Managing questionnaires in Asset Manager

You can assess your assets and records by sending questionnaires to the users. You can perform both criticality and risk assessments of your assets.

The Asset Manager app requires a subscription to IT Risk Management or Third Party Risk Management.

Configuring questionnaires

Contact your Diligent representative to configure the questionnaires your organization needs. Then, you can go ahead and launch the questionnaires based on your workflow.

Important

The Questionnaires tab appears in assets and records, only when it is configured.

Sending a questionnaire from asset and asset record

In the Asset Manager app, you can send a questionnaire from either an asset or a record and get responses from users.

Before you start

Before sending a questionnaire, you must ensure the following:

  • Questionnaires are configured in the asset type / record type, in which you want to launch a questionnaire.
  • The asset / record is in the appropriate workflow state. You can launch a questionnaire only in a particular workflow state depending on your workflow configuration. For more information, see Managing workflows in Asset Manager
  • You know the name of the event button configured to the questionnaire that you want to launch. This is the button you will click to launch the questionnaire.

Steps to send a questionnaire

  1. Open the Asset Manager app.

    Asset Manager home page opens.

  2. Click on the asset type you want to work with.

    The list of assets opens.

  3. Click on the name of the asset you want to work with.

    The asset page opens with the Details tab.

  4. To send a questionnaire:

    From an asset

    1. Go to the Questionnaires tab and click the button in the top right.

      2. Note

      • The Questionnaires tab appears only when it is configured.
      • The button name is based on your organization's configuration. For example: To launch a risk assessment, the button name can be Launch Risk Assessment.

    From a record

    1. From the Asset page, go to the records tab and click the record of your choice.

      2. Important

      • Ensure you have selected an asset where a record tab has been configured, only then you will see a record tab.
      • Name of the record tab is configurable, so the name can be Findings, Records, etc.
    2. Go to the Questionnaires tab and click the button in the top right.

      3. Note

      • The Questionnaires tab appears only when it is configured.
      • The button name is based on your configuration. For example: To launch a risk assessment, the button name can be Launch Risk Assessment.
  5. In the Send Questionnaire panel, select the questionnaire that you want to send.

    Note

    If you want to modify a questionnaire, you can click on the questionnaire name to navigate to the Results app and make the required changes.

    Tip

    Click Preview questionnaire to preview the questionnaire before sending.

  6. Select the recipient you want to send the questionnaire to.
  7. Click Send.

    Result The questionnaire is emailed to the selected recipient.

Note

Records are generated based on responses to the assessment questionnaire if any gaps are found.

Can I edit a questionnaire in Asset Manager?

You cannot edit a questionnaire in the Asset Manager app, but you can go to the Results app from Asset Manager by clicking on the questionnaire name and make any changes required.

Viewing an answered questionnaire

After you send a questionnaire to a user, the user answers and sends the responses.

To view the answered questionnaire, perform the following steps:

  1. Open the Asset Manager app.

    Asset Manager home page opens.

  2. Click on the asset type you want to work with.

    The list of assets opens.

  3. Click on the name of the asset you want to work with.

    The asset page opens with the Details tab.

  4. To view the questionnaire:

    Linked to an asset

    1. Go to the Questionnaires tab and click on the questionnaire you want to view.

      2. Note

      The Questionnaires tab appears only when it is configured.

    Linked to an record

    1. From the Asset Page, go to the records tab and click the record of your choice.

      2. Important

      • Ensure you have selected an asset where a record tab has been configured, only then you will see a record tab.
      • Name of the record tab is configurable, so the name can be Findings, Records, etc.
    2. Go to the Questionnaires tab and click on the questionnaire you want to view.
  5. Click on the publish date to view the questionnaire responses.