Procore-Connected RFIs
Assignment rules, how a connected RFI moves through LiveArch, and how the response returns to Procore.
Overview
On a connected project, the CM/GC raises RFIs in Procore; LiveArch brings each assigned RFI into the design team's review workflow and returns the official response to Procore when it is finalized. LiveArch participates only in RFIs actually routed or assigned to it — Procore does not grant it visibility into unrelated project records. This page covers the Procore-side rules; for the review workflow itself, see RFIs.
Routing: what makes a Procore RFI reach LiveArch
Three conventions on the Procore RFI decide whether it reaches LiveArch — and one field that looks like it should route it, doesn't:
- Subject and Question — required RFI information must be complete before the record can sync.
- Attachments — clearly named and organized; they carry into LiveArch with the RFI.
- Assignees — set to the LiveArch Integration user. The current assignee is what routes the RFI to LiveArch — required, and not immediately obvious.
- Distribution List — optional, for awareness. Being listed here does not trigger the sync and never replaces assigning the integration user.
If an RFI does not appear in LiveArch, check the assignees in Procore first — confirm it is assigned to LiveArch specifically. This is the most common cause of issues; more info is available in Troubleshooting: Procore Syncing.
Through LiveArch and back
The arriving RFI lands in the project's Pending view. From there it is distributed, reviewed, and finalized exactly like a standalone RFI. When the formal reply is finalized, LiveArch posts the response and its attachments back to the Procore RFI — once. Then verify the round trip:
- Open the Procore RFIAfter LiveArch reports the response returned, open the record in Procore.
- Check response, status, and attachmentsConfirm the official response text, the closed status, and every attachment arrived.
Follow-up questions
LiveArch treats RFIs as one RFI, one response. It stores one official response per RFI, and once that response is sent to Procore, LiveArch considers the RFI responded to and stops tracking it.
Warning
Do not add follow-up questions to a Procore RFI that LiveArch has already responded to. LiveArch is no longer tracking that RFI, so the new questions will not be reviewed or answered.
Instead, issue the follow-up questions as a revision of the RFI in Procore — a new RFI also works — assigned to the LiveArch Integration user like any other connected RFI. LiveArch then coordinates the design team's review of the revised or new RFI and returns the team's coordinated response to the new questions.
Closing or deleting connected records
Coordinate with the BBB project team before prematurely closing or deleting a connected record in Procore. The corresponding LiveArch record may also need attention. An uncoordinated change can leave an orphaned or inconsistent record in one system. If a record already looks out of step, start with Troubleshooting: Procore Syncing.
Who does what
These terms are the ones most often confused, because more than one can apply to the same record at once. The distinction that matters: is this person expected to act, or just being kept informed?
| Term | Expected to act on the record? | Notes |
|---|---|---|
| Assignee | Yes | The current Procore-side owner of an RFI. |
| Reviewer | Not necessarily | Contributes comments, markups, or a response during review — not always the architect's final formal response. |
| Reviewer group | — | A reusable, ordered collection of reviewers, often organized by specification section or discipline. |
| Ball in court | Yes | The general term for whoever's turn it is next, in either platform. |
| Distribution list | No | Copied or notified only — not given responsibility for the record. |
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