Linking record statuses to questionnaires

To customize your workflow, link one or more statuses to a questionnaire. When a record is changed to a linked status, the questionnaire is displayed.

Note

Only Professional Managers and Professional Users can complete this task.

How it works

Status questionnaire linking

From the Questionnaire details page, you can link one or more statuses to a questionnaire. When any of the following occur, the user that processes the record is asked to complete the questionnaire:

  • a record's status is changed to one of the linked statuses
  • a record with a linked status is processed

    This may occur when a trigger sets the record to a linked status. The questionnaire is displayed when the assignee attempts to subsequently process the record.

A status may only be linked to one questionnaire at a time. Once the questionnaire is responded to, the questionnaire is linked to the table and Oversight Executives and Contributor Users cannot send the linked questionnaire when processing records.

Note

If a record is changed to a linked status after previously being in this state, then the questionnaire is once again required. The questionnaire is pre-filled with the answers that were recorded the last time it was answered for the record. The user that processes the record can then update answers as needed.

Linked statuses and bulk record processing

When processing records in bulk, a single status questionnaire response applies to all selected records. However, depending on how your company configures workflows and workflow groups, the status update may not apply to all records:

  • if your workflow rules allow all selected records to transition to the selected status, the questionnaire responses apply to all records
  • if your workflow rules allow only some selected records to transition to the selected status, the questionnaire responses apply to the permitted records only and the records that fall outside the workflow rules are not processed
  • if you select multiple records to process and you do not change the status before answering the questionnaire, the questionnaire response applies to only the last selected record.

Note

If you apply the Status is Open filter to the table, and then change the bulk records to a closed status with a linked questionnaire, the questionnaire does not display as the records are no longer included in the filtered table.

Example

Expense approval questionnaire

Your remediation workflow includes a status called Requires Approval. When new expense records are uploaded, a trigger runs and does the following to all records where the expense amount exceeds $100:

  • sets the record status to Requires Approval
  • assigns the record to the manager responsible for approvals

You create an approval questionnaire that gathers the necessary information to justify expense approval. You then link the Requires Approval status to the questionnaire.

When the approving manager reviews the records and attempts to process them, the approval questionnaire is displayed in the Table View and the response is associated with the expense records in the table.

Link a status to a questionnaire

  1. Open the Results app.
  2. Click the name of the collection with the questionnaire you want to work with.
  3. Click Questionnaires.
  4. Click and open the appropriate questionnaire.
  5. In the upper-right corner, click Edit.
  6. From the Linked Statuses list, select one or more statuses to link to the questionnaire.

    A status can only be linked to one questionnaire.

  7. At the bottom of the page, click Save.