menu to make the RFI annotation icon appear on the document. If you click on [View all] button, then all the RFI annotations in the drop-down will appear on the document.
This is shown in the screenshot below,
Clicking anywhere on the document will close the drop-down. The color of the RFI annotation on the document also changes and takes on the color of its current status.
Note: Clicking [Refresh] button to refresh the server, meaning that any status change of existing RFIs, new RFI created on the same document through other accounts (where the document is shared with full access) or through the same account but in other devices will get reflected on the 'saved RFI' drop-down.
Clicking on the RFI annotation will open up the RFI details pop-up box.
How a newly created RFI (Status: Open) saved as an annotation on the document will appear to the creator is shown in the screenshot below,
Once you click the [Forward] button, the email entry text box along with forwarding comments section will appear. This is shown in the screenshot below,
The creator can select the email ID of user to whom the RFI will be forwarded from the Contacts list within the Forward To text box. Also, the creator can enter any comments related to why the RFI is being forwarded to the concerned user. Multiple email IDs can be selected within the Forward To text box. After selecting the email ID and/or entering comments creator will have to click on [Send] button to forward the RFI. Creator can also click on [Cancel] button to abandon the forwarding process and move back to the previous screen.
The assigned user can access the same project (either as account user or shared user with full access), then open the document (where the RFI annotation is created) and then access the assigned RFI annotation from the 'saved RFI' drop-down.
How a newly created RFI (Status: Open) saved as an annotation on the document will appear to the assigned user is shown in the screenshot below,
The assigned user can now enter the Answer to the query given in the RFI (optionally can add attachments in support of his/her response) and click on the [Reply] button to notify the creator, the users in the CC list. The answers entered is displayed in the screenshot below,
Assigned user can enter comments within the Add Comments text box and then click on button to make the comments appear on the RFI History section of the pop-up box.
Again, the assigned user can forward the RFI details to another user for viewing and commenting by clicking the [Forward] button. The following pop-up box appears once you click on the [Forward] button,
The email ID of user to whom the RFI details will be forwarded is selected from the Contacts list by clicking the button within the Forward text box. Also, assigned user can enter comments along with the forwarded RFI. After selecting the email and entering comments assigned user needs to click on the [send] button to forward the RFI details.
After assigned user enters the answer and clicks the [Reply] button the status of the RFI changes to RESPONDED. This is shown in the screenshot below,
The assigned user can view the responded RFI after clicking on the RFI annotation. This is shown in the screenshot below,
The creator will be able to view an answered RFI on the viewer. In order to view the responded RFI the creator must first open the document where the RFI is annotated and click on the RFI drop-down. The RESPONDED RFI will appear under the drop-down. After clicking the RESPONDED RFI on the menu, the RFI Annotation will appear as shown in the screenshot below,
Clicking on the RFI Annotation will open up the responded RFI. This is shown in the screenshot below,
The creator can choose to close the RFI, reject it or make it void by clicking on the [Close RFI], [Reject RFI] or [Void RFI] button, respectively.
If the creator clicks [Close], then the status of the RFI on the RFI drop-down will be displayed as CLOSED as shown in the 'saved RFI' drop-down below,
The creator can click on the closed RFI row on the 'saved RFI' drop-down to make the closed RFI annotation appear on the document. After the annotation appears, creator can click on the annotation to view the closed RFI annotation. This is shown in the screenshot below,
Note: The process of reopening a closed or rejected RFI (by the creator) is same as that of project-level. Please refer to the Viewing RFI at project-level help file for more details on reassigning an RFI and Brief workflow of RFI help file for more details on reopening an RFI.