STATEMETHOD

Illustrative workflow / one possible configuration

Turn mixed inbox traffic into a controlled intake record.

Normalize incoming RFIs and submittals, detect missing fields and route a complete record for coordinator approval.

Explore the workflow One example configuration · synthetic data · Interactive reference
Audience
Project coordinators · Document controllers · Package managers
Workflow owner
Project Coordinator
Input
RFI or submittal email, form and attachments
Final artifact
Approved intake record and assigned review route

01 / Intake and routing

Turn an incoming request into a registered project record.

The intake is admitted before model processing, checked for exact and possible duplicates, then sent through a different completeness branch for RFIs or submittals before the Project Coordinator authorizes registration.

Select a synthetic scenario

Synthetic case / SM-RFI-119/DUE / Primary view
NEEDS REVIEW
RFI & Submittal Intake — Needs reviewA controlled exception is waiting for the named owner. No output has been issued. Current reason code: DUE_DATE_AMBIGUOUS. The topology contains 10 icon nodes and 15 directed connections. Current node: Coordinator gate. Focus a node to inspect its lane and responsibility.manifestmanifestadmittedadmittedcandidatecandidateRFIsubmittalcompletecompleteroute readyroute readyapproveboundary failboundary failcorrected sourcecorrected sourceReceive and freeze: Preserve message and attachments01Receive and freezeIntegration / toolAdmission control: Check project, channel and files02Admission controlDeterministic controlClassify and extract: Identify type and candidate fields03Classify andextractModel-assistedIdentity and dedupe: Compare keys, revisions and hashes04Identity and dedupeDeterministic controlRFI checklist: Validate question and references05RFI checklistDeterministic controlSubmittal checklist: Validate package and evidence set06Submittal checklistDeterministic controlRoute and clock: Resolve reviewer and contract date07Route and clockDeterministic controlCoordinator gate: Approve type, route and due date08Coordinator gateHuman approvalRegister and dispatch: Create CDE item and assignments09Register anddispatchControlled outputException desk: Correct, dedupe or retry safely10Exception deskRecovery route
Human approval / Human control / activeCoordinator gate

Approve type, route and due date

State: NEEDS REVIEWReason: DUE_DATE_AMBIGUOUSA controlled exception is waiting for the named owner. No output has been issued.
  • completed
  • active
  • blocked
  • pending

Primary route first · expand controls only when needed

02 / Value hypothesis

Less handling. More deciding.

This planning model separates machine preparation from remaining human review. It is not a measured result.

Before / manual handling

28m
  1. 01Monitor inboxesReview several channels for new requests.
  2. 02Re-key detailsCopy fields into the project register.
  3. 03Chase omissionsRequest missing references and attachments.

After / controlled preparation

AI-assisted preparation
2m
Remaining human review
6m
Potential time returned / case
20m
  1. Normalize intake. The workflow structures each bounded submission.
  2. Review exceptions. The coordinator sees missing and ambiguous fields.
  3. Register once. Only the approved record enters the project system.

Your volume / adjustable

Illustrative estimate
Calculated monthly time returned29h

20m × 20 cases × 4.33 weeks, rounded to the nearest hour.

03 / Live intake run

The request becomes a controlled project record.

Run a synthetic request payload through project-boundary, duplicate and due-date controls to generate a register-ready RFI or submittal record.

SYNTHETIC CASE / SM-RFI-119/DUE / NEEDS REVIEW
READY TO RUN
01 / Input data

Email, body text and attachments

Fromsite.engineer@contractor.exampleTodesign.coordination@project.example

PRJ-04 — RFI — Level 03 riser opening

Please confirm whether the Level 03 riser opening should follow A-304 or the structural builder’s-work drawing.

We need a response by the end of next week.

The marked-up extract and site photograph are attached.

