During construction phases, the team received daily RFIs (Requests for Information) via email. Each request had to be identified, filed, tracked, and updated manually.
Information was scattered across email threads, attachments, and multiple projects, consuming considerable time and increasing the risk of missing a request, overlooking a deadline, or working with outdated details.
We developed a system that centralizes and automates RFI processing upon receipt.
Emails and their attachments are automatically analyzed to identify the project, RFI number, subject, assignees, and deadlines. Each request is then logged into a centralized tracking board with its status: To Do, In Progress, or Completed.
Artificial intelligence is leveraged to extract and structure data from emails, even when formats vary across external stakeholders.
RFI tracking no longer relies on manual inbox searches.
The team now has a single, up-to-date overview of open requests, can quickly retrieve related correspondence and documents, and focuses on resolution rather than administration.
Result: 8 hours of administrative work saved weekly and centralized tracking for 100% of received RFIs.
