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Month: April 2025

How to Track RFIs in Microsoft Teams and Microsoft 365 (Step-by-Step Guide)

Posted on by Nicole

What is an RFI — and Why Tracking It Properly Matters 

An RFI (Request for Information) is a standard part of the pre-construction and project execution process. It’s how your team requests clarification from clients, architects, or engineers—often about drawings, specs, or timelines. And while RFIs are simple in theory, they quickly become chaotic when: 

  • Deadlines are missed 
  • Submissions aren’t logged 
  • Multiple team members respond to the same request 
  • Nobody follows up 

For construction firms managing multiple projects, failing to properly track RFIs means lost bids, delays, and costly mistakes. 

That’s why in this article; we’ll walk you through how to track RFIs directly inside Microsoft Teams and Microsoft 365—using tools your team already has access to. 

Three Proven Ways to Track RFIs in Microsoft 365 

There isn’t one “perfect” way to track RFIs. The right setup depends on your team’s workflow. But below are three options used by real construction firms—ranging from simple to streamlined. 

Option 1: Trovve – Task-Based RFI Tracking Inside Teams 

request for information request for information

Best for: Teams looking to fully integrate RFIs into their daily workflow. 

What You’ll Need: 

  • Trovve (Microsoft 365-native project/task management) 
  • Power Automate (to turn RFI emails into tasks) 
  • A dedicated RFI inbox 

How It Works: 

  • A centralized Trovve Project (e.g., “2025 RFI Tracker”) holds all RFIs as individual tasks. 
  • Each task includes: Client, Project, Deadline, Status, and links to the correct SharePoint folder. 
  • Power Automate monitors the inbox, auto-creates a task in Trovve, and organizes attachments into the right SharePoint project/RFI folder. 
  • Teams collaborate, assign, complete, and follow up—all inside Microsoft Teams. 

Pros: Built-in workflow, accountability, time-saving automation 

 Cons: Requires setup (we help with that) 

Option 2: SharePoint List RFI Tracker 

request for information

Best for: Small teams who want a quick, no-code solution. 

What You’ll Need: 

  • SharePoint (for a centralized RFI tracker + file storage) 
  • Power Automate (to monitor inboxes and send reminders) 
  • Microsoft Teams (to embed the tracker for collaboration) 

SharePoint Folder Structure Example: 

Main Library: /RFI & Bids 

/01 – Active RFIs 
    /[Client Name] – [Project Name] 
        /RFI 001 – Site Access Requirements 
        /RFI 002 – Electrical Clarification 
            /Client Docs 
            /Internal Notes 
            /Final Submission 
            /Email Correspondence 
/02 – Submitted Bids   
/03 – Won Projects   
/04 – Lost Opportunities   
/05 – Templates & Resources   

How It Works: 

  • RFIs sent to your inbox are either manually or automatically logged into a SharePoint List. 
  • Power Automate watches your inbox and updates SharePoint + sends task reminders. 
  • Documents are saved in the structured folders above and linked to the list items. 
  • The list and library are embedded in a Teams channel for team-wide access. 

Pros: Fast to launch, no code 

 Cons: Limited task visibility for field teams, more manual coordination 

Option 3: Hybrid – SharePoint List + Trovve (Recommended) 

Best for: Firms managing multiple RFIs across many clients and projects 

Why It Works Best: 

  • Use a SharePoint List for high-level RFI logging and reporting 
  • Use Trovve for detailed task execution and collaboration 
  • Power Automate keeps the two in sync automatically 

This hybrid gives you both executive visibility and field-level task control. 

How the Full System Works Together 

All solutions follow the same core workflow: 

  1. Emails arrive at your dedicated RFI inbox 
  1. Power Automate detects emails with RFI-related keywords 
  1. The automation: 
  1. Creates a task in Trovve or adds a row in SharePoint 
  1. Saves attachments into the right SharePoint project + RFI folder 
  1. Assigns a team member based on client or project 
  1. Sends reminders and status alerts in Outlook and Teams 
  1. Team members collaborate in Microsoft Teams, access docs, and complete follow-ups—all without leaving the Microsoft 365 ecosystem. 

Bonus: Add AI to Supercharge Your RFI Workflow 

Want to take it further? 

You can integrate AI tools to: 

  • Monitor personal inboxes (in addition to the shared RFI inbox) 
  • Auto-match RFIs to existing projects using client names or job codes 
  • Auto-summarize emails and pre-fill tasks with due dates and checklists 
  • Detect delays or unanswered RFIs and escalate them 

This adds a layer of intelligence that saves time, improves accuracy, and reduces missed opportunities. 

Ready to Automate Your RFI Process? 

At Trovve, we help construction teams build custom RFI tracking systems inside Microsoft 365—without adding more tools or complexity. 

Reach out to us for a free consultation and see how you can automate RFI tracking, increase follow-through, and win more bids—right inside Microsoft Teams. 

