Separate status from responsibility
Procore’s RFI and Submittals tools organize records, workflows, permissions, and history. For the weekly review, pair the current status with who must act next and the date that action is needed.
- Current status
- Ball in Court or responsible role
- Due date
- Days open
- Next action
- Potential cost or schedule impact
Treat official response as a controlled step
In the RFI workflow, replies and the designated official response are distinct. A clean administration lane can track replies and surface the missing official response without deciding what the response should be.
- Check whether required context is attached
- Track assignee replies
- Identify who can designate the official response
- Escalate unresolved impact
- Close only after the authorized step is complete
Standardize repeated submittal routes
Procore supports submitter and approver steps, workflow templates, notifications, and a visible Ball in Court. Repeated submittal types should follow an agreed workflow instead of being rebuilt item by item.
- Confirm the submittal manager
- Use agreed workflow templates
- Keep submitter and approver roles current
- Review items stalled between steps
- Distribute and close under the project’s approval rules