TaskRox Help & User Manual

Click New RFI on the register page. Complete:

• Title — brief description of the query
• Description — full details
• Discipline — Civil, Structural, Mechanical, Electrical, etc.
• Priority — Critical / High / Medium / Low
• Due date — response required by
• Originator — person raising the RFI (name, company, position)
• Addressee — person/org the RFI is directed to
• Location / Chainage — site location reference
• Drawing ref / Spec ref — relevant document references
• Contract impact — does this change have contract implications?

Attach files using the file picker. Attach project documents via the Link documents button when raising the RFI, or open an existing RFI, click Edit, and use Ref Documents → Add from library to add current project documents from the Documents library. This is part of the broader TaskRox linked-document pattern used wherever project records need controlled evidence.

RFIs use the Workflow v2 lifecycle:

• Draft — being prepared before issue
• Issued — sent but not yet active for response
• Open — response sections are active
• Clarification — awaiting originator clarification on one or more sections
• Response Pending — response is complete but approvals are still pending
• Answered — approved response is ready for originator acceptance
• Closed — originator accepted the answer
• Revision Requested — originator/contractor has asked for redraft after answer
• Superseded — admin has replaced this RFI with another linked record
• Void — cancelled / no longer valid

Some transitions are action-driven rather than simple status edits. For example, section clarification requests move the RFI to Clarification, approval completion moves it to Answered, and originator acceptance closes it.

Overdue — an RFI past its due date shows an orange "X days overdue" badge on the register.

Section templates and presets — configure response section templates and RFI type presets in Project Settings → RFI. Presets define the default section flow for each RFI type.

Per-section authority — each section is authority-driven at the RFI instance level (assigned_user, assigned_company, assigned_role, or open_authorised), with explicit assignment fields.

Who can respond — users only get an ordinary response action on sections where they satisfy the section authority check. Project admins do not automatically get ordinary response rights on every section.

Admin management and override — admins/managers can reassign section authority and use a dedicated override action. Override requires a non-blank reason and is audit logged.

Approval chain — configured approval steps still run in sequence. Rejection returns the response for correction; full approval moves the RFI to Answered.

Revisions and signed response output — RFIs can have multiple revisions. The current revision number is shown in the header, and signed-response PDF output is generated after the approval chain completes where the response pipeline applies.

Every field change to an RFI is logged. Click the History panel tab on the RFI detail page.

Each entry shows: field name, old value, new value, changed by, and timestamp.

Edit lock — where enabled, the project-level rfi_edit_lock flag can prevent editing of answered/closed RFIs.

TaskRox uses linked documents as a platform pattern. RFIs are one example: the same document-library picker can support QA, HSE, MOC, decisions, correspondence and any project record that needs controlled drawings, specifications, approvals or close-out evidence.

When raising an RFI — use Link documents in Ref Documents & Attachments to open the document picker.

After the RFI exists — click Edit, then use Ref Documents → Add from library. The picker shows current project documents, excludes documents already linked to the RFI, and writes the selected documents straight into the RFI reference list.

Linked documents appear in the RFI header, the Reference Documents section, the linked-record count, and the activity trail.