Configuring Questionnaires

Introduction

The process of managing the clauses and provisions required for a contract can be labor-intensive and error-prone. With Government Clause Automation, users can automate this process by providing contract details and completing a contract questionnaire. After completing the questionnaire, GCA uses the contract details and questionnaire answers to recommend clauses to include in the contract.

Through the Clause Automation site, business users can view, add, and edit questionnaires and questions associated with each questionnaire.

This page describes how to use the Clause Automation site to configure approaches.

Viewing questionnaires

On the Clause Automation site, a grid lists all of the information that is pertinent to questionnaires. Users can use this information to determine which questionnaires already exist and when their last update occurred.

After you access the Clause Automation site, you can view the Questionnaires page by selecting Questionnaires at the top of the page. When you click Questionnaires, you will see two tabs: Questionnaires and Questions.

When you select the Questionnaire tab, a list of existing questionnaires and a timestamp showing when each question was last modified displays. You can also create a new questionnaire from this view.

Managing questionnaires

Along with the grid of existing questionnaires, you will also see actions that you can take against a questionnaire from the Questionnaires tab. From this page, you can create a new questionnaire, delete a questionnaire, clone a questionnaire, and set a questionnaire as the default that will automatically appear for users when they're creating clause sets. You can also edit a questionnaire by clicking on it.

Creating a new questionnaire

To create a new questionnaire:

1. From the Questionnaires page, click NEW QUESTIONNAIRE.

2. Enter a questionnaire Name and Description.

   

3. Click CREATE QUESTIONNAIRE.

4. Select ADD CATEGORY to add a question category.

   

5. Enter a Category Name and select CREATE CATEGORY.

   

6. You can continue adding categories to the questionnaire, or use UPDATE CATEGORY and DELETE CATEGORY to make changes to the selected category.

   

7. Click ADD QUESTION to add questions to the categories you created.
   • Note: The Add Question grid contains all of your configured questions.

   

8. Use the Search field to look for a specific question in the grid. After identifying the question you want to add, simply click on it to add it to the category.
   • Note: If you can't find the question you're looking for, see Creating a new question below to add a question.

   

9. Once you have selected the desired question, click ADD QUESTION to include it in the questionnaire.
10. Repeat steps 7-9 until the questionnaire contains all the questions you need.

11. Click PREVIEW QUESTIONNAIRE to see what the questionnaire will look like to users.

    

12. After confirming the questionnaire is set up correctly, select CLOSE to finish creating it.

Updating an existing questionnaire

With the Clause Automation site, you can easily update questionnaires.

To update a questionnaire:

1. From the Questionnaires page, click on the questionnaire you want to edit.

2. Select Edit Details to update the questionnaire Name and Description.

   

3. After the Name and Description have been changed, click on SAVE to return to the questionnaire summary page.

4. Select ADD CATEGORY to add a question category.

   

5. Enter a Category Name and select CREATE CATEGORY.

   

6. Use UPDATE CATEGORY and DELETE CATEGORY to make changes to the existing categories.

   

7. Click ADD QUESTION to add questions to the categories you created.

   

8. The Add Question grid contains all of your configured questions. Use the Search field to look for a specific question in the grid. After identifying the question you want to add, simply click on it to add it to the category.
   • Note: If you can't find the question you're looking for, see Creating a new question to add a question.

   

9. After selecting the desired question, click ADD QUESTION to include it in the questionnaire.

10. To edit or remove a question, select the question and use UPDATE QUESTION and DELETE QUESTION.

    

11. Click PREVIEW QUESTIONNAIRE to see what the questionnaire will look like to users.
12. After confirming the questionnaire is set up correctly, select CLOSE to finish creating it.

All future questionnaires will display the latest updated version. Questionnaires that have already been completed will not be affected.

Viewing questions

After accessing the Clause Automation site, you can view the questionnaires by selecting the QUESTIONNAIRES page at the top of the UI. From here, you'll have access to two tabs: Questionnaires and Questions.

When you select the Questions tab, a list of existing questions, each question type, and a timestamp showing when each question was last modified will display. You can also create a new question from this view.

Managing questions

You can filter the list of questions by question type using the dropdown list and radio buttons. You can also search the list for a specific question. Click NEW QUESTION when you want to create a new question and click IMPORT QUESTIONS to add multiple questions at once from an Excel file. Click the trash can icon to delete a question.

Question types

There are two types of questions in Clause Automation:

1. Dropdown: Users can select multiple answers.
   • Note: You can configure the maximum number of answers that can be selected.

   

2. Radio Button: Users can only select one answer.

   

Creating a new question

To create a new question:

1. From the Questions page, click NEW QUESTION.
2. Enter the Question Text and select a question Type.
   • Note: See Question types for information on the different question types.

   

3. In Response Options, add your responses.
   • Click Add Option to add another response option. You can delete a response option by selecting the trash can icon.
4. For dropdown question types, enter the maximum number of options a user can select in Max Selections.

Updating an existing questionnaire

You can update questions with the Clause Automation site.

1. From the Questions page, click the question you want to update.

   

2. Enter new text in Question Text to update the question text or select a different question using Type.
   • Note: See Question types for information on the different question types.
3. In Response Options, update the desired response options.
   • Click Add Option to add another response option. Click the trash can icon to delete a response option.
4. For dropdown question types, update the maximum number of options a user can select in Max Selections.
5. Click CREATE QUESTION to finalize and save your updates.

Any questionnaire that contains the updated question will display the latest version of the question.

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