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. The site displays a grid list of all the information pertinent to questionnaires. Users can use this information to determine which questionnaires exist and when their last update occurred.

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

Viewing questionnaires

After you access the Clause Automation site, you can view the questionnaires on the Questionnaires page, organized into two tabs: Questionnaires and Questions.

The Questionnaires tab lists all existing questionnaires and a timestamp showing when each question was last modified. 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, including creating a new questionnaire and updating an existing one. In addition, you can set a questionnaire as the default, which allows it to automatically appear for users when they're creating clause sets. You can also clone a questionnaire.

Creating a new questionnaire

You can create a questionnaire containing more than one section with several questions in each section and define the conditional logic to display those questions to users.

To create a new questionnaire:

1. From the Questionnaires page, click NEW QUESTIONNAIRE.

   1. Enter a Questionnaire Name and Description.

      

   2. Enter the section or category in Section Name.
   3. Under Choose Question, use the Search field to look for a specific question in the grid.

   4. After identifying the question you want to add, click the question to select it.

      • Note: If you can't find the question you're looking for, see Creating a new question below to add a question.

      

      • Note: For the first question in the section, the Always Visible option in Visibility is automatically set and cannot be changed.

   5. After selecting the desired question, click ADD to include it in the section.

      

   6. To add another question to the Choose Question section, click Add Question and repeat steps 1c-1e.
2. Continue with Setting question conditions.

Setting question conditions

After adding a question, you can set question attributes like the conditions, visibility, and order for each question. In addition, you can add another section to the questionnaire. Finally, you can preview questions and publish the questionnaire.

To set condition for a question:

1. To display the question based on the response to a previous question:

   1. Select the Visible on Conditions option.
   2. Select a Question.
   3. Select an Operator.
   4. Select a Response.

2. To add another condition:

   1. Click Add Condition.
   2. In Configure Conditional Logic section, select the OR or AND option.

   3. Repeat the steps 1b-1d.

      • Note: Select OR when only one of the conditions must be true. Select AND when all conditions must be true.

   

3. To rearrange the question order:

   1. Click the up arrow associated with the questions you want to move up the list.
   2. Click the down arrow associated with the questions you want to move down the list.

   

   • Note: When you move a question, its conditional logic is removed. Make sure the conditional logic are set as necessary after you move questions.

4. To add another section in the questionnaire:

   1. Click Add New Section.
   2. Repeat the steps 1b-1f in Creating a new questionnaire.
   3. Repeat the steps 1-3 in this section.

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

   

   1. Click BACK TO EDIT to return to Create Questionnaire.

6. Click PUBLISH to create the questionnaire.

Updating an existing questionnaire

From the Clause Automation site, you can easily update existing questionnaires by editing the name and description, adding or removing sections or questions in a section, adding or removing conditions, and reordering questions.

Update questionnaire and section names

You can easily update the questionnaire name, description, and section name.

To update the questionnaire and section names:

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

   1. Update the Questionnaire Name and Description.

   2. Update the Section Name in each section.

      

   3. Click PUBLISH to update the questionnaire.

Add questions and conditions

You can add questions and conditions to each questionnaire section.

To add a question in the section:

1. Click Add Question.

   

   1. Use the Search field to look for a specific question in the grid.

   2. After identifying the question you want to add, click the question to select it.

      • Note: If you can't find the question you're looking for, see Creating a new question to add a question.

   3. To display the question based on the response to a previous question:

      1. Select the Visible on Conditions option.
      2. Select a Question.
      3. Select an Operator.

      4. Select a Response.

         

      5. To add another condition:

         1. Click Add Condition.
         2. In Configure Conditional Logic section, select the OR or AND option.

         3. Repeat the steps 1cii-1civ.

            • Note: Select OR when only one of the conditions must be true. Select AND when all conditions must be true.
   4. Click ADD to add the new question to the section.

2. To reorder the questions in a section:

   1. Click the up arrow associated with the questions you want to move up the list.

   2. Click the down arrow associated with the questions you want to move down the list.

      

      • Note: When you move a question, its conditional logic is removed. Make sure the conditional logic are set as necessary after you move questions.

3. Click PUBLISH to update the questionnaire.

Delete questions

You can delete questions in a section. If the question is used in conditional logic in other questions, then those configurations are removed when you delete the question.

To delete the questions in the section:

1. Click the trash can icon associated with the questions you want to delete.

   

   • Note: If there is one question only in a section, that question cannot be deleted. You will have to remove that section instead.
2. From the Are you sure to delete this question? message, click DELETE.
3. Click PUBLISH to update the questionnaire.

Remove condition

To remove a condition for a question:

1. Click Edit in the question.

   

   1. Click the delete x icon associated with the condition you want to remove.
   2. Click UPDATE.

2. Click PUBLISH to update the questionnaire.

Delete section

You can delete sections in the questionnaire. When a section is deleted, all the questions and conditional logic within it are removed.

To delete a section from the questionnaire:

1. Click the trash can icon next to the section.

   

   • Note: A questionnaire requires a minimum of one section.
2. From the Are you sure to delete this section? message, click DELETE.
3. Click PUBLISH to update the questionnaire.

Add new section

You can add new sections with questions to the questionnaire.

To add new section to the questionnaire:

1. Click Add New Section.

   

   1. Enter the Section Name.
   2. Add the required questions in the section. See Add questions to add a question.

2. Click PREVIEW to see what the updated questionnaire will look like to users.

   1. Click BACK TO EDIT to return to Edit Questionnaire.

3. Click PUBLISH to update the questionnaire.

All future clause sets will display the latest updated version of the questionnaire. Questionnaires that have already been completed will not be affected.

Setting a default questionnaire

You can set a default questionnaire, which users can fill when creating clause sets. If any existing questionnaire is already set as the default, the new questionnaire replaces the existing one as the default.

To set a default questionnaire:

1. From the Questionnaires page, select the checkbox associated to the questionnaire you want to set as the default.

   

2. Click SET DEFAULT.

3. From the Set Default Questionnaire confirmation message, click SET DEFAULT.

   Note: The SET DEFAULT button is disabled when you select a questionnaire that is already set as the default.

Cloning a questionnaire

You can clone an existing questionnaire when you want to reuse it with some modifications instead of creating a new questionnaire.

To clone an existing questionnaire:

1. From the Questionnaires page, select the checkbox associated to the questionnaire you want to clone.

   

2. Click CLONE QUESTIONNAIRE.

   1. From the Clone Questionnaire page, update the Questionnaire Name and Description as needed.
   2. Update the existing sections and questions as needed. See updating an existing questionnaire for information on updating a questionnaire.
   3. Click PUBLISH to create the cloned questionnaire.

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. 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

You can create contract questions, which can included in the questionnaires for users to fill when they create clause sets.

To create a new question:

1. From the Questions page, click NEW QUESTION.

   1. Enter the Question Text and select a question Type.

      • Note: See Question types for information on the different question types.

      

   2. 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.
   3. For dropdown question types, enter the maximum number of options a user can select in Max Selections.
   4. Click CREATE QUESTION.

Updating an existing question

You can edit a question to change the question text, type, and response options.

To update an existing question:

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

   

   1. 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.

   2. 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.

   3. For dropdown question types, update the maximum number of options a user can select in Max Selections.

      • Note: When the question is included in any questionnaire, the Type, Response Options, and Max Selections options are disabled.

   4. Click UPDATE 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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