Chase overdue Procore RFIs with Slack and email nudges

Every weekday at 7:30am, check my active Procore projects for RFIs that are overdue or about to breach their due date, and chase the right person automatically. Run this on a cron schedule.

Start with Procore List Projects to get my active projects. For each project, use List RFIs to pull the open RFIs, and read each one's number, subject, due date, status, assignee or ball in court contact, and any cost impact or schedule impact flags. Procore supports filtering on list actions, so filter down to open and unanswered RFIs where possible rather than pulling everything and discarding most of it.

Before chasing anyone, confirm each RFI is genuinely still awaiting an answer. Use List RFI Replies on every candidate RFI and read the reply history: if there is already a substantive official response, drop it from the chase even when the status has not been updated yet. Only carry forward the ones that are truly unanswered.

Resolve who is responsible using Procore List Project Users for the project directory, matching each RFI's assignee or ball in court contact to a real person and their email address. If you cannot resolve a responsible person, still include that RFI in the Slack digest and note that the owner is unassigned, but do not send an email for it.

Classify what is left: an RFI is overdue if its due date has passed, and about to breach if it comes due within the next two days. Treat anything more than 7 days past due as an escalation.

For each project that has at least one overdue or about to breach RFI, post one grouped digest to that project's Slack channel with Send a Message. Order the RFIs by days overdue, most overdue first, with the about to breach items last. For each RFI include the number, subject, days overdue or days remaining, and the responsible person, and clearly call out anything flagged with cost or schedule impact. For escalations, tag the project manager in the message. Skip any project with nothing overdue or about to breach instead of posting an empty update.

Then send a separate nudge to each responsible reviewer using Gmail Send a Message. Each email goes to one person and lists only their own outstanding RFIs, sorted by days overdue, with a subject line naming how many items they owe. Keep it brief and practical, and include the RFI number, subject, project name, and due date for each item. Never include another person's items in someone's email.

If nothing is overdue or about to breach anywhere, post nothing to Slack and send no email.