Field & Compliance · Engine

RFI Tracker (engine)

The RFI Tracker engine is the extraction step that turns an RFI log export or a batch of individual RFI documents into structured records. Each record carries the RFI number, subject, dates, responsible party and status, and imports into the RFI Tracker workspace with overdue alerts and response-time metrics.

By Trueleveler Editorial

Updated September 30, 2026

Engine Phase: Tracking Runtime: 30-60 seconds Pro+

What does the RFI Tracker engine do?

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 should I use the RFI Tracker engine?

Use the RFI Tracker engine when you take over a project with an existing RFI log, for a monthly audit of the design team's log, or to catch RFIs that arrived by email but never made it into a log.

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 do I upload to the RFI Tracker engine?

Upload a consolidated RFI log as a PDF or XLSX file (the most common case), a batch of individual RFI documents, or emails exported as PDF.

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)

How do I run the RFI Tracker engine?

To run the RFI Tracker engine, open it, upload the log or batch, run it, review the extracted records and import them to the tracker.

Open the engine
Sidebar → Engines → RFI Tracker (under Field & Compliance).
Upload log or batch
One document or multiple.
Run
30–60 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.

How do I read the RFI Tracker engine results?

The result is a table of extracted RFIs with overdue flags and response-time statistics.

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 Review

Track Contract RFIs — Track the RFIs raised on this contract — upload the RFI log or responses to extract open items and flag cost or schedule impact.

Field Daily Report

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

RFI DrafterData

File the RFI — Drafted RFI flows directly into the RFI tracker for routing, response, and aging.

Voice Synthesis (Meetings)

Walk Captured an RFI — Voice note flagged a design clarification need — file as RFI in the tracker.

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.

Sources

Instructions: G716-2004, Request for Information (RFI)AIA Contract DocumentsThe AIA standard RFI form; it asks for a reply date and does not authorize a change in cost or time.
FAR 52.236-21: Specifications and Drawings for ConstructionAcquisition.gov, Federal Acquisition RegulationThe federal clause on how differences between drawings and specifications are resolved and sent to the contracting officer.