Case Study: How Gordon Law Automated Intake and Case Management with Trovve and Microsoft 365

Posted on by Nicole

The Challenge 

Gordon Law PLLC, a small law firm specializing in criminal, DUI, and traffic cases, faced mounting inefficiencies due to the lack of a streamlined system. Without reliable case management software for law firms, the team struggled with disorganized task tracking and client follow-ups. Director Daniel Gordon faced several operational hurdles: 

  • Manual project setup: Each new case required tedious, repetitive setup of folders, initial tasks, and client information 
  • Disorganized follow-up actions: Important client follow-ups and court dates frequently fell through the cracks 
  • Fragmented information: Client data, court dates, and case details were scattered across different systems 
  • Time-consuming administrative work: The legal team spent valuable hours on administrative tasks instead of client service 
  • Inconsistent workflow: Without standardized processes, case management varied between team members 

As Daniel explained, “We needed a structured task management system that would ensure all follow-up actions were accounted for, and no tasks would fall through the cracks.” 

The Solution 

Gordon Law PLLC partnered with Trovve to implement a comprehensive workflow automation solution that transformed its case management process using advanced case management software for law firms. The solution centered on Trovve as the hub, with integrated Microsoft 365 tools creating a customized legal industry spoke. 

Key Solution Components

  1. CaseTracker System: A custom-built SharePoint List that serves as the central database for all case information, including: 
  • Comprehensive client information 
  • Case details and status tracking 
  • Court dates and locations 
  • Assigned attorneys 
Case management software for law firms

  1. Automated Intake Process: 
  • When clients submit intake forms, information automatically flows into a shared inbox 
  • The system parses the email and creates an entry in CaseTracker with “Pending” status 
  • Standardized intake tasks are automatically generated in Trovve with appropriate deadlines 
  • Payment notifications trigger status updates and additional workflow actions 
  1. Intelligent Project Creation: 
  • When a case changes from “Pending” to “Active,” Trovve automatically:  
  • Creates a client contact record with all relevant information 
  • Establishes a standardized project with the naming convention “[Case Type] – [Last Name, First Name] – [Primary Charge]” 
  • Generates a structured folder system with appropriate subfolders for case documentation 
  • Creates initial tasks assigned to the appropriate team members 
  1. Court Date Management: 
  • When new court dates are added to CaseTracker, the system automatically:  
  • Creates calendar events with proper formatting and reminders 
  • Generates pre-court preparation tasks for attorneys 
  • Creates post-court update tasks to ensure case information stays current 
Case management software for law firms
  1. Recurring Administrative Tasks: 
  • Automated creation of regular case review tasks 
  • Scheduled court date verification tasks 
  • Streamlined case status updates

Technology Integration 

The solution leveraged Trovve as the central hub, integrating with: 

  • SharePoint Lists: For the CaseTracker database 
  • Microsoft 365: For document management and collaboration 
  • Power Automate: Using Trovve’s connector to create automated workflows 
  • Shared Inbox: For capturing intake information and payment notifications 
  • Clio: For payment processing 

The Results 

Within just one month of implementing Trovve’s case management software for law firms, Gordon Law PLLC experienced: 

Quantifiable Benefits: 

  • 70% reduction in administrative time spent on case setup and management 
  • Zero missed court dates since implementation, compared to 2-3 per month previously 
  • 100% standardization of case documentation and folder structures 
  • Same-day client onboarding for all new cases, reduced from 2-3 days 
  • 95% decrease in follow-up tasks falling through the cracks 

Operational Improvements

Daniel Gordon reported: “The transformation has been remarkable. Before Trovve, our team spent hours manually creating projects, assigning tasks, and making sure nothing was missed. Now, everything happens automatically. When a client submits an intake form, the system takes care of everything—creating the case record, generating all necessary tasks, and establishing the folder structure. Our attorneys can focus on practicing law instead of administrative work.” 

The Operations Manager added: “What impressed us most was how the system handles court dates. Previously, we had to manually track each hearing, create calendar invites, and remember to assign preparation tasks. Now, as soon as a court date is entered, everyone gets the calendar invite and the right tasks show up automatically. It’s eliminated the stress of managing our calendar.”

Key Success Factors

  1. Standardized Workflows: Consistent processes for all case types 
  1. Automated Task Creation: Tasks generated based on case status changes 
  1. Intelligent Folder Structure: Organized documentation system that scales with growth 
  1. Real-time Status Updates: Immediate visibility into case progress 
  1. Reduced Manual Data Entry: Information flows seamlessly between systems 

How Trovve Can Transform Your Law Firm 

Gordon Law PLLC’s success demonstrates how Trovve can eliminate the administrative burden that plagues small and mid-sized law firms. By leveraging Trovve’s powerful Microsoft 365 integration capabilities, firms can: 

  • Automate repetitive tasks that consume valuable attorney and staff time 
  • Standardize case management for consistency and reduced errors 
  • Centralize client information for immediate access by all team members 
  • Ensure critical deadlines are never missed with automated reminders 
  • Scale operations without proportionally increasing administrative overhead 

Ready to Eliminate Manual Tasks in Your Law Firm? 

Discover how Trovve’s case management software for law firms can transform your operations by automating intake processes, standardizing workflows, and eliminating manual administrative work. 

Schedule a personalized demo to see how we can create a custom solution for your firm’s specific needs. 

Request Demo 

About Trovve: Trovve is a comprehensive project management solution that seamlessly integrates with Microsoft 365 to automate workflows, standardize processes, and eliminate manual tasks. Our hub-and-spoke model allows us to create industry-specific solutions that address the unique challenges faced by professional service firms.