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Overview

The ACC RFI Syncer keeps Requests for Information (RFIs) synchronized between two ACC projects. When one party creates or updates an RFI, the changes automatically appear in the other party’s project. Common Use Case: A General Contractor and Architect each maintain their own ACC project. RFIs flow between them automatically.

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Workflow Steps

1

GC Creates RFI

The General Contractor creates an RFI in their ACC project with:
  • Title and question
  • Status set to “Open”
  • Assignment information
The RFI automatically syncs to the Architect’s project.
2

GC Updates RFI Details (Optional)

While the RFI is still open, the GC can update the title or question. These changes sync to the Architect’s project automatically.
3

Architect Provides Response

The Architect reviews the RFI and provides an official response:
  • Adds response text
  • Attaches any supporting documents
  • Changes status to “Answered”
The response and attachments sync back to the GC’s project.
4

GC Closes RFI

Once satisfied with the response, the GC closes the RFI. The closed status syncs to both projects, completing the workflow.

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What Gets Synced

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Initial Creation

When an RFI is first created:
  • Title
  • Question text
  • Status (Open)
  • Reference to source RFI ID
  • Assignment to designated user in destination project

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Updates While Open

The GC can update:
  • Title
  • Question text

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Official Response

When the Architect responds:
  • Official response text
  • Response attachments (automatically downloaded and uploaded)
  • Status change to “Answered”

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Closure

When the GC closes:
  • Status change to “Closed”

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Setup Requirements

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GC Setup Steps

1

Add Kroo Service Account

Add the Kroo service account (svcKroo@<mydomain>.com) to your ACC project as Project Admin (can view all RFIs).
2

Provide Project ID

Provide your ACC project ID to Kroo support.
3

Confirm Coordinator Workflow

Confirm that the coordinator workflow is set for your project in your ACC tenant.
4

Confirm RFI Numbering

Confirm that your current RFI numbering is accurate and matches to date.
5

Set Start Date

Confirm the start date and time for RFI transfer (the “line in the sand”). Only RFIs created after this date will be synced.
6

Create Attachments Folder

Create a folder named “Kroo - Attachments” in your ACC project. This folder is used for storing RFI attachments.

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Architect Setup Steps

1

Add Kroo Service Account

Add the Kroo service account (svcKroo@<mydomain>.com) to your ACC project with all RFI permissions.
2

Confirm Coordinator Workflow

Confirm that the coordinator workflow is set for your project in your ACC tenant.
3

Confirm RFI Numbering

Confirm that your current RFI numbering is accurate and matches to date.
4

Set Start Date

Confirm the start date and time for RFI transfer (the “line in the sand”). Only RFIs created after this date will be synced.
5

Create Attachments Folder

Create a folder named “Kroo - Attachments” in your ACC project. This folder is used for storing RFI attachments.
Start Date (“Line in the Sand”): The sync only processes RFIs created after the agreed-upon start date. This prevents syncing historical RFIs and ensures a clean starting point.

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Common Issues

Possible Causes:
  • Assigned user doesn’t exist in destination project
  • User lacks RFI permissions
  • Source RFI missing required fields (title, question, status)
Check:
  • Verify user exists and has RFI access
  • Ensure all required fields are filled out in source RFI
  • Review Sync Details portal for error messages
Possible Causes:
  • Attachment files too large or unsupported format
  • Network issues during file transfer
  • API rate limiting
Resolution:
  • Check attachment file sizes (ACC has limits)
  • Wait for next sync cycle (typically 15-30 minutes)
  • Review error logs in Sync Details portal
Possible Causes:
  • RFI not in correct state for updates
  • Sync hasn’t run yet (runs every 15-30 minutes)
Resolution:
  • Verify RFI is in “Open” state for detail updates
  • Wait for next sync cycle
  • Check Sync Details portal for sync timing

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Getting Help

If you encounter sync issues with RFIs:
  1. Check the Sync Details portal in the Kroo app (Two-Way Sync → Details)
  2. Review error messages for specific failure information
  3. Contact Kroo support at [email protected] with:
    • Source and destination project IDs
    • RFI IDs from both projects
    • Error messages from Sync Details portal
    • Timestamp when the issue occurred