- 4 Minutes to read
Email an RFI to External Stakeholders
- 4 Minutes to read
The built-in email feature enables you to forward RFIs to stakeholders or collaborators outside of Linarc at any stage for their review and input. This is useful to route an RFI to individuals who are not listed in the project directory to evaluate the item and contribute to its approval workflow. Upon receiving their feedback, you can update the item accordingly and proceed with its original approval workflow. The feature is also useful for sharing completed RFIs with any desired individuals.
Additionally, the construction team can involve external stakeholders, such as vendors and specialty contractors, who are not yet registered in Linarc. Since these external parties cannot be added to the project directory until they complete their registration, the email feature allows you to request their input, approval, or endorsement of an RFI, ensuring their participation in the process when needed.
- The module can generate a PDF version of the RFI at any stage of the process, incorporating all questions, responses, and attachments up to the current point.
- You can also configure a custom splash page for the PDF file
- The internal email feature enables you to compose and send emails with the RFI PDF attached, streamlining communication.
- You can include guest users as recipients and CC other relevant stakeholders to ensure everyone stays informed.
- Linarc sends the email with your email address as the 'From' address
- Any reply sent by the guest user and other respondents will be received at your email address.
The process involves two steps:
- Step 1 - Generate and download the PDF version of the RFI
- Step 2 - Send the email with the PDF file attachment
Step 1 - Generate and download the PDF file
To create and download the PDF version
- Open the RFI if not already done. To do so:
- Open the project management console
- Click the app launcher icon in the top-right and select 'Documents'
- Click 'RFI' on the top, then choose 'Boards'
- Click on the RFI card
- Click the 'PDF' button
The 'Downloads' pane displays a list of any previously generated PDF files for the RFI, providing quick access to past versions for reference or review.
- Click 'Generate'
The system compiles the PDF version of the RFI, including all questions/responses and attachments included till the current point in time. The process takes around 30 seconds.
- Reopen the 'Downloads' pane by clicking the 'PDF' button.
The recently created PDF file is shown at the top of the list, if there are multiple items.
- Click to open the file on a new browser tab.
- Click to download it.
- Download and save the file on your device
Step 2 - Send the email with the PDF file attachment
- Click the 'Email' tab of the RFI screen
The left pane shows the list of previously sent emails with their status for the RFI, if any.
- Click 'Compose' in the left pane to start drafting your email
From - Prepopulated with your email address. Any replies given by the recipient will be received at this email address only.
To - Select the guest user to whom you want to send the RFI.
- Click inside the 'To' field
- Select the recipient(s) by clicking their serial number, then click 'OK'
CC - Enter the email address of the individuals to whom the copies of this mail are sent
Subject - Prepopulated with the RFI number and the subject. You can edit this field if required.
Message:
- Enter your message in the text box.
- Use the tools on the top to format your text and add emojis, insert hyperlinks, tables, etc.
Attachments:
- Click on the top right
- Click 'Browse' and navigate to the pdf file of the RFI stored on your device
- Alternatively, drag and drop the pdf file into the 'Attachments' dialog
- You can also add more attachments if needed.
- Click 'Send' on the top right