Late RFI and submittal responses hold up work on site, and the log that should show what is outstanding is often days behind. Extracting the key fields as items arrive and tracking due dates automatically keeps the log current. Engineers keep writing every technical response. These four steps set it up on a single project first.
Step 1 — Agree the log fields
Goal: Decide what every entry must record.
- List the fields: number, subject, references, requester, reviewer, due date and status.
- Agree the due-date rules from the contract or project procedures.
- Decide who confirms unclear entries.
- Pick one active project to start.
You finish with: A log format, due-date rules and an owner.
Step 2 — Read items as they arrive
Goal: Log every item quickly and accurately.
- Connect the email inbox, upload folder or project platform used for RFIs and submittals.
- Extract the agreed fields and link each entry to its source document.
- Flag items with missing or unclear fields for the owner to confirm.
- Check a sample of entries against the source each week.
You finish with: A log that is current within a working day.
Step 3 — Track and remind
Goal: Make sure responses arrive on time.
- Track status from open to answered and closed.
- Send reminders to whoever owes a response before it is due.
- Send the project lead a short daily list of overdue and soon-due items.
- Keep every technical response with the engineer or architect.
You finish with: Reminders and a daily overdue list.
Step 4 — Measure and extend
Goal: Show fewer overdue items, then roll out.
- Track items logged within one working day.
- Track overdue RFIs and submittals.
- Track time spent maintaining the log.
- Extend to more projects once the first runs smoothly.
You finish with: Measured results and a plan to roll out.
Common pitfalls
- Letting automation draft technical responses.
- Logging items without a link to the source document.
- Due-date rules that do not match the contract.
- Rolling out to every project before one works well.