Using Form Builder for questionnaires

Use Third-Party Manager Form A form is a questionnaire to gather information. Builder to create, update, and deploy questionnaires within Third-Party Manager. You can manage the text and questions, set question dependencies, and manage versions and languages. You can also create, edit, and update the landing page.

The data in questionnaires for third-parties can be used in the workflow assignment A workflow assignment is a rule that tells the system what workflow definition should be used under which circumstances (for example, the creation of a Third Party or the submission of an Intake Form).. For example, the answer to a question can determine which workflow A series of tasks generated based on an event or form submission. is assigned. See Managing workflow assignments. Or an Action task Part of a workflow that itemizes certain work to be completed. in a workflow definition The template used to build a workflow which is the outline of tasks that must be completed. can be used to send a questionnaire to a third-party. See Managing workflow definitions.

Alternatives for handling translation

The questionnaire must be completed in English and not subject to change before starting the translation process.

Your alternatives for translation follow:

1. Diligent can handle translation.
2. Diligent can provide a translation template for you to complete. The Due Diligence Questionnaire template is the default template. The Minimum Required Questions template is a blank slate to start from.
3. You can translate some of the questionnaire using the Forms 2.0 interface. As of this writing, this approach does not include the ACL, landing page, dropdown lists, or the emails associated with the form.

High level process (providing a template)

If your organization wants to provide the translation template, the high level steps follow.

Performed by: Your Administrator

1. Create the questionnaire. See Creating a questionnaire. 
2. If question responses include selections, like a dropdown list, make sure the list of selections is available. See Setting fields and lists.
3. Activate the questionnaire in Form Builder. See Activate a questionnaire
4. Test the questionnaire. You can create a test third-profile and send the active form to a safe email.

Performed by: Your Administrator

1. Landing page: Prepare verbiage for the page that displays after the third-party logs in. Default verbiage is available to review and editing upon request.
2. Anti-Corruption Language (ACL): If applicable, prepare verbiage for the final for the acknowledgment and submission page of the questionnaire. Default verbiage is available to review and editing upon request.
3. Email notifications and reminder schedules: Prepare the content and schedule for each email invitation, reminder, submission, and rejection. Default verbiage is available to review and editing upon request.
4. Report column headers: Diligent Support uses the first 60 characters of each question. If you want specific names for each question, you can prepare question names.
5. Additional customizations: The following customizations can also be prepared to be requested from Diligent Support.
   • Remove a modal (personnel, relationship, and so on) from the Case Assigned to a third party profile related to a questionnaire sent for response, due diligence investigation, or other action. Folder view if the modal is not used in the questionnaire.

   • Rename the case tabs in the Case Folder.

Performed by: Your Administrator

Send an email request to support_3pm@diligent.com and submit the artifacts prepared in the last step, as applicable:

1. Translation artifacts
2. Landing page
3. Anti-Corruption Language (ACL), if applicable
4. Email notifications and reminder schedules
5. Report column headers
6. Additional customizations, if any

Performed by: Diligent Support. See Getting Support.

1. Secure approved English version of the questionnaire.

2. From the information provided by the customer, create the following, as needed:

   • If the questionnaire uses ACL, build the ACL Management.

   • Set up e-mails and reminder schedule.

   • Translate dropdown lists for questions that use custom lists.

   • Create the landing page.

   • Translate modals Modals are pop-up forms which sit on top of the main window and require a response. For example, a overlayed window 'Forgot your password?' is a model. (a pop-up window), as requested, in addition to default translations like 'Forgot your password?'. Modals include: Relationships, Key Personnel, Countries Doing Business In, and Parent, Subsidiary & Affiliated company(ies)

3. Send the translation template for translating.

4. Once the translations are sent back to Diligent, upload translations.

5. Make the questionnaire version active and test the questionnaire and the notifications.

Performed by: Your Administrator

1. Update the risk models and republish the model to score the questions. See Managing risk models.
2. Update Workflow Automation elements that send automatic invitations requesting a Point of Contact (POC) to complete a form. For example, check definitions and snippets for any DDQ Due Diligence Questionnaire which can be sent to third parties for response. Questions can be added to a risk model to use in determining the overall risk rating for a third party. or other invitations to select latest version of the form.

Performed by: Your Administrator

1.  Activate all translations of the questionnaire in the 3P Manager Settings. The process is:
   1. After the English version is finalized, a new version of the form is created in Draft mode. All translations are added to that new version.
   2. When you are ready, to start using the translations, make the new version of the questionnaire active.
2. Once activated, the questionnaire is available to complete any of the following actions, based on the workflow assignment.
   • The Invite | Renew button on the Due Diligence tab third-party Record Detail
   • The Open URL for Internal Forms option. This URL is provided to your organization to access the internal form.
   • The Case Management, Case Folder, Invite option.