Send, resend and reopen an RFI

An RFI invitation always points to a published release of a questionnaire. Sending creates a vendor assignment; resending reminds a recipient about the current release; reopening allows a submitted assignment to change again. These actions are deliberately separate so a corrected form, a lost email and an approved amendment leave different audit evidence.

Before you start

• Publish a vendor questionnaire containing at least one complete question, and verify its preview before release.

• Add the vendor and an accurate portal contact, then agree the due date and response policy.

Step by step

1. Choose the published questionnaire

Open the project Evaluations area and select the RFI or vendor questionnaire. Confirm the status is Published and that the displayed version is the release vendors should answer.

2. Create the assignments

Choose Send or bulk send, select vendors and recipients, set the due date and review the assignment summary. One send can create several vendor assignments without exposing one vendor to another.

3. Monitor the assignment matrix

Use the matrix to distinguish not assigned, sent, opened, in progress, submitted, overdue and withdrawn work. Send reminders only to the rows that still need action.

4. Resend the current invitation

Use Resend when the same recipient needs a fresh email for the same active release. Recheck the email first; resending does not apply unpublished draft changes.

5. Handle a reopen request

Review the vendor’s justification and approve or reject it. Approval reopens that submitted assignment so the vendor can amend and submit again; record the reason and any revised deadline.

6. Publish corrections deliberately

If the questionnaire itself changes, publish the new version and follow the reissue controls shown for existing assignments. Do not describe a resend as a new form release.

What happens next

• Review submitted answers and verdicts from the evaluation results rather than copying answers into vendor notes.

• Use reminders, reopen approvals and withdrawals consistently so assignment history explains every state change.

Troubleshooting

Send is disabled

Confirm the questionnaire has at least one finished question, is published and has eligible project vendors with valid recipient contacts.

A resend did not include recent edits

Resend uses the current published release. Finish and publish the edits, then use the available reissue flow if existing recipients must receive the new version.

The vendor cannot edit a submitted RFI

A buyer must approve a reopen request or reopen the assignment using the supported control. Extending the due date alone does not unlock a submitted response.

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