FIELD NOTE · AGING
RFI aging and long-lead submittals
An RFI aging past its threshold, and a long-lead submittal whose procurement clock hasn't started — both read straight off Procore's own fields.
- What it reads
- Every RFI's own initiated date, and Procore's own record of whether it carries a known schedule impact. Every submittal's own lead-time field and its distribution date.
- What it triggers
- An RFI open past the configured aging threshold. A submittal whose lead time qualifies it as long-lead, still sitting in review.
- What it needs from you
- Nothing yet. This is an observation about elapsed time on a Procore record — not a finding against the design team, or anyone else.
The exhibits
Four exhibits, each read straight from a Procore field — in the order the check assembles them.
RFI #0147
Open 31 days against Procore's own default 14-day aging threshold.
RFI #0147, "Machine room ventilation: confirm louver location and code path," against Project A. Age is measured from Procore's own initiated date.
The default threshold · 14 days
The schedule impact
Procore's own record already shows a 12-day known schedule impact.
We read this field directly from Procore's own record. We never infer a schedule impact ourselves — if Procore doesn't record one, none is shown.
Submittal #E-14-002
23 days in review against the review SLA on this project.
Submittal #E-14-002, "Elevator shop drawings and cab finishes," distributed for review. Time in review is measured from the distribution date, not from initiation.
The review SLA on this project · 10 days
The procurement clock
A 210-day lead time that has not started — it starts at approved submittal.
The elevator equipment's quoted lead time is 30 weeks from approved submittal to delivery — this project's own quoted figure, not a typical figure for elevators generally. The clock has not started, because the submittal above has not been approved.
Has not started.
The ladder stops here. It names what's aging and what's blocked — not who's responsible.
The check, in full
Two rules, two different triggers — both read straight off fields Procore already holds.
RFI #0147
31 days open — the default threshold is 14 days.
Submittal #E-14-002
23 days in review — the review SLA on this project is 10 days.
Elevator equipment
210 days — has not started. The clock starts at approved submittal.
- RFIs: age is measured from Procore's own initiated date. Past the configured threshold — the default is 14 days — it is raised.
- Severity escalates only when Procore's own record says the RFI has a known schedule impact. We read that field; we never infer it.
- Submittals: the gate is not elapsed time — it is Procore's own lead-time field. At or above the threshold — the default is 60 days — it counts as long-lead; time in review is measured from the distribution date.
- The recommendation names the ball-in-court party, and — when the project directory holds exactly one person with that name and an email — names that person. Zero matches or two matches, it names nobody. It does not guess.
What does NOT trigger it
- A submittal with no lead time on record — excluded outright, so there's no false positive on an unknown lead time.
- An RFI with neither an initiation date nor a due date.
- A phone call you had that never made it into Procore.
Both rules are deterministic — the same Procore fields produce the same result every time. No model decides either one.
What this does not do
- It does not decide
- It flags that 31 days is past the configured threshold. It does not decide whether that's reasonable for this RFI, and it does not weigh who is at fault.
- The blind spot
- It reads what Procore holds. If the answer came over the phone and nobody logged it, the RFI is still open as far as this is concerned — and it will keep telling you so until somebody closes the record.
- The precondition
- It only ever reads Procore's own initiated date, lead-time field, and schedule-impact field — nothing here is inferred or estimated from context.
- No score
- There is no urgency score or risk percentage anywhere in this — two configured thresholds, read directly against two dates, is all it is.
Your call
31 days open, with the design team, and Procore's own record already shows a 12-day schedule impact.
What the recommendation does
The recommendation names the ball-in-court party — and the exact contact, if the project directory holds exactly one person with that name and an email. Zero matches or two, it names nobody. It does not guess.