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Sending and Tracking RFIs from War Room

War Room lets you create, issue, track, and receive answers to RFIs from one place. An RFI starts as a draft inside War Room. When it is ready, Foreman can generate an RFI packet, send it from your connected email account, give the recipient a secure response link, and bring the answer back into the project automatically.

Create Issue Track Answer

What this feature does

The RFI workflow helps your team manage the full RFI loop.

  1. Draft an RFI inside War Room.
  2. Generate a branded RFI packet/PDF.
  3. Send the RFI from your connected Gmail or Outlook account.
  4. Give the recipient a secure response page.
  5. Track when the RFI is issued, viewed, and answered.
  6. Capture the official answer back inside War Room.
  7. Update the RFI status automatically.
  8. Keep an activity record for the project.

This turns RFIs into a tracked project workflow instead of a loose email thread.

Why connect your email

RFIs are sent from your connected email account, not from a generic Foreman address.

This means the architect, engineer, owner's representative, vendor, or subcontractor sees the message as coming from you or your company.

Foreman creates the RFI packet, tracking link, and secure response page. Your connected email account sends the message.

Example

From:    Project Manager <you@yourcompany.com>
Subject: RFI #004 — Beam Conflict on S-3

If your email is not connected, Foreman will ask you to connect it before issuing an RFI externally. You can still draft the RFI and prepare the packet, but live sending requires a connected email account.

RFI statuses

RFIs may move through several statuses.

DraftThe RFI has been created but has not been issued externally.
IssuedThe RFI has been sent to a recipient and is waiting for an answer.
AnsweredThe recipient submitted an official response through the secure response page.
ClosedYour team has reviewed the answer and marked the RFI complete.
OverdueThe RFI has passed its due date and has not been answered.
VoidedThe RFI was canceled and should no longer be used.

Creating an RFI

Create an RFI manually in War Room, or ask Foreman AI to draft one for you.

Example prompts

Create an RFI about the beam conflict on sheet S-3.
Draft an RFI asking the architect to clarify the footing detail.
Create an RFI for the missing window head height on A-602.
Generate an RFI from this plan conflict.

Foreman AI can help fill in the title, question, description, sheet reference, due date, and supporting context.

Draft RFIs stay internal until you choose to issue them.

Issuing an RFI

When an RFI is ready to send, open the RFI and choose Issue.

Foreman will prepare

  • recipient email
  • subject line
  • branded email body
  • RFI PDF/packet
  • secure response link
  • tracking metadata

Before sending, you will see a preview. External sending requires confirmation. Foreman will not send RFIs without your approval.

What the recipient receives

The recipient receives a branded RFI email from your connected email account.

The email may include

Project nameSo the recipient knows which job the RFI belongs to.
RFI number/titleA clear reference for tracking the question.
QuestionThe specific item that needs an answer.
Due dateWhen the response is needed.
Attached RFI PDFThe branded packet and any supporting attachments.
Answer RFI buttonOpens the secure response page.

The recipient does not need a Foreman account to respond.

Secure response page

The Answer RFI button opens a secure response page.

The page shows only the information needed to answer that specific RFI

  • RFI title
  • project name
  • sender/company information
  • question
  • sheet reference
  • due date
  • RFI PDF or supporting attachments
  • answer form

The recipient cannot see internal notes, costs, private files, other RFIs, or unrelated War Room data.

Submitting an official answer

The response page gives the recipient a structured answer form.

They can provide

  • official answer
  • clarification notes
  • schedule impact
  • cost impact
  • approved-to-proceed confirmation
  • respondent name, title, company, and email
  • supporting attachment, if allowed

The recipient must confirm that they are authorized to answer the RFI before submitting.

After submission

  • the answer is saved to the RFI
  • the RFI status changes to Answered
  • the activity feed records the response
  • the project team can review the answer inside War Room

Tracking an issued RFI

War Room can track key RFI events.

Issued/sentWhen the RFI left your connected email account.
ClickedWhen the recipient opened the response link.
ViewedWhen the recipient loaded the secure response page.
AnsweredWhen the recipient submitted the response form.
ExpiredWhen a response link is no longer valid.
Failed sendIf applicable, when an attempted send did not go through.

Open tracking can be limited by some email clients and privacy tools, so clicks, views, and submitted answers are usually more reliable than email-open data.

Using Foreman AI with RFIs

Foreman AI can help manage the RFI workflow.

You can ask it to

  • draft an RFI from a plan issue
  • generate an RFI PDF
  • prepare the issue email
  • attach the RFI packet
  • summarize open RFIs
  • show overdue RFIs
  • check whether an RFI has been answered
  • summarize the official answer
  • suggest next steps after an answer comes back

Examples

Draft an RFI for the beam conflict on S-3.
Prepare this RFI to send to the architect.
Show me issued RFIs that have not been answered.
Summarize the answer to RFI #004.
Create a follow-up task from this RFI answer.

Sending externally always requires confirmation.

AI Operation Mode

When Foreman AI creates, updates, or issues an RFI, War Room may show an Operation Mode sequence.

You may see Foreman

  • open the RFI module
  • open the RFI record
  • type into fields
  • prepare the RFI packet
  • attach files
  • show a send preview
  • switch the status to Issued
  • highlight the updated RFI

This visual playback shows what Foreman is doing. The saved War Room record remains the source of truth.

Security and access

RFI sending and response handling include several safeguards.

  • RFIs are sent from your connected email only after confirmation.
  • Secure response links are scoped to one RFI.
  • Recipients do not need project access.
  • Recipients cannot browse your War Room.
  • Internal notes and cost information are not exposed.
  • Sensitive actions require confirmation.
  • Activity is logged for audit history.

Changing or revoking a response link

If an RFI link needs to be disabled or regenerated, use the RFI tracking or issue controls where available.

A revoked or expired link should no longer allow a recipient to submit an answer.

Best practices

A few habits keep RFIs clear, trackable, and easy to answer.

Use clear RFI titles

Good: RFI #004 — Beam Conflict at Grid B/S-3
Weak: Question
Include the sheet referenceThis helps the architect or engineer answer faster.
Attach relevant plan snippets or supporting documentsA clear visual reference reduces back-and-forth.
Set a due dateDue dates help War Room identify overdue RFIs.
Use the secure answer form for official responsesEmail replies can get lost. The response form writes the answer directly back into War Room.
Close RFIs after reviewing the answerAnswered means the recipient responded. Closed means your team reviewed and accepted the answer internally.

Common questions

Quick answers to the questions teams ask most.

Does the recipient need a Foreman account?

No. The recipient can answer through the secure response link without signing up.

Can Foreman send from my company email?

Yes. If your email integration is connected and authorized, RFIs are designed to send from your connected Gmail, Outlook, or supported email account.

What happens if my email is not connected?

Foreman will ask you to connect your email before issuing the RFI externally. You can still draft the RFI and prepare the packet.

Can Foreman AI send RFIs automatically?

No. Foreman AI can prepare the RFI and email, but external sending requires your confirmation.

Can the recipient see the whole project?

No. The response link only exposes the specific RFI and safe supporting information needed to answer it.

What status does an RFI get after sending?

Once sent externally, the RFI becomes Issued.

What status does an RFI get after the recipient answers?

After the recipient submits the response form, the RFI becomes Answered.

Should I close an answered RFI?

Yes. After your team reviews and accepts the answer, mark the RFI Closed.

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