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Learning Objectives
At the end of this unit, you learn the following. Use the links to read more.
Purpose of Configuring RFI Workflow Template
Purpose of Configuring RFI Workflow Template
By setting up the RFI workflow, Project Managers or administrators can oversee the routing of an RFI to relevant stakeholders at successive stages. For example, an RFI initiated by the Project Manager or PME can be routed in the following order for review, response, and approval depending on the number of levels configured in the workflow template.
Project Manager (Create and Initiate Workflow) > Level 1 (Review and Respond) > Level 2 (Approve and Close)
When adding an RFI workflow to a project, Project Managers can apply the readily available standard RFI workflow template created by the administrators. Alternatively, Project Managers can create custom workflow templates with different combinations depending on their needs.
Create a New Workflow Template
Create a New Workflow Template
Step 1: Navigate to Project Settings and access Workflow manager
Step 2: From the Workflow manager list view, click the Create new template button
Step 3: Enter the Name and Description for the Workflow
Step 4: Expand the Owners drop-down list and choose one or more owners for the workflow template by selecting the checkbox(es)
Access Workflow Manager
Create New Template button
Workflow Details - Name, Description, and Owners
Define the Number of Steps for Workflow Progression
Define the Number of Steps for Workflow Progression
Based on the number of steps defined in the template, the system routes the workflow through successive stages for review and approval.
Project managers can assess the number of steps necessary to approve the RFI and accordingly determine it in the system.
To define the number of stages from the RFI creation page, expand the "Steps" drop-down list and choose a value.
Assign Users and Roles to Each Workflow Step
Assign Users and Roles to Each Workflow Step
Define the users and roles executing the necessary action across each workflow step in RFI submission. One or more users can participate in each stage of the workflow.
From the RFI creation page, expand the drop-down list across each workflow step and assign the role.
Specify Field-level Access to Users
Specify Field-level Access to Users
At different levels of the workflow, users can view, edit, read, or modify the fields depending on the field-level access specified in the workflow template.
Complete the Template Creation
Complete the Template Creation
After updating all the details on the template creation page, click the Create Template button to see the completion message.
Modify the RFI Template Details
Modify the RFI Template Details
From the Workflow Manager List, Click the Create New button corresponding to any existing RFI template. Once the RFI template opens, make the necessary updates and save.
Observe the automatic increment in the version of the RFI template once it's modified.
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