Video 16 of 26 ยท Build

RFIs, Notices and the Project Inbox

Raise an RFI with KAI, track the response, close it out, and keep every project email in one place

← Run Your Programme on SiteInbox to Xero: How the Money Flows →
Watch the RFIs, Notices and the Project Inbox video
Watch the RFIs, Notices and the Project Inbox video on YouTube
Watch the video walkthroughhttps://youtu.be/5Io6TBbrsfU

In this walkthrough, you'll raise and manage RFIs and other notices in the Deep Space web app, and use the Project Inbox. We'll raise an RFI with KAI, track the response, close it out, and file project emails. Then we'll cover the questions we get most.
The full series: 26 videos in Builder's Wheel order (Win, Set Up, Build, Move the Money, Govern)
  1. Build an Estimate and Proposal Win
  2. Multi-Trade Tender Win
  3. Set Up Your Workspace Set Up
  4. Add Users and Give Them Access Set Up
  5. Company Settings: Get Your Documents Ready Set Up
  6. Connect Xero and Map Your Cost Codes Set Up
  7. Folder Templates and Project Documents Set Up
  8. Document Templates vs Contract Templates Set Up
  9. Email Templates and Sending Documents Set Up
  10. Head Contract Setup Set Up
  11. Build Your Programme Set Up
  12. Subcontracts: Award to Executed Set Up
  13. DS Site: Invites, Inductions and Site Sign-on Build
  14. Drawings to Site and Subbies Build
  15. Run Your Programme on Site Build
  16. RFIs, Notices and the Project Inbox Build
  17. Inbox to Xero: How the Money Flows Move the Money
  18. Purchase Orders Move the Money
  19. Process Supplier Invoices Move the Money
  20. Subbie Claims: Inbox to Payment Schedule Move the Money
  21. Retentions and Security Move the Money
  22. Variations, End to End Move the Money
  23. Provisional Sums: Allowances, Drawdowns and Over-runs Move the Money
  24. Progress Claims to Your Client Move the Money
  25. Budget and Forecasting Govern
  26. Delegation of Authority Govern

Where it all lives

Everything sits under Correspondence. Notice is your register of formal notices. Project Inbox holds the project's email
Everything sits under Correspondence. Notice is your register of formal notices. Project Inbox holds the project's emails.
The register opens on Awaiting them, the notices waiting on someone else. Awaiting me, Overdue, Closed and Draft are one
The register opens on Awaiting them, the notices waiting on someone else. Awaiting me, Overdue, Closed and Draft are one click away. The time-bar shows how long each one has left. Green is on track, amber is due within two days, and red is overdue.
Click New notice and pick the type. RFIs, client and site instructions, notices to subcontractors, variations, delay and
Click New notice and pick the type. RFIs, client and site instructions, notices to subcontractors, variations, delay and extension of time notices, notices to client, and general correspondence.

Raise an RFI

Write your question first. Then let KAI do the admin. Pick this from the question chooses the clause category, and tells
Write your question first. Then let KAI do the admin. Pick this from the question chooses the clause category, and tells you why.
Title this from the question writes a clean subject line. You can add a note for KAI, and everything stays editable.
Title this from the question writes a clean subject line. You can add a note for KAI, and everything stays editable.
Add the recipients. Pick a company or specific people from your directory, or add an external one-off recipient by email
Add the recipients. Pick a company or specific people from your directory, or add an external one-off recipient by email. Directory members' companies can also see the notice in Deep Space. One-off recipients get it by email only.
Who needs to answer shows each company. To means they must respond. Switch someone to FYI and their reply won't hold up
Who needs to answer shows each company. To means they must respond. Switch someone to FYI and their reply won't hold up the status.
Set the response required by date. Add any programme or cost impact, or mark it TBD. Attach files from your device, or s
Set the response required by date. Add any programme or cost impact, or mark it TBD. Attach files from your device, or straight from the project documents.
Click Issue RFI and check who it goes to. It's sent from your own mailbox, with your signature, and replies thread back
Click Issue RFI and check who it goes to. It's sent from your own mailbox, with your signature, and replies thread back automatically.
The number is only allocated when you issue. You'll see it's delivered, and it's now in the register.
The number is only allocated when you issue. You'll see it's delivered, and it's now in the register.

