RFI & Submittal Management Workflow in BIM

In modern construction projects especially those adopting BIM information management is no longer limited to drawings. Instead, processes such as RFI (Request for Information) and Submittals play a critical role in ensuring project progress, quality, and coordination among stakeholders.

However, in reality, many Vietnamese companies still face common challenges:

• RFIs get lost in emails
• Submittals lack proper version control
• Responses are slow and lack transparency

So, what is the standard workflow? And how does BIM help solve these issues?

What are RFI & Submittals in BIM Projects?

RFI (Request for Information) is a request for clarification submitted by the contractor to the design consultant or the project owner when there are unclear points in the drawings or project documents.

Submittal is the process of submitting and reviewing materials, equipment, shop drawings, and related documents for approval before construction.

RFI = “Request for Information” → When contractors encounter unclear points in drawings or documents, they submit an RFI to get clarification or confirmation before proceeding, helping to avoid misunderstandings and minimize rework.

Submittal = “Submission for Approval” → Before construction, contractors need to submit materials, equipment, or shop drawings for the consultant or owner to review and approve, ensuring compliance with project standards, design, and requirements.

Issues in Managing RFI & Submittal

In many projects where CDE/BIM is not properly implemented, the workflow often encounters the following issues:

• Dispersed data: Using email, Zalo, Google Drive, etc., without proper synchronization
• No version control: Risk of working from outdated drawings
• Lack of tracking: Unclear status of RFIs
• Slow responses: Directly affecting construction progress

This can lead to frequent rework, increased project costs, and disputes over responsibilities. Misunderstandings between contractors, consultants, and owners may arise, causing delays and complicating accountability, which ultimately affects project efficiency and quality.

Learn more: 7 Common Mistakes in Construction Project Data Management

Standard Workflow for Managing RFIs in BIM

A standard RFI workflow in a BIM/CDE environment typically includes:

1. RFI Creation
   • Contractors create the request directly in the system
   • Link it to drawings, the BIM model, or a specific location
2. Assignment & Processing
   • Automatically assigned to the consultant/designer
   • Clear deadlines are set
3. Response
   • Replies are made directly within the system
   • Updated drawings or mark-ups can be attached
4. Approval & Closure
   • Owner/Project Manager confirms
   • The entire communication history is archived

All RFI activities—from creation to response, approval, and archiving—take place entirely within a single, centralized platform (CDE). This ensures that every stakeholder works on the same up-to-date information, eliminates data fragmentation, simplifies tracking, and enhances collaboration throughout the project lifecycle.

Standard Workflow for Managing Submittals in BIM

Submittals usually follow a more complex workflow because they involve multiple approval steps:

1. Prepare & Submit
   • Contractors upload documents (materials, shop drawings, etc.)
   • Attach metadata: category, location, material type
2. Technical Review
   • Consultants check technical details
   • Comments are added directly on the documents
3. Approval
   • Owner/Project Manager approves or rejects
   • May request revisions if necessary
4. Version Management
   • All submissions are archived
   • Ensures only the “Approved” version is used

Effective Submittal = Transparency + Version Control + Traceability
Ensures all submissions are clear, only the latest approved versions are used, and every action can be tracked for accountability.

How BIM & CDE Transform Workflows

When BIM is implemented together with a CDE (Common Data Environment), the entire workflow becomes fully digital:

• Centralized data: All information is stored on a single platform
• Real-time tracking: Monitor the status of RFIs and Submittals in real time
• BIM model integration: Issues are directly linked to the 3D model
• Clear audit trail: Helps prevent disputes

This is why platforms like Dalux, ACC, and VinaCDE are increasingly adopted across projects.

Learn more:  VinaCDE – A Comprehensive Construction Project Management Platform

What to Keep in Mind When Implementing?

Making RFI & Submittal workflows effective requires more than just software—focus on process, people, and the right solution:

1. Standardize the Process – Define clearly who creates, who approves, and the SLA for responses. Establish consistent rules so everyone follows the same workflow.
2. Train Users – Most issues come from people, not technology. Provide training and support to ensure proper adoption across the project.
3. Choose the Right Solution – Small projects → simple, cost-effective tools; large projects → robust systems with deep BIM integration, real-time tracking, and centralized documentation.

This approach reduces errors, speeds up approvals, and improves overall project efficiency.

Conclusion

RFIs and Submittals are not just paperwork—they form the backbone of project information management.

Standardizing these workflows and combining them with BIM & CDE brings significant benefits: it reduces construction errors, speeds up response times, ensures transparency in responsibilities, and improves overall quality control. In the context of digital transformation in the construction industry, companies that master these workflows early gain a major operational and competitive advantage.

Are you facing challenges in implementing BIM, Revit, CDE, or any technology and technical aspects related to BIM for your project?

Don’t worry — BIMCAD Vietnam is always ready to support you!

CONTACT US NOW →