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Configure Questionnaires

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This content applies solely to Government Clause Automation, which must be purchased separately from the Appian base platform. This content was written for Appian 26.6 and may not reflect the interfaces or functionality of other Appian versions.

The process of managing the clauses and provisions required for a contract can be labor-intensive and error-prone. With Government Clause Automation (GCA), users can automate the process of managing clauses 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 Government 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 that helps users to determine which questionnaires exist and when their last update occurred.

Learn how to use the Government Clause Automation site to configure questionnaires.

View questionnaires

After you access the Government Clause Automation (GCA) 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 the Questionnaires tab.

Questionnaires tab listing existing questionnaires with name and last modified date

Manage questionnaires

The Questionnaires tab displays a grid of existing questionnaires alongside available management actions. From this tab, you can create new questionnaires and update existing ones. In addition, you can set a questionnaire as the default. The default questionnaire automatically appears for users when creating clause sets. You can also clone a questionnaire.

Create 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.

      Create Questionnaire form with fields for 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.

      Choose Question section with search field and question grid for selection

      • 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.

      Question added to the section using the ADD button

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

Set 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.

    Visible on Conditions settings with question, operator, response fields and conditional logic options

  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.

    Question reordering controls with up and down arrows

    • Note: When you move a question, its conditional logic is removed. Make sure the conditional logic is 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 Set question conditions.

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

    Questionnaire preview showing how questions appear to users

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

  6. Click PUBLISH to create the questionnaire.

Update an existing questionnaire

From the Clause Automation site, you can update existing questionnaires. You can edit 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 update the questionnaire name, description, and section name.

To update the questionnaire and section names:

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

    1. Update the Questionnaire Name and Description.

    2. Update the Section Name in each section.

      Edit Questionnaire form with editable questionnaire name, description, and section name fields

    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.

    The Add Question button within a questionnaire section

    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.

    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.

        The Visible on Conditions configuration with question, operator, and response dropdowns

      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 ii-iv from step 1c.

          • 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.

      Question reordering controls with up and down arrows in a section

      • Note: When you move a question, its conditional logic is removed. Make sure the conditional logic is 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 Red Trash icon associated with the questions you want to delete.

    Delete icon next to a question in the questionnaire section

    • Note: If there is only one question in a section, that question cannot be deleted. You need to remove that section instead.
  2. In 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.

    Edit button on a question for modifying or removing conditions

    1. Click the delete x icon for 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 Red Trash icon next to the section.

    Delete icon next to a questionnaire 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.

    Add New Section button in the questionnaire editor

    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.

The latest updated version of the questionnaire displays in all future clause sets. Questionnaires that have already been completed are not affected.

Set a default questionnaire

You can set a default questionnaire, which users need to complete 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 with the questionnaire you want to set as the default.

    Questionnaire list with checkbox selected for setting as 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.

Clone 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 for the questionnaire you want to clone.

    Questionnaire list with checkbox selected for cloning

  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.

View questions

After accessing the Government Clause Automation (GCA) site, you can view the questionnaires by selecting the QUESTIONNAIRES page at the top of the interface. From here, you 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 appears. You can also create a new question from the Questions tab.

Manage questions

In Government Clause Automation (GCA), 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 to create a new question and click IMPORT QUESTIONS to add multiple questions at once from an Excel file. Click Blue Trash icon to delete a question.

Questions tab with filter dropdown, search field, New Question and Import Questions buttons

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.

    Dropdown question type allowing multiple answer selections

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

    Radio button question type allowing single answer selection

Create a new question

You can create contract questions, which are 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.

      Create Question form with question text field and type selector

    2. In Response Options, add your responses.

      • Click Add Option to add another response option. You can delete a response option by clicking Blue Trash icon.
    3. For dropdown question types, enter the maximum number of options a user can select in Max Selections.
    4. Click CREATE QUESTION.

Update 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.

    Update Question form with editable question text, type, and response options

    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 Blue Trash icon to delete a response option.

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

      • 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 displays the latest version of the question.

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