What is the RFI Tool?

A Request for Information (RFI) is a formal process used to obtain clarification or additional information from project members including design engineers/architects, project engineers, clients, or other project stakeholders. RFIs in Pegasus helps teams quickly create, track, and manage the entire RFI lifecycle from a centralized platform. RFIs are available on web devices only (mobile browser supported).

Feature Highlights

Simplified RFI workflows to reduce response times & accelerate timelines
Flexible workflow options for managing RFI lifecycles
Comprehensive roles & permissions
RFI notifications and reminders
Mobile (browser) access for on-site RFI management
Filter & Export capabilities for documentation and reporting
Activity logging for tracking all RFI-related actions
Integration with other tools to connect your RFI data with (coming soon)

Overview

Learn the basic workflows, configurations, and terminology for the RFI tool in Pegasus.

Glossary

Ball in Court: The current responsible party for action on an RFI
Co-reviewers: Additional reviewers who can provide comments on RFIs but aren't primary reviewers responsible for submitting official response
Watchers: Team members who receive RFI notifications but don't take direct action
Official Response: The final, approved response to an RFI

Workflow

Pegasus supports a default RFI workflow to accommodate most project use cases.

Create & Submission
1. Creator prepares the RFI with relevant questions and references
2. Once complete, Creator submits to the RFI Manager
Manager Review
1. Manager receives the RFI and evaluates the request
2. Can assign up to 10 reviewers based on expertise needed
3. Changes status to "Open" to initiate review process
Review & Response
1. Assigned Reviewer provides their expertise and responses
2. Responses are tracked separately for each reviewer
3. Manager can indicate if certain reviewers should be skipped
Official Response & Closure
1. Manager reviews all responses
2. Selects or composes the official response
3. Distributes the completed RFI to project team
Reopen (OPTIONAL)

RFI Statuses

Draft: Initial creation stage
Waiting for Submission: Completed but not yet submitted
Open: In review process
Answered: Response provided
Closed: Process complete
Void: RFI marked as no longer relevant

Navigation

Once the RFI feature has been activated for your Organization's Pegasus account, all projects in your account will now display the RFIs page in the project-level navigation menu. Select a project and navigate to the RFIs page from the navigation menu.

The project RFI page has 3 navigation tabs:

RFI Dashboard - RFI summary page for all project RFIs; use the My RFIs table to quickly access the RFIs you created or have been assigned to you
RFI List - Use this tab to see all project RFIs in a table view
RFI Settings - Access RFI settings to configure user roles and workflows

RFI Permissions

RFI roles & permissions are configured at the project level RFIs page. The Manager project permission is required configure RFI Settings & Permissions.

Follow the below steps to configure RFI Roles:

Open your project and select the RFIs page from the navigation menu.
Select the RFI Settings tab.
Select a project member from the drop-down menu and assign a Role. Available RFI Roles include:
- Manager
- Creator
- Reviewer
- Co-Reviewer
Select the Save button.

RFI Permission Matrix

This table highlights the capabilities of each RFI permission level. It also includes the capabilities of co-reviewers and watchers which can be included during the RFI lifecycle.

*Manager permission required to configure RFI Roles

Permission	Creator	Manager	Reviewer	Co-reviewer	Watchers
Create RFI	✅	✅	❌	❌	❌
Change Status to SUBMITTED	✅	❌	❌	❌	❌
Change Status to OPEN	❌	✅	❌	❌	❌
Change Status to ANSWERED	❌	✅	✅	❌	❌
Change Status to CLOSED	✅	✅	❌	❌	❌
Add Attachments	✅	✅	✅	✅	❌
Add Comments	✅	✅	✅	✅	❌
Create Official Response	❌	✅	✅	❌	❌
View & Export	✅	✅	✅	✅	✅
Notifications	✅	✅	✅	✅	✅