Request for Information Workflow

How is this workflow audited for compliance purposes?

Every RFI record retains a full status history—from Open through Assigned, Response Submitted, Under Review, and Closed—so reviewers and auditors can trace who took each action and when. This status trail is maintained automatically inside assess.one as the workflow progresses, supporting internal quality reviews or external audit requests without needing separate documentation.

Who has access to RFI records and at which stages?

Access is role-based: coordinators manage triage and assignment, responders provide clarifications, reviewers approve or return responses, and requesters receive notifications at closure. These roles and their permissions are configured directly within assess.one, allowing administrators to control visibility and edit rights at each stage of the RFI lifecycle.

How does this integrate with existing project communication tools?

Notification steps such as Notify Requester can be configured to send updates via email, Slack, or other supported channels, all set up inside assess.one without requiring separate development work. This keeps requesters and stakeholders informed at key milestones, such as when a response is distributed or an RFI is closed.

Can the workflow be customised for organisation-specific approval logic?

Yes, steps such as Reviewer Checks Response and Route Review Outcome can be adjusted to reflect an organisation's specific approval hierarchy, escalation rules, or number of review stages. Coordinators or administrators can modify roles, due dates, and routing logic directly within assess.one to match existing governance standards.

What happens when a reviewer returns a response for revision?

If a reviewer determines a response is incomplete or inaccurate, the Set Status: Returned for Revision step is triggered, and the RFI is routed back to the responder for correction. This creates a documented feedback loop, helping maintain accountability and response quality before the RFI proceeds to distribution or closure.

How does the workflow handle RFIs that impact project scope, cost, or schedule?

The Check Scope/Cost/Schedule Impact step evaluates whether a response introduces changes beyond the original project baseline. Where impact is identified, the Raise Change Order Task step automatically generates a linked task, helping ensure change-impacting clarifications are escalated for formal change management rather than closed silently.

Who needs access to this workflow within a larger organisation?

Typically, project coordinators, technical responders (such as designers or engineers), reviewers or approvers, and the original requesters all require access, each scoped to their relevant steps. Administrators can assign and adjust these access levels inside assess.one as project teams or responsibilities change over time.

How long does it take to implement this workflow?

The RFI Management template is ready to use and can be published in minutes inside assess.one, without a lengthy implementation project. Once published, teams can begin submitting, triaging, and responding to RFIs immediately, with roles and notifications configured as needed.

What compliance considerations apply when setting response due dates?

The Set Response Due Date step allows organisations to align RFI turnaround times with contractual or regulatory obligations relevant to their project or industry. Coordinators can adjust due date logic within assess.one to reflect specific contract terms, helping support timely responses and reducing exposure to schedule-related disputes.