Create, modify, and delete requests for information

Tekla EPM
2021
Tekla EPM Tekla EPM GO

Create, modify, and delete requests for information

Use the Request For Information dialog box to manage requests for information, or RFIs. You can create new requests, add recipients for the requests, attach files or emails to requests, modify the properties of existing requests, or delete unnecessary requests.

Note that requests by either your company or any other party in the project can be recorded in the Request For Information dialog box.

Create a request

  1. In the Request For Information dialog box, click New.
  2. Define the properties of the request.

    The items that are marked with an asterisk (*) in the following table are mandatory.

    Option

    Description

    Originator *

    The party that initiated the original request.

    Click the arrow on the right side of the upper Originator list, and in the list, select the originator company.

    Click the arrow on the right side of the lower Originator list, and in the list, select the contact person that initiated the request.

    Note that only the companies that have been added for the project in the Project Management dialog box and their contact persons are available in the Originator lists.

    Orig RFI # *

    The number of the original request that was sent to your company.

    Note that the Orig RFI # is only available and mandatory if the originator of the request is some other party than your company.

    Type the request number in the Orig RFI # field.

    Orig RFI Date *

    The date when the original request was sent to your company.

    Note that the Orig RFI Date is only available and mandatory if the originator of the request is some other party than your company.

    Click the arrow on the right side of the Orig RFI Date list, and select a date in the calendar.

    RFI # *

    The number of the request or response that you are sending.

    Note that an RFI number can only be used once.

    Type the request number in the RFI # field.

    RFI Date *

    The date when you sent the request.

    Click the arrow on the right side of the RFI Date list, and select a date in the calendar.

    RFI Status

    Indicates if all necessary information regarding the request has been received.

    Remember to close requisitions once they have been responded to.

    Click the arrow on the right side of RFI Status list, and select one of the following options:
    • Open: all necessary information has not been received.

    • Closed: all necessary information has been received.

    Note:

    Setting the RFI status as Closed does not close the request, so the request can still be shown as overdue.

    To actually close the request, you need to define a response date when you have received all necessary information from the primary recipient of the request.

    Request Date *

    The date by which the requested information should be received.

    Click the arrow on the right side of Request Date list, and select a date in the calendar.

    Subject *

    The subject of the request.

    Type a subject in the Subject field.

    Body *

    The body text of the request.

    Type the text of the request in the Body field.

  3. To add recipients for the request, do the following:
    1. Click anywhere in the Recipient table.
    2. In the Recipients dialog box, click one of the following buttons:
      • New Primary Recipient: creates a primary recipient.

      • New Carbon Copy Recipient: creates a recipient that receives a copy of the original request.

    3. Define the recipient properties:

      Option

      Description

      To

      The recipient company and person.

      Click the arrow on the right side of the leftmost To list, and select the recipient company in the list.

      Click the arrow on the right side of the rightmost To list, and select the recipient in the list.

      Note that only the companies that have been added for the project in the Project Management dialog box and their contact persons are available in the Originator lists.

      Their RFI #

      The recipient's request number.

      Type a number in the Their RFI # field.

      Date Sent

      The date when the request was sent to the recipient.

      Click the arrow on the right side of the Date Sent field, and select a date in the calendar.

      Sent Via

      The method with which the request was sent.

      The available methods are set in Sent Via Maintenance. For more information, see Create, modify, and delete methods for sending documents.

      Click the arrow on the right side of the Sent Via list, and select a sending method in the list.

      Date Received

      The date when the first response from the recipient was received.

      Click the arrow on the right side of the Date Received field, and select a date in the calendar.

      Response Date

      The date when all necessary information was received, and the request status could be set to Closed.

      The response date is included in RFI reports.

      Click the arrow on the right side of the Response Date field, and select a date in the calendar.

      Response Details

      Any information regarding the response. The response details are included in RFI reports.

      Type details in the Response Details field.

    4. To add the recipient, depending on the recipient type, click Add PR or Add CC.

      Repeat steps b to d for all necessary recipients.

    5. To close the Recipients dialog box, click the Close button (X) in the upper-right corner.
  4. In the Request For Information dialog box, click Add to create the request.
  5. To attach files to the new request, do the following:
    1. Select the request in the list.
    2. Click Attached Files.
    3. In the RFI Files dialog box, click New.
    4. In the Document Index - Add Document Reference dialog box, add a file, a Microsoft Outlook email, or Microsoft Outlook email attachments.

      For more information, see Add document references.

