Sending a Questionnaire

Overview

Prior to sending a questionnaire, there are other necessary steps that need to be taken in order to prepare your instance. They include the following:

1. Create the questionnaire and questions. Please see Creating a Questionnaire.
2. Set up email templates to utilize common verbiage in the email soliciting responses (optional). Please see Questionnaire Email Templates.
3. Finally, use the instructions on this page to attach a questionnaire to an item and send it to recipients.

Attaching a Questionnaire to an Object

Several questionnaires can exist in the application at one time. They are used to gather information on any of the following objects:

To send a questionnaire requesting feedback on a specific item, complete the following steps:

1. On the home page of any object, such as Programs or Policies, find the item and click the ellipsis in the Actions column.
2. Click Send new questionnaire.
   
   

1. The 1) Select questionnaire step displays.  
   
   

Alternatively, if you've clicked the title of any object and are on the details page, click the ellipsis in the upper, right and select Send new questionnaire to open the 1) Select questionnaire step.

Sending a Questionnaire

To send a questionnaire, complete the following steps:

1. Access the Step 1) Select questionnaire step using the instructions in the previous section.

2. Select the radio button next to the questionnaire to send.
   
   
   
   

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   To view questions as the recipient would, click the linked questionnaire name. This opens in a new tab or window.

3. Click Next.
4. The Step 2) Recipient details page displays.
   
   
   
   
5. Complete the following fields:

   • Recipient type - Select the radio button for External or Internal. This indicates the recipient's relationship to your organization.
     
     

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     If the Internal radio button is selected, a Recipients dropdown replaces the Name and E-mail text boxes. This dropdown is populated with email addresses for professionals in your organization who also have accounts in ZenGRC.

   • Name - Enter the recipient's name. For external recipients only.
   • E-mail - Add an e-mail address. For external recipients only. Required. 

   • Recipients - Replaces Name and E-mail and is only on internal questionnaires. Required.

   • Title/Subject - The e-mail title. It is populated with text you can use or customize.
   • Questionnaire Email Template - If your organization has created templates to use when emailing a questionnaire, they display in this dropdown. For additional information, please see Questionnaire Email Templates.
   • Message - Add a note for the respondent. If your organization has email templates set up, the text from the template selected in the Questionnaire Email Template field populates this field. However, it can be altered.
   • Greeting - Write a complimentary closing for your message.
   • Reply-To email - This is the email displayed if the recipient replies.
   • I would like to be notified when the recipient responds to the questionnaire - Select this check box to be alerted of a response.

6. Click Next. The Step 3) Review displays.

7. To see all questionnaire questions as the recipient would see them, click Preview questionnaire.

8. To see the e-mail format that the recipient receives, click Preview email.

9. Click Submit.

10. Alternatively, click Previous to return to the prior page without sending the questionnaire.

Adding One or More Recipients

Multiple people can be added to receive the same questionnaire.

External Questionnaires

To add or remove additional recipients to an external questionnaire, complete the following steps:

1. Access Step 2) Recipient details.
   
   

   
   
   
2. Under the Name text box, click Add more.
3. Another line displays with empty Name and E-mail text boxes.
4. Continue adding recipients if needed.
5. Alternatively, click Remove beside the person to remove the text boxes and user.
   
   

Internal Questionnaires

To add or remove additional recipients to an internal questionnaire, complete the following steps:

1. Access Step 2) Recipient details.

2. After adding the first recipient, click the dropdown to again show the list of names.
3. Select the next name.
   
   
   
   
4. Continue adding recipients if needed.
5. Alternatively, click the x to the right of the person's name to remove.
   
   

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.