Field & Compliance · Engine

RFI Tracker (engine)

Extract RFIs from an RFI log export or a batch of individual RFI documents. The AI normalizes them into structured records — number, subject, status, dates, responsible party — ready to push into the RFI Tracker.

Engine Phase: Field & Compliance Runtime: 30-60 seconds Pro+

What it does

RFI Tracker (the engine) ingests one of two inputs: a bulk RFI log (PDF or XLSX export from Procore, Autodesk, etc.) or a batch of individual RFI documents, and extracts each RFI into a structured record: RFI number, subject, description, submittal date, target response date, actual response date (if closed), responsible party, status (open / responded / closed), and any attached cost/schedule impact.

Output imports directly to the RFI Tracker workspace as tracked items with overdue alerts and response-time metrics.

When to use it

Taking over a project with an existing RFI log — import it in one shot.
Monthly RFI log audit — extract fresh state from the design team's log.
Catching RFIs that came in over email but never made it into a log.

What to upload

A consolidated RFI log (PDF or XLSX) — most common
Or multiple individual RFI documents
Or a folder of emails exported as PDF (the engine extracts RFI-shaped content)

Step by step

Open the engine
Sidebar → Engines → RFI Tracker (under Field & Compliance).
Upload log or batch
One document or multiple.
Run
20–60 seconds depending on volume.
Review extracted records
Each extracted RFI as a row — edit dates or responsibility before importing.
Import to tracker
Click Import to RFI Tracker. Items merge by RFI number if already present.

Understanding the results

Extracted RFI table

Every RFI as a row. Columns: number, subject, submittal date, response due, responsible, status, cost/schedule impact.

Overdue flags

RFIs past their response-due date are flagged automatically.

Response-time stats

Median + 90th percentile response time across closed RFIs — useful for arguing design team throughput.

Every control, explained

Run analysis

One run.

Edit RFI row

Correct any mis-extracted fields before import.

Import to RFI Tracker

Push everything into the tracker workspace.

Export PDF

Formatted RFI log report.

Export XLSX

Raw RFI table.

Chains

Chains into

Change Order ReviewData

RFI Triggers Change Order? — RFI response reveals scope change \u2014 check if it qualifies as a valid change order.

Bid Scope Compliance

Verify RFI Against Scope — Cross-check RFI items against original bid scope to confirm coverage or identify gaps.

Chained from

Contract ReviewData

Track Contract RFIs — Contract terms carry forward \u2014 RFIs are checked against original contract scope and obligations.

Field Daily Report

Field Issues Need RFI — Field observations that require design clarification are routed to RFI tracking.

Exports

PDF — RFI log report.
XLSX — raw RFI table for your own dashboarding.
CSV — flat list.

Troubleshooting

RFI numbers duplicate on import

Engine merges by RFI number; duplicates from two different projects need to be disambiguated. Include a project prefix in your RFI numbers, or import one project at a time.

Response dates missing

Often only open-RFIs lack response dates — that's correct. Closed RFIs without response dates usually means the source log didn't include them.