    5. Click the arrow on the right side of the leftmost RFI list, and select the related request in the list.
    6. Click the arrow on the right side of the rightmost RFI list, and select if the attachment is a request or a response.
    7. Type a description for the attached file.
    8. Click Add Document Reference.

      Repeat steps c to h for all necessary attachments.

    9. In the RFI Files dialog box, click Save.
    10. To close the RFI Files dialog box, click the Close button (X) in the upper-right corner.

Modify a request

Modify a request to change its properties. For example, you should close a request after receiving all necessary information.

  1. In the Request For Information dialog box, select the request that you want to modify.
  2. Modify the request properties according to your needs:

    Option

    Description

    Originator

    The party that initiated the original request.

    Click the arrow on the right side of the upper Originator list, and in the list, select the originator company.

    Click the arrow on the right side of the lower Originator list, and in the list, select the contact person that initiated the request.

    Note that only the companies that have been added for the project in the Project Management dialog box and their contact persons are available in the Originator lists.

    Orig RFI #

    The number of the original request that was sent to your company.

    Note that the Orig RFI # is only available and mandatory if the originator of the request is some other party than your company.

    Type the request number in the Orig RFI # field.

    Orig RFI Date

    The date when the original request was sent to your company.

    Note that the Orig RFI Date is only available and mandatory if the originator of the request is some other party than your company.

    Click the arrow on the right side of the Orig RFI Date list, and select a date in the calendar.

    RFI #

    The number of the request or response that you are sending.

    Note that an RFI number can only be used once.

    Type the request number in the RFI # field.

    RFI Date

    The date when you sent the request or a response to the request.

    Click the arrow on the right side of the RFI Date field, and select a date in the calendar.

    RFI Status

    Indicates if all necessary information regarding the request has been received.

    Remember to close requisitions once they have been responded to.

    Click the arrow on the right side of the RFI Status list, and select one of the following options:
    • Open: all necessary information has not been received.

    • Closed: all necessary information has been received.

    Request Date

    The date by which the requested information should be received.

    Click the arrow on the right side of the Request Date list, and select a date in the calendar.

    Subject

    The subject of the request.

    Type a subject in the Subject field.

    Body

    The body text of the request.

    Type the text of the request in the Body field.

  3. To add recipients for the request, do the following:
    1. Click anywhere in the Recipient table.
    2. In the Recipients dialog box, modify the recipient properties according to your needs:

      Option

      Description

      To

      The recipient company and person.

      Click the arrow on the right side of the leftmost To list, and select the recipient company in the list.

      Click the arrow on the right side of the rightmost To list, and select the recipient in the list.

      Note that only the companies that have been added for the project in the Project Management dialog box and their contact persons are available in the Originator lists.

      Their RFI #

      The recipient's request number.

      Type a number in the Their RFI # field.

      Date Sent

      The date when the request was sent to the recipient.

      Click the arrow on the right side of the Date Sent field, and select a date in the calendar.

      Sent Via

      The method with which the request was sent.

      The available methods are set in Sent Via Maintenance. For more information, see Create, modify, and delete methods for sending documents.

      Click the arrow on the right side of the Sent Via list, and select a sending method in the list.

      Date Received

      The date when the first response from the recipient was received.

      Click the arrow on the right side of the Date Received field, and select a date in the calendar.

      Response Date

      The date when all necessary information was received, and the request status could be set to Closed.

      The response date is included in RFI reports.

      Click the arrow on the right side of the Response Date field, and select a date in the calendar.

      Response Details

      Any information regarding the response. The response details are included in RFI reports.

      Type details in the Response Details field.

    3. Click Edit to save the changes.

      If necessary, you can also delete recipients by selecting them, clicking Delete, and clicking Yes to confirm.

    4. To close the Recipients dialog box, click the Close button (X) in the upper-right corner.
  4. To modify the files that are attached to the request, do the following:
    1. Select the request in the list.
    2. Click Attached Files.
    3. In the RFI Files dialog box, select an attachment and modify its description according to your needs.
    4. If necessary, click the arrow on the right side of the list that is next to the description, and select if the attachment is related to a request or a response.
    5. Click Save.

      If necessary, you can also delete attached files by selecting them, clicking Delete, and clicking Yes to confirm.

    6. To close the RFI Files dialog box, click the Close button (X) in the upper-right corner.

Delete a request

Note that deleting a request is permanent and cannot be undone.

  1. In the Request For Information dialog box, select the request that you want to delete.
  2. Click Delete.
  3. To permanently delete the request, click Yes in the confirmation dialog box.
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