Creating a Questionnaire

Benefits

Questionnaires allow easy information gathering for any ZenGRC module. Through this communication channel, you can do the following:

• Create customized questionnaires for requesting information from any organization, including your own.
• Rate a potential or existing vendor (if the questionnaires are sent from the Vendors module).
• Gauge security risks involved in doing business and exchanging information with other organizations.
• Determine mandatory and optional responses.
• Add automatic weighting to established answers.
• Build conditional questions that only display when certain options are selected.
• Collect and rate responses surrounding an issue, program, risk, vendor or any item residing within ZenGRC.

Overview

ZenGRC questionnaires provide the following functionality for your organization.

• Electronically create, send and receive questionnaires, which are stored in the system.
• Review responses of returned questionnaires.
• Update, delete, duplicate or reorganize any questionnaire item.
• Track the history of questionnaire requests and risk ratings.
• Create reusable email templates that can be selected when sending a questionnaire.
• Export survey responses.
  
  

Accessing Questionnaires

To access existing questionnaires or create a new one, complete the following:

1. Click Questionnaires | Questionnaire Templates.
   
   

Question Types

• Check Boxes - Allows for multiple selections.
• Additional Text - Informational text that does not allow for an answer.
• Date - A date selector that displays a calendar.
• Datetime - A calendar along with the time stamp.
• E-mail - A text box that requires the e-mail address to be entered in the proper format.
• File Upload - Allows the upload of documents.
• Radio Buttons - Multiple choice answers, where only one answer can be selected.
• Rich Text - Large text box with rich text abilities.
• Text Field - A smaller text box for short answers.
• URL - A text box that requires the website or link to be entered in the proper format.

Creating or Altering a Questionnaire

To create a new questionnaire or alter an existing one, complete the following steps:

1. Access the Questionnaire Templates home page, and click the linked Title of an existing questionnaire to edit the questionnaire.
   
   
   
   
2. Alternatively, instead of clicking on an individual item, click Actions | New Questionnaire Template to create a new survey.
   
   
    
3. In the top text box, enter or adjust the questionnaire's name.
   
   
   
   
4. Determine whether it's weighted or not by clicking the toggle under Weighted, which displays in the right-hand panel.

5. A weighted questionnaire also needs numbers entered in the Mid Risk Threshold, High Risk Threshold, Min score and Max score. These can be added after questionnaire set up is complete. To understand how to weight a questionnaire, please see Questionnaire Weighting.
   
   
   
   

6. Click Add question.
   
   
   
   

7. Select the Question type from the dropdown. For information on ways to format questions, please see Question Types.

8. Add the question in the Question title. This displays in the left panel, and is the question recipients see.
   
   
   
   
9. If additional information is necessary, enter text in the Explain the question text box. This text displays under the question in a different font size.
10. To require an answer, select the check box beside Question is mandatory. This does not allow the recipient to submit the questionnaire without responding to the question.
11. If the question has check boxes or radio buttons, at least one answer option is required. Under Options, the Option title box will remain red until a selection title is added.
    
    
    
    
12. Alternatively, click the icon to the right of the Option title to delete.
    
    
    
    
13. To continue adding options, click Add another option.
14. If any questions or options need to be reordered, click the grid beside the option or question. Then drag and drop into the new order.
    
    
    
    
15. To place the question on a different page, select the dropdown under Page and select the new page.
    
    
    
    
16. In addition to the display of all existing pages in the questionnaire, this dropdown allows you to select New page, which adds another page to the end of the questionnaire.

Questions, Sub Questions and Conditional Questions

Standard questions can consist of any question type, and they can have sub questions, which also consist of any question type.

In addition, questions and sub questions can be conditional questions, which mean they only display based on an answer for predetermined questions. Because of this, conditional questions are only based on multiple-choice questions, such as check boxes and radio buttons.

Creating Conditional Questions

To set up a conditional question, complete the following steps:

1. Create the question on which the conditional question will be based. Make sure to select either Check boxes or Radio buttons in the Question type dropdown.
2. Click Add question to add the conditional question.

3. Select any question type, add a title, and select Conditionally under Visible.
   
   

   TIP

   In the below screenshot, Q2 is the conditional question displayed in the right panel where the Conditionally button is clicked. Continue with these instructions to see how to prompt its display depending on the answer to Q1.

   
   
   
   

4. Selecting Conditionally displays a dropdown to choose the question-and-answer combination that prompts the question to display.
5. Click the dropdown beside Question to display all multiple choice questions set up in the questionnaire, and select a question.
   
   
   
   
6. Click the dropdown beside Option to show all answers to the chosen question. Select an answer.
   
   
   
   
7. If the same question needs to display when a different answer is given or when another question is answered, click Add another condition and revisit the above steps.
   
   

Creating Sub Questions

Only multiple choice questions have subquestions enabled. 

To create a subquestion, complete the following:

1. After setting up a question with check box or radio button answers, click Add subquestion below the option where the question should reside in the questionnaire.
   
   
   
   
2. The new question panel displays with all options for a standard or conditional question.  

Color Indicators

The following instructions describe the color coding used in questionnaire creation.