Track, answer and close

Your RFI is in Awaiting them, with seven days on the time-bar and awaiting one of one.
Your RFI is in Awaiting them, with seven days on the time-bar and awaiting one of one.
Open it to see the full record. What you can do next offers to issue a client or site instruction off the answer, or ask
Open it to see the full record. What you can do next offers to issue a client or site instruction off the answer, or ask for more information. The chain shows linked notices, and For response shows who still owes an answer.
Email replies thread back on their own. If the answer came by phone or in a meeting, click Mark responded and note how i
Email replies thread back on their own. If the answer came by phone or in a meeting, click Mark responded and note how it arrived.
Once every company has answered, the RFI shows Responded. Everything is logged on the activity timeline.
Once every company has answered, the RFI shows Responded. Everything is logged on the activity timeline.
To act on the answer, Issue Site Instruction starts a new SI with the details carried across, already linked to the RFI.
To act on the answer, Issue Site Instruction starts a new SI with the details carried across, already linked to the RFI.
When you're done, Change status, Close. Add a reason if you like. Closed notices stop accepting responses, and you can r
When you're done, Change status, Close. Add a reason if you like. Closed notices stop accepting responses, and you can reopen one later.
The close, and the reason, go on the timeline too, so you have a full audit trail.
The close, and the reason, go on the timeline too, so you have a full audit trail.

Keep everyone in the loop

Forward sends a copy with the PDF attached to anyone who needs to see it. They're FYI, so their replies don't change the
Forward sends a copy with the PDF attached to anyone who needs to see it. They're FYI, so their replies don't change the status.
Templates save the usual recipients and opening text for each notice type on this project, so every new one starts pre-f
Templates save the usual recipients and opening text for each notice type on this project, so every new one starts pre-filled.
The bell shows responses and comments on your notices, so you know when something needs you.
The bell shows responses and comments on your notices, so you know when something needs you.

The Project Inbox

The Project Inbox keeps every project email in one place. Filter by sender, recipient, date or attachments, and search b
The Project Inbox keeps every project email in one place. Filter by sender, recipient, date or attachments, and search by subject or people. Each project has its own inbox address, shown at the bottom. Copy it and CC or forward emails to it to file them here.
Click an email to preview it. Jump to its linked notice, add tags, open attachments, or open the original email. You can
Click an email to preview it. Jump to its linked notice, add tags, open attachments, or open the original email. You can reply from here too.
Notices go out from your own mailbox. To check that's connected, open Connected accounts from your profile menu, top rig
Notices go out from your own mailbox. To check that's connected, open Connected accounts from your profile menu, top right.

Common questions

My notice emails aren't going out, or the register says Email send failed.

Notices send from your mailbox, so check your Microsoft or Google account shows Connected under Connected accounts.

My notice emails aren't going out, or the register says Email send failed.
Notices send from your mailbox, so check your Microsoft or Google account shows Connected under Connected accounts.

When does an RFI get its number?

Only when it's issued. Drafts don't use up a number, so numbers stay in sequence.

When does an RFI get its number?
Only when it's issued. Drafts don't use up a number, so numbers stay in sequence.

The answer came by phone or in a meeting.

Use Mark responded on that company and note how the answer arrived. It's recorded on the timeline.

The answer came by phone or in a meeting.
Use Mark responded on that company and note how the answer arrived. It's recorded on the timeline.

Can I add our own notice types?

Not yet. Use General Correspondence for anything else, and set up a template so it opens pre-filled.

Can I add our own notice types?
Not yet. Use General Correspondence for anything else, and set up a template so it opens pre-filled.

My emails aren't showing in the Project Inbox.

Send them to that project's inbox address exactly. Copy it from the bottom of the Project Inbox, and CC it or forward to it.

My emails aren't showing in the Project Inbox.
Send them to that project's inbox address exactly. Copy it from the bottom of the Project Inbox, and CC it or forward to it.

The consultant can't see the notice in Deep Space.

One-off recipients get email only. Add them to the directory and the project, and their company can see it in Deep Space too.

The consultant can't see the notice in Deep Space.
One-off recipients get email only. Add them to the directory and the project, and their company can see it in Deep Space too.

Quick reference

Need a hand? Email help@deepspacegroup.ai

← Run Your Programme on SiteInbox to Xero: How the Money Flows →