Use cases · Operations
RFI and submittal tracking
Read incoming requests for information and submittals, log the key fields, track who owes a response and by when, and give the project team a short list of what is overdue each morning.
Where it starts
The trigger.
A request for information or a submittal arrives by email, upload or project platform.
How it runs today
- RFIs and submittals are logged by hand into a spreadsheet, often late.
- Nobody can see at a glance which responses are overdue or who owes them.
- Answers get lost in long email threads.
The workflow
Four bounded steps.
Each step has an owner and a stop rule.
- 01 / Read
Extract the number, subject, drawing or spec references, requester, reviewer and due date.
- 02 / Log
Add the item to the project log with a link to the source document.
- 03 / Track
Track status and send reminders to whoever owes a response before it is due.
- 04 / Report
Send the project lead a short daily list of overdue and soon-due items.
Where people stay in control
Approval points.
- Engineers and architects write every technical response.
- The project lead confirms log entries that were flagged as unclear.
How we would measure it
Against a baseline.
Measured before and after, on the same work.
Items logged within one working day of arrival.
Overdue RFIs and submittals.
Time spent maintaining the log each week.
Related
Go deeper.
More use cases
Other places to start.
Supplier onboarding and document collection
Collect the forms, certificates and bank details a new supplier must provide, check each item against your requirements, and chase what is missing, so purchasing can start sooner without skipping checks.
See the workflow OperationsShipment exception routing
Watch tracking and order data for shipments that are late, stuck or missing paperwork, and route each exception to the right coordinator with the order, carrier status and a suggested next step, before the customer has to ask.
See the workflow OperationsProgram outcome reports
Pull activity and outcome data from program systems, attendance records and surveys into a draft report for funders and the board, with every figure linked to its source, so the program lead reviews instead of compiling.
See the workflowAn illustrative workflow pattern, not a result from a specific customer.
Bring the messy version
One workflow.
A better way to run it.
Show us the tools, the handoffs, and the part that keeps slowing your team down.
---
title: "RFI and submittal tracking: AI Use Case"
description: "Read incoming requests for information and submittals, log the key fields, track who owes a response and by when, and give the project team a short list of what is overdue each morning."
url: https://lidvizion.ai/use-cases/rfi-and-submittal-tracking/
site: Lid Vizion
index: https://lidvizion.ai/llms.txt
---
[Use cases](https://lidvizion.ai/use-cases/) · Operations
# RFI and submittal tracking
Read incoming requests for information and submittals, log the key fields, track who owes a response and by when, and give the project team a short list of what is overdue each morning.
[Talk through this workflow](https://lidvizion.ai/contact/?need=ai-workflow&from=%2Fuse-cases%2Frfi-and-submittal-tracking%2F#write) · [Automate the repeatable](https://lidvizion.ai/services/automation/)
Where it starts
## The trigger.
A request for information or a submittal arrives by email, upload or project platform.
How it runs today
- RFIs and submittals are logged by hand into a spreadsheet, often late.
- Nobody can see at a glance which responses are overdue or who owes them.
- Answers get lost in long email threads.
The workflow
## Four bounded steps.
Each step has an owner and a stop rule.
1. 01 / Read
Extract the number, subject, drawing or spec references, requester, reviewer and due date.
2. 02 / Log
Add the item to the project log with a link to the source document.
3. 03 / Track
Track status and send reminders to whoever owes a response before it is due.
4. 04 / Report
Send the project lead a short daily list of overdue and soon-due items.
Where people stay in control
## Approval points.
- Engineers and architects write every technical response.
- The project lead confirms log entries that were flagged as unclear.
How we would measure it
## Against a baseline.
Measured before and after, on the same work.
### Items logged within one working day of arrival.
### Overdue RFIs and submittals.
### Time spent maintaining the log each week.
Related
## Go deeper.
- [Automate the repeatable](https://lidvizion.ai/services/automation/): Give recurring work an owner, a trigger, and a stop rule.
- [Client vs. server: where code runs](https://lidvizion.ai/resources/basics/backend-client-vs-server/): What belongs in the browser or app, and what must stay on a server you control.
- [Keep RFIs and submittals from slipping](https://lidvizion.ai/guides/keep-rfis-and-submittals-from-slipping/): A four-step playbook to agree the fields your log needs, read RFIs and submittals as they arrive, track who owes each response and send the project lead a daily overdue list.
- [How to track RFIs and submittals with AI](https://lidvizion.ai/answers/how-to-track-rfis-and-submittals-with-ai/): How can a construction team use AI to keep RFIs and submittals from slipping?
More use cases
## Other places to start.
[All use cases](https://lidvizion.ai/use-cases/)
- [Supplier onboarding and document collection](https://lidvizion.ai/use-cases/supplier-onboarding/): Operations Collect the forms, certificates and bank details a new supplier must provide, check each item against your requirements, and chase what is missing, so purchasing can start sooner without skipping checks.
- [Shipment exception routing](https://lidvizion.ai/use-cases/shipment-exception-routing/): Operations Watch tracking and order data for shipments that are late, stuck or missing paperwork, and route each exception to the right coordinator with the order, carrier status and a suggested next step, before the customer has to ask.
- [Program outcome reports](https://lidvizion.ai/use-cases/program-outcome-reports/): Operations Pull activity and outcome data from program systems, attendance records and surveys into a draft report for funders and the board, with every figure linked to its source, so the program lead reviews instead of compiling.
An illustrative workflow pattern, not a result from a specific customer.
Bring the messy version
## One workflow. A better way to run it.
Show us the tools, the handoffs, and the part that keeps slowing your team down.
[Let’s map your workflow](https://lidvizion.ai/contact/) · [Read our approach](https://lidvizion.ai/approach/)