Requires the following user role: Owner
Overview
This guide explains how to create and add questionnaires to workflows in Tropic, enabling you to efficiently gather additional information during the purchase process. For example, you can send a questionnaire to a supplier as part of a security review. The recipient can either fill out the questionnaire or upload documents to answer its questions.
Questionnaires vs. Request Forms
- Request Forms: Initiate a new purchase request.
- Questionnaires: Gather additional information for an existing request. Any assigned teammate or supplier contact can complete a questionnaire.
Creating a Questionnaire
Users with the Owner user role can create a questionnaire.
- In Tropic, go to Settings --> Tasks Questionnaires
- Click Add Questionnaires
- Enter a questionnaire Name and click Save
- Click Add Question.
- Fill out the fields to add a question. Questionnaires support the same question types as request forms. See Understanding Request Forms in Tropic.
- Click Save.
- Add any other questions. When you’re done, navigate away from the page.
Adding a Questionnaire to a Workflow
- Navigate to Settings --> Purchase Workflows
- Select the workflow you want to edit or create a new workflow.
- If starting from a blank workflow, click Add a Task.
- If starting from an existing task, click on one of the '+' signs surrounding an existing task.
- In the sidebar form select Questionnaire as the Task Type.
- In Form, select the questionnaire to send.
- Select the Assignee Type and Assignee, if applicable.
- If you select Supplier Portal User as the Assignee Type, the Questionnaire task must be immediately preceded by a Review & Assign Supplier Tasks task
- Fill out the remaining fields.
- Click Add Task.
Viewing Submitted Answers
Once the assigned users completes the questionnaire, you can view the submitted answers or documents in:
- The Submission section of the request
- The Documents section of the request
- The Documents section of the supplier’s page.
If the assignee submitted answers, the Documents sections contain auto-generated PDFs of their answers.
Completing a Questionnaire
Accessing the Assigned Task
An assigned teammate or supplier contact can follow these steps to complete the Questionnaire task:
- A teammate can access the assigned task from:
- Action Center
- The Purchasing Portal
- The link in your email or Slack notification
- Supplier contacts can access the task from:
- The Supplier Portal
- The link in your email notification
Filling Out the Questionnaire
- Viewing the task opens the questionnaire
- Fill out the questionnaire by answering its questions.
If you would prefer to upload documents instead, add one or more files under Do you want to upload a document instead? And then select Yes, all questions have been answered.
Submitting the Questionnaire
- If you can’t complete the questionnaire or have questions, leave a comment. Use @ to mention your contact at our organization. Be sure to click Comment to submit the comment.
- When you’re done, click Submit. You’ll receive a confirmation message.
Best Practices
- Avoid including unnecessary questions to streamline responses and reduce delays.
- Regularly update questionnaires to align with current procurement needs.
FAQs
Q: Can I edit a questionnaire after it's been added to a workflow?
A: Yes, you can edit a questionnaire, but changes will not affect already assigned tasks.
Q: What happens if the assigned user doesn't complete the questionnaire?
A: The task will remain open, and you can follow up with the assignee through Tropic.
Q: Can I deactivate a questionnaire?
A: Yes, if you no longer need a questionnaire, you can deactivate its request form.
Additional Resources
For more detailed information, guides, and support, visit our Help Center.