Distribution list and Co-reviewer for RFI's

[johan.cantryn]

When I create a RFI, one of the fields I can use is to choose people as a co-reviewer and there is also a list called "distribution list".

But what are these options doing? I did several test by selecting a person as a co-reviewer or selecting him in the distribution list, but nothing seems to happen: this person is not receiving an email, this person cannot do more as before with this RFI....

Neither in the help I can find a description for both lists.

Can you describe me the functionality of both options?

[scott.a.green]

@johan.cantryn

I'd be happy to answer that question. So when you set up a new RFI, you assign a reviewer under "Assigned to" and select the user to be assigned to the RFI - the assignee is determined by the RFI workflow as defined in Project Administration. However, if there are other users who also need to review the RFI other than the user assigned, you can designate those users with the "Co-reviewers" setting.  

As for the distribution list, that is to send out an email notifications for the RFI (updates for example). You can designate who should receive notifications when the RFI is updated such as other contractors, project manager, etc. 

I hope this helps to clarify those options for the RFIs. 

[roeioved]

Hi @johan.cantryn,

Co-reviewers and distribution list emails will be soon available.

The email notifications behavior will be:

- Co-reviewers will get email when RFIs status is changed to OPEN (for reviewers), or when co-reviewer is added while RFI is OPEN.

- Distribution list will get email on RFI status change.

Being a co-reviewer and in distribution list let you access the RFI, add comments and attachments.

[johan.cantryn]

Hi @roeioved, @scott.a.green,

Thanks both for your feedback but this is not working.

Example:

-John creates a RFI, assigns it to Bill and chooses Ann as a Co-reviewer

-Bill is receiving an email and opens RFI in Docs

-After Bill change the status to "Open", Ann will NOT receive an email

Same problem when I use distribution lists: the persons added in the distribution list are not receiving any emails when RFI is changing status.

p.s. of course I checked spam email folders

Johan

[roeioved]

Hi @johan.cantryn,

As mentioned - emails will be available soon. Co-reviewers and distribution list don't yet support email notifications.

Currently, they provide visibility access to the RFIs and later will be also notified via email (as described above).

Hope this clarifies the current experience.

Would be great to hear from you if you think the described notification triggers will meet your expectations.

[johan.cantryn]

Hi @roeioved,

Thanks. So email notifications will come soon, good news.

Besides of that I don't see any difference in the RFI behavior for a user that is assigned as a co-reviewer and one that is not.

In your answer you're saying that co-reviewers will get visible access to a RFI but one who is not assigned as a co-reviewer or is not in a distribution list can still see the RFI, can still add comments and attachments. What is the difference?

Maybe I miss something simple, but I don't understand what extra functionality the co-reviewer and distribution list are giving compared to other persons.

Johan

[roeioved · Accepted solution]

Hi @johan.cantryn,

In general, our RFI has a workflow where in each step a group of users (defined in Project Admin - managers and reviewers) can do actions and transition to next step.

The idea is to allow to join additional members to view and collaborate on the RFI:

* Co-reviewers will get emails when RFI is under review, ask them to share their input (can use comments and attachments).

* Distribution list members will get email on RFI status change, to notify them about RFI transitions (can use comments and attachments).

* Mentioned users (@) will also get email, and access to view, comment and add attachments.

In the future, we'll also expand our RFIs permissions with more advanced ways to restrict who can view all RFIs, and these capabilities will allow better clarity of visibility and "role" for any specific RFI.

In the following weeks, we will tweak the permitted actions for co-reviewers and distribution list from the feedback we get.

I hope this clarifies the intent. We will also add explanations to better explain in the UI.

Thanks for your feedback!

[anil_mistry]

Hi @johan.cantryn,

I'm just checking in to see if you need more help with this. Did the suggestion that @roeioved provided work for you?

If so, please click Accept as Solution on the posts that helped you so others in the community can find them easily.

[anil_mistry]

Hi @johan.cantryn,

I am checking back to see if one of the great posts in this thread helped you with your question. If so, please take a moment to reward the poster or posters with a Kudos and select the Accept as Solution button on those posts that helped.

Thank you and have a great day!

[john.attebury]

Is there a way to assign Distribution list by Roles instead of only by email address?  

[john.attebury]

Is there a way to assign Distribution list by Roles instead of only by email address?