Sample process

Construction Project RFI

Discover content-rich forms & audit trails in this sample implementation by Module Suite

Key Challenges

This example is built around Construction Project RFIs. An RFI (Request for Information) is a formal process started by one of the parties to request clarification about the project specifications (e.g. technical drawings).

To digitize RFIs on Content Suite, it's essential to:

 

  • Collect rich data (multi-format, from images to videos)
  • Govern user input to ensure data accuracy
  • Design ergonomic UIs to track RFIs progress
RFI on OpenText Content Suite

Process Walkthrough

This sample solution has been developed to showcase the potential of Module Suite

Process Dashboard
The RFI dashboard is the entry point for the application. It shows a Kanban-style view of the existing requests and a Core Share Tab allowing users to manage documents shared with third parties

 

Creating a new RFI
The issuer can provide basic information via a custom form that will automatically bootstrap a new RFI. Upon submission, a Core Share folder is immediately generated and shared with the external contacts specified in the form

 

Editing the RFI
The issuer is then redirected to another form to provide the details of the request, as well as any supporting material (documents, videos, pictures, etc.)

 

Submitting the RFI
If needed, the issuer can complete the RFI in multiple sessions (uncompleted requests will be shown as “Draft” in the system). When ready to send, the issuer can simply flag the RFI as “Complete”

 

Preparing the RFI response
Submitted requests will be sent to the appointed addressee(s). Respondents can access the RFI record and provide feedback through an advanced form

 

Finalizing the RFI Response
The process output is an automatically generated PDF report that summarizes both the RFI and the response

 

Signing off the RFI
As the last step, the document is handed over to DocuSign where the addressee can formally approve it. Once signed, the document will be automatically synchronized on Content Suite and made available to all parties

 

Featured Technical Recipes

Discover how to build this sample process with the Module Suite

Key Features

In this example, Module Suite was leveraged to build smart RFI management on Content Suite, with internal users creating RFIs on the system on behalf of third parties.

This is a perfect fit for the construction sector, but it can be easily adapted to any RFI scenario thanks to Module Suite's flexibility.

For instance, it's possible to publish forms externally too. In that case, third parties would submit RFIs online, and Content Suite users verify incoming requests on the platform.

Whichever your requirement, Module Suite can give you the answer you need.

  • Summary view of RFIs by status
  • Integrated custom search to filter RFIs by specific criteria
  • Custom HTML to surface process guides on the homepage and within forms
  • Dropdown search field to automatically relate RFIs with projects and avoid manual linking
  • Automatic report that merges data from multiple sources (Connected Workspaces, forms, attachments)
  • “Make Generation” Function: users can "anchor" a version of a document to their RFI response. The link will point to the original document located elsewhere in the system, avoiding duplicated files
  • Intelligent Forms: the RFI submission triggers a chain of automated actions, including the creation of a new Connected Workspace (enriched by custom objects) and the generation of a Core Share folder for external sharing

Module Suite helps you gain full control of external systems and deliver the most flexible integration.

While the standard OpenText Connector for DocuSign requires a dedicated workflow, with Module Suite, users are redirected on DocuSign automatically and data is exchanged in real-time. Module Suite can also auto-place signature tabs in the document.

Core Share folders are automatically created and shared with the external contacts provided in the form, drastically minimizing user effort