Sending a Questionnaire

Overview

Prior to sending a questionnaire, the steps to take for preparing your instance include the following:

• Create the questionnaire and questions. Please see Creating a Questionnaire.
• Set up email templates to utilize common verbiage in the email soliciting responses. This is an optional step but is a time saver for your organization. Please see Email Templates.
• 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.  
   
   
   
   

2. 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. Only one selection can be made and is applied to all recipients on the email.

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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.

   • CC-To - If you would like someone to be informed that the questionnaire has been sent out, but not be a recipient to respond to the questionnaire, you can add click +Add e-mail to add individual emails to be CC-ed.
   • Title/Subject - The e-mail title. It is populated with text depending on the item type attached to the questionnaire as follows "[Insert item type] Assessment Questionnaire." In the screenshots, the item type is a Program, so the title is "Program Assessment Questionnaire." It can be altered.
   • Questionnaire Email Template - If your organization has created templates to use when emailing a questionnaire, they display in this drop down. For additional information, please see Email Templates.
   • Greeting - The email salutation. If left blank, the default is "Hi [Recipient name]"
   • 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.
   • Signature - Write a complimentary closing for your message.
   • Reply-To email - This is the email displayed if the recipient replies.
   • Due date - Set a due date for your questionnaire to be completed.
   • I would like to be notified when the recipient responds to the questionnaire - Select this check box to be alerted of a response.
   • Automatically resend - If the questionnaire has not been completed by the due date, you can select the frequency at which it will be resent to the recipient until it has been completed.

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. Select the recipients.
   
   
3. Continue adding recipients if needed.
4. Alternatively, click the x to the right of the person's name to remove.
   
   

Setting up auto-nag

Questionnaires can automatically be resent if the due date has passed.

To set up auto-nag, complete the following steps:

1. Access Step 2) Recipient details.
2. Complete the relevant fields.
3. Set a due date for the questionnaire
4. Check the box "Resend every [x] days after the due date" and select your frequency from 1-7 days. 
5. Your questionnaire will now be sent every select number of days after the due date until it has been completed.