PDFA-304_markup.pdf2.4 MB / 9F2A…11C8PDFIMG_1842.jpg4.8 MB / 18BC…04D1

Synthetic email and programme extract

02 / Controls

Executed checks

  1. Project boundaryWaiting to run
  2. Duplicate searchWaiting to run
  3. Due-date parserWaiting to run
03 / Generated result

Registered RFI form and routing record

No run yet

The result will be generated from the visible synthetic rows.

All rows, checks and outputs in this run are synthetic. They demonstrate executable workflow behavior and authority boundaries, not analysis of client documents or measured production performance.

04 / Explicit authority

The system prepares. The named owner decides.

Permission matrix for RFI & Submittal Intake
AuthorityPermissionOperating scopeStatus
ModelClassify and extract candidate intake fieldsPrepare a bounded proposal and cite available evidence.✓ May
SoftwareReject duplicates and enforce mandatory fieldsEnforce deterministic rules, state transitions and action limits.✓ May
ModelResolve conflicting source evidenceConflicts must stop or route to the named human owner.× May not
HumanApprove classification, due date and routingOnly an authorized Project Coordinator can approve the final artifact.✓ May

Deterministic checks

  • Project code is valid
  • Required originator fields are present
  • Attachment checksum is recorded
  • Duplicate reference is not already registered

Model-assisted actions

  • Classify the request type
  • Extract subject, discipline and due date candidates
  • Draft a concise scope description
  • Propose the responsible package

Human approval gate

The Project Coordinator confirms classification, due date and routing before registration.

Failure and recovery

Incomplete or duplicate intake stops registration and returns a reason-coded request for correction.

05 / Decision ledger

Reconstruct the displayed decision.

This synthetic ledger changes with the scenario. Its final decision event records the same state and reason shown in the workflow canvas.

Displayed state
NEEDS REVIEW
Reason code
DUE_DATE_AMBIGUOUS
Approval owner
Project Coordinator
Synthetic event log for the Needs review scenario
EventActorResultEvidenceTime
case.receivedIntake serviceInput hash recordedSM-RFI-119/DUE
validation.completedRules engineRequired fields checkedSM-RFI-119/DUE
exception.detectedRules engineDUE_DATE_AMBIGUOUSSM-RFI-119/DUE
review.requestedWorkflow serviceProject Coordinator assigned—
case.review_requiredState reducerDUE_DATE_AMBIGUOUS—

06 / Related workflows

01 / Design coordination

Construction Document & Drawing Review

Check drawing packages, surface revision conflicts and issue only a human-approved review record.

Drawing package, schedules and revision register → Approved, evidence-linked review record

02 / Design coordination

Specification Compliance Review

Compare bounded requirements with submitted evidence and route every mismatch to a Technical Manager.

Approved specification sections and product evidence → Approved compliance matrix with exceptions

03 / Information management

Handover Document Preparation

Index handover evidence, surface missing obligations and prepare a controlled pack for Handover Manager approval.

Approved handover schedule, O&M files, certificates and as-built register → Approved handover index and issue-ready pack

Browse all workflow examples

Example set / not a fixed catalogue

Your workflow can start somewhere else.

The eight detailed examples demonstrate reusable patterns, not the limits of the service. State Method maps the real process around your documents, recurring decisions, system touchpoints and named approval boundaries.

01 / Other processes we can map

Project and design

  • Meeting minutes and action tracking
  • Design comment coordination
  • Change control and instruction review
  • Document distribution and approvals

02 / Other processes we can map

Commercial and procurement

  • Supplier and quotation comparison
  • Payment application review
  • Variation evidence preparation
  • Procurement package coordination

03 / Other processes we can map

Site, quality and compliance

  • Inspection and test records
  • Defect and NCR management
  • Safety observation reporting
  • Environmental evidence reporting
Discuss another workflow

Start with a repetitive process, its evidence and the person who must retain authority. It does not need to match one of these examples.

Assessment / human-reviewed intake

Assess one intake route.

Map the current channels, mandatory fields, routing owner and duplicate controls before deciding what to automate.

Assess one workflowReview the diagnostic

Share business context only. Do not submit documents, credentials, confidential architecture, sensitive personal data or client information.