RFI & Submittal Logkeeper
Nothing falls through the cracks in CA
Automatically triages incoming RFIs and submittals, logs them with metadata, assigns owners, tracks contractual turnaround targets, and sends overdue alerts. Produces a weekly digest so you walk into every OAC meeting prepared.
INGREDIENTS
PROMPT
Create a skill called "RFI & Submittal Logkeeper" for construction administration. When I forward an email or paste a notification that contains "RFI", "Submittal", "Shop Drawing", or spec section references, you should: 1. Classify the item (RFI / submittal / ASI / CO / misc) and extract metadata: project, trade, spec section, key dates 2. Create a log entry with status, due date (RFI default: 7 days, Submittal default: 10 days), and responsible party 3. Draft a response scaffold: one-paragraph summary, decision needed, reference documents, and an attachments checklist 4. Send reminders at 48h and 24h before due date; escalate to PM if 2+ days overdue 5. Every week (timed before OAC meetings), generate a digest: new items, pending, overdue, and anything flagged as critical path Critical path keywords to watch for: "stop work", "critical", "lead time".
How It Works
During construction administration, RFIs and submittals arrive from every
direction — email, platform notifications, meeting notes. This recipe catches
them, classifies them, creates a log entry, and starts the clock on your
contractual response window. It drafts response scaffolds so you're never
staring at a blank page, and sends reminders before anything goes overdue.
What You Get
- Automatic classification: sorts items into RFI, submittal, ASI, CO, or misc and extracts metadata (project, trade, spec section, dates)
- Log entry creation: each item gets a status, due date, and responsible party
- Response scaffold: pre-built structure with summary, decision needed, references, and attachments checklist
- Timed reminders: alerts at 48h, 24h, and overdue — with escalation to PM when deadlines pass
- Weekly digest: new items, pending, overdue, and critical path items in one view — timed to land before your OAC meeting
Setup Steps
- Set default turnaround times (e.g., RFI: 7 days, Submittal: 10 days)
- Define escalation rules (e.g., escalate to PM after 2 days overdue)
- List critical path keywords that trigger priority flagging ("stop work", "critical", "lead time")
- Connect email to catch incoming items automatically
- Sync with your calendar so the weekly digest arrives before OAC meetings
Tips
- The response scaffold saves the most time — even a partial draft is faster than starting from zero
- Use the weekly digest as your OAC meeting prep; it replaces the manual log review
- Flag items that reference long-lead materials immediately — they become schedule risks fast
- Keep the log as your single source of truth; resist the urge to track items in email threads