• Questions typically display on a white background and turn bluish-gray on hover.
• When selected, the question is highlighted in the bluish-gray hover color.
• A question highlighted in yellow has a conditional set up, meaning it only displays when a certain answer is selected for a particular question.
  
  
  
  
• Select the yellow highlighted question, and click the dropdowns to view available question-and-answer options. When end users select the combination outlined in the red box below, the conditional question then displays.
  
  
  
  
• There is no limit to conditional questions or sub questions tied to a particular item.
• A question highlighted in pink indicates the question set up is either incomplete or incorrect.
  
  
  
  
• Selecting a pink question turns the question bluish-gray. It then showcases the issue in red on the right-hand panel that needs addressing. In the image below, the conditional question and option have not been selected.
  
  

Saving, Copying, Previewing, Resetting

A questionnaire must be error free in order to save. If the Save button is grayed out, check through the questions to find the errors highlighted in pink.

To save a questionnaire, complete the following:

1. Click Save to the right of the questionnaire's name.
   
   

To copy a questionnaire, complete the following:

1. Click the down arrow beside the Save button.
2. Select Save as copy.
   
   

To preview a questionnaire, complete the following:

1. Click Preview to the right of the questionnaire's name.

To reset a questionnaire back to the last save, complete the following:

1. Click Reset to the right of the questionnaire's name.

Reviewing Sent Questionnaires

All questionnaires, whether or not recipients have responded to them, can be seen in your instance. The Questionnaire Responses module allows users to immediately view several important fields including whether the recipient has opened, started, or completed the survey.

Accessing Questionnaires and Responses

To view questionnaires that have been sent, along with recipient responses if they've been returned, complete the following:

1. Click Questionnaires | Questionnaire Responses.
   
   

Questionnaire Statuses

The following describes questionnaire statuses:

• Sent - The questionnaire is sent, but the link has not been accessed by the recipient.
• In progress - The recipient has opened the link and begun the questionnaire.
• Completed - The recipient has answered questions and returned the questionnaire.
• Closed - The link is intentionally expired.

Viewing Questionnaire Responses

If the questionnaire name in the Title column is linked, the recipient has responded to the questionnaire. To view those responses, click the link.

Exporting Multiple Questionnaire Responses

To export multiple questionnaires submitted, complete the following steps:

1. Click Questionnaires | Questionnaire Responses.

2. If you want to retrieve information for all objects, there is no need to select all check boxes beside the title. Just click Actions | Export all objects as CSV to retrieve only responses, or click Actions | Download all attachments to retrieve only attachments.

   
   
   

3. To export only a subset of responses or attachments, select one or more items to display the Export dropdown.
4. Click Export | Export questionnaire responses as CSV to retrieve only responses, or click Export | Download all attachments to retrieve only attachments.
   
   
   
   

Another way to export all responses is by completing the following steps:

1. Click Tools | Data Import in the left-hand navigation.
2. In the Export object type, select Questionnaire Responses With Answers.
   
   
   
   
3. Select or deselect information to export.
4. Click Download Export.

Exporting Responses to One Questionnaire

To see questionnaires sent on one item, complete the following steps:

1. Any questionnaire in the Title column has a recipient's answers.
2. Click the link to review.

3. Click Actions | Export all objects as CSV.

4. Alternatively, to retrieve any attachments added to the survey, click Download all attachments.
   
   
   
   

Another way to export responses for one questionnaire is by completing the following steps:

1. Find the applicable questionnaire and scroll to the right.
2. In the Actions column, click the ellipses button and select Download all attachments.
   
   
   
   

3. Alternatively, to retrieve any attachments added to the survey, click Download all attachments.

Resending or Closing a Questionnaire

There may be many reasons for needing to resend or close a questionnaire. Resending an email may be necessary if the recipient never received the first notification. Closing a questionnaire causes the link to the questions to expire. Both actions can be done from the list view of the Questionnaires | Questionnaire Responses module. 

To resend an email containing the link to a questionnaire or close the link completely, complete the following steps:

1. Find the applicable questionnaire and scroll to the right.
2. In the Actions column, click the ellipses button and select Resend Questionnaire.
   
   
   
   
3. Alternatively, click the ellipses and select Close Questionnaire to remove the recipients availability to the questions.

Rules for Resending or Closing a Questionnaire:

• Once a questionnaire has been closed, it can not be reopened.
• A questionnaire can only be resent every 24 hours.
• Only a questionnaire in a Sent or In Progress status are applicable for these actions.

Printing Responses

To print responses to one questionnaire or save them in a PDF, complete the following steps:

1. Access responses by following instructions in Reviewing Responses.
2. Highlight all text.
   
   
   
   
3. Right-click on a PC or Ctrl-click on a Mac to display a dropdown.
4. Click Print.
   
   
   
   
5. In the Destination dropdown, either select a printer to print the information or select Save as PDF to save to your computer.
6. Click More settings for additional options.
   
   
   
   
7. Deselect Headers and footers to remove text between pages.
8. Review the preview in the right-hand side to verify options.
9. Click Save.
10. In the dialog box, give the document a name and select an area on your network or computer to save.
11. Click Save.