One of the core features that allows gathering data in the most efficient way is assigning specific users to answer specific questions. The question assignment is built around the specific user roles.
Owner
The question assignment feature is only accessible to users with the Owner role.
Owners will see all questions in the form no matter who the question is assigned to.
By default, all questions are assigned to owners only
Manager & Respondent
Managers & Respondents cannot assign questions to other users
These user roles will only see the questions that are assigned to them
Now lets look at how the question assignment works. Go to the bottom of menu and select "Question assignment"
It will bring you to the question assignment page. In the table you will see the following columns:
Question - here the question will be displayed as it is visible in the form. You might see an orange flag there. It means that this is a conditional question and other questions depend on it.
Visibility - you can either show or hide specific questions or question groups. If a question is hidden it will not be visible to any users, not even with the owner role
Assigned to - Here you will be able to define who sees the specific question or question group
Notifications - you can either turn on or off notifications that will be sent to the assigned users
Frequency - how often the notifications are sent
Start date - start date of the notifications
End date - end date of notifications
How to assign questions?
Step 1: Start by selecting the form you want to work on. You will have a selection of the forms depending on the hub you have available to you. There are 3 types of question assignment forms available:
Master - defines question assignment for master company
Subsidiary/Fund - defines question assignment for Subsidiary & Fund type of entities
3rd Party/Asset - defines question assignment for Asset & 3rd party type of entities
Step 2: Next, from the dropdown, select the question group you want to assign.
Step 3: In the table select a question & click on "Assign users & subsidiaries". From the popup, you will be able to assign this question to available users & their connected entities.
On the top of the user column, you will always see two general options:
Any user - The question will be visible to all users of the entity and all users will be able to answer it.
Only owner - Only owners will see and be able to answer this question. This is the default setting.
In the right column, you will see all entities that are accessible to the selected user. Select the entity you want this user to answer the question for. You can also click on "Select all" to select all entities. Click save to exit the popup.
You can assign either the entire group of questions or a specific question to your selected user. The first row in the table always represents the whole question group. Select a user you want to assign the whole question group here.
You can also choose to assign questions one by one to specific respondents or managers. A repeat question group assignment will override the specific question assignment.
Once you have assigned all questions in the group, dont forget to click "Save"
You can find the full walkthrough here too: