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

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 

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) 

• SharePoint (for file storage) 

• Microsoft Teams (for communication + project visibility) 

• 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 

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) 

• A dedicated email inbox (e.g., rfis@yourcompany.com) 

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 

2. Power Automate detects emails with RFI-related keywords 

3. The automation: 

1. Creates a task in Trovve or adds a row in SharePoint 

2. Saves attachments into the right SharePoint project + RFI folder 

3. Assigns a team member based on client or project 

4. Sends reminders and status alerts in Outlook and Teams 

4. 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.