How to Use RFIs in Raken

A Request for Information (RFI) is a formal process used to clarify construction documents, drawings, or field conditions. Raken’s RFI tool bridges the gap between the field and the office, allowing subcontractors and supervisors to quickly get answers from architects, engineers, or owners—even if those parties don’t have a Raken account.

Quick Answer

To create an RFI in Raken:

Navigate to your Project and select the RFI tool.
Click or tap + Add RFI.
Enter the Title, Question, Due Date, and Assignee.
Attach any relevant Photos or Marked-up Plans.
Note any potential Cost or Schedule Impacts.
Click Save to notify the recipients.

Step-by-Step Instructions

On the Web

Step 1: Navigate to the RFI Tool Log into the Raken web app. Select a specific Project from your dashboard, then click the RFI tool in the left-hand menu.

Step 2: Start a New RFI Click the orange + Add RFI button in the top right.

Step 3: Fill in Essential Details Enter a clear Title, the Originating Company, and the RFI Manager. Set a Due Date (defaults to 7 days) and input your specific Question. You can also assign Cost Codes for better financial tracking.

Step 4: Add Attachments and Markups Upload documents or photos. You can also select existing project plans from your Raken document storage and markup the drawing directly to highlight the issue.

Step 5: Assign Recipients Select internal team members or enter the email of an external contact (like an Architect). Use the CC field for stakeholders who need to stay informed but aren't responsible for the answer.

Step 6: Flag Impacts and Save Indicate if this RFI has potential Cost, Schedule, or Plan impacts. Enter estimated dollar amounts or days if known. Click Save to send the formal request.

On Mobile

Step 1: Open the RFI Section Open the Raken app, select your project, and tap the RFIs icon.

Step 2: Create Entry Tap the orange + button.

Step 3: Capture Field Info Enter the Title, Due Date, and Question. Use your camera to attach photos of the on-site issue immediately.

Step 4: Assign and Notify Select your Assignee and set Notification preferences to ensure they receive an alert.

Step 5: Review and Save Review your entries and tap the checkmark or Save to distribute the RFI.

How to Respond to an RFI

Internal Users: Navigate to the RFI section on web or mobile, open the assigned RFI, and type your response. You can add supporting attachments before hitting Notify.
External Users (Guest Mode): External contacts receive an email with a secure link. They can view the full RFI and submit a response with attachments without needing to log in or have a Raken account.

Troubleshooting & FAQ

Can I see a log of all RFIs across the whole company? Yes. Navigate to Company > RFIs on the web app to see a master list of every RFI across all active projects.

How do I share a completed RFI with a subcontractor? You can either use the Share feature to email the RFI directly from Raken or download a PDF Report that includes the question, all responses, and a full activity history.

What happens if a recipient doesn't respond? Raken sends automated reminders based on the due date you set. You can also manually "Resend" or "Notify" from the RFI management screen.

Technical Specifications

Platform Support: iOS, Android, and Web.
External Access: "Guest Mode" allows response via email link (no login required).
Reporting: Exportable as a PDF RFI Report or Activity Log.
Plan Required: Performance Plan or higher.

Considerations

Plan Markups: When you markup a plan for an RFI, you have the option to save that markup back to the original file in Raken's document storage or keep it localized to the RFI.
Impact Tracking: Use the "Potential Impact" flags to generate reports later on how many RFIs resulted in change orders or schedule delays.
Audit Trail: Raken maintains a chronological activity log of every view, edit, and comment, ensuring complete accountability.