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The following process will occur automatically when the Reply Receipt button is selected on the Correspondence Tab.
1. The RFI record is updated for the following fields:
§ Actual Resp. Date - Updated with the current date.
§ Status - Automatically set to Reply Received.
§ Status Date - Updated with the Reply Receipt Date.
| 2. | The Reply Receipt button is disabled and the Distribute Response button is enabled for distributing the response to the RFI when applicable. |
| 3. | A transaction record is created automatically with a date and time stamp to document the flow of the RFI answer being received. Be sure to update the following fields in the transaction record for documentation and correspondence purposes: |
| § | Sent To / From – This option will display a list of all companies who are members in the project team list. This information is populated automatically based on the original "send to" party but may be modified if the answer came from a different source. |
| § | Contact – Once a company is selected from the team list, a list of contacts for that company will be available for selection. This information is automatically populated but may be edited if desired. |
| § | Notes – Optional field to record any notes regarding the receipt of the RFI. For example, you might want to record that the RFI answer was not processed in a timely manner and may cause a project delay. |
| § | Send… - This field is blank and disabled on processes that involve incoming information. |
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