Submitting and Tracking RFIs

Requests for Information (RFIs) are the formal mechanism for asking questions and getting official answers during a project. In TraxPhase, RFIs are tracked from submission through final answer, and can be linked to Change Orders when the answer results in a scope change.

Steps

1. Open the project and go to RFIs

Navigate to your project and click the RFIs tab.

2. Create a new RFI

Click New RFI. Fill in:

• Subject — a concise summary of the question
• Question — full details of the information needed, including any recommendations or references
• Attachments — drawings, specs, or photos to support the question (PDF, PNG, JPG supported)

3. Submit the RFI

Click Send to EOR. The RFI is assigned a sequential number, the question side is locked, and the EOR is notified by email to provide their response.

4. Track responses

Once submitted, the back-and-forth is logged chronologically on the RFI record:

• The EOR replies → RFI moves to In dialog
• You can send a follow-up question if the reply needs clarification
• When you're satisfied with the response, click Accept as final → RFI moves to Answered
• Both parties sign the completed RFI document and it is uploaded to execute the record → Executed

5. Link to a Change Order if needed

If the RFI answer results in a scope change, create a Change Order and link this RFI to it. See Managing Change Orders.

RFI Statuses