Each time a Placeholder or a new attribute for a Condition is created in the Template, it will generate a question in the Questionnaire, which is accessible from the left-hand bar, by selecting the icon marked in red below. 

Questionnaire icon:

Questions are fully customisable, click on the text box to edit the text for the question. For instance, you might write the question “Please provide the name of the company”. 

You will note below the question box you have an option to include “hint” text that will guide users when they are completing the questionnaire.

You have multiple question types to choose from when customising each question:

Note that there are additional types: “Select lists”, "Metadata" and “Dependent lists”, which are not the subject of this article.

Dynamic Select is a feature that revolutionizes the functionality of drop-down menus in questionnaires, offering users powerful capabilities to enhance their data collection processes. By leveraging this feature, users can collect and repurpose previously entered answers, pre-defined values, or data from external sources such as APIs.

The feature provides three distinct options that cater to different requirements.

Static list of pre-defined options: The first option allows users to manually define and set the desired option values within the questionnaire itself. This proves invaluable when conditional dropdown options are needed based on other attributes. Previously, creating such options required intricate templates with numerous attributes and visibility conditions. However, with Dynamic Select, visibility conditions can now be directly applied to each option.

Static list of pre-defined options or dynamically collected from responses to other questionnaire items: This option combines a static list of pre-defined options with the capability to dynamically collect responses from other questions. Users can effortlessly populate drop-down options with values derived from the questionnaire itself. Instead of manually inputting each option, users can conveniently select attributes directly from the template. This feature is particularly useful for scenarios involving looped attributes and multi-select attributes, where multiple options can be automatically generated based on corresponding attribute values. Furthermore, users can leverage operations to collect options, further expanding the flexibility and functionality of the Dynamic Select feature.

API-updateable list of options: The third option empowers users to retrieve option values from an external database or system through Avvoka's API. By selecting this option, users can tap into advanced use cases where option values need to be dynamically updated. This seamless integration with external data sources enables users to keep their option values up-to-date and aligned with their evolving requirements. Detailed instructions and guidance on utilizing Avvoka's API are available in the comprehensive API documentation.

In addition to the above options, Dynamic Select offers flexibility in defining visibility conditions for options. Users can control the visibility of options based on specific conditions by utilizing the eye icon positioned next to each option. This feature allows for customization of the questionnaire's behavior, ensuring that options dynamically adapt based on the respondent's input or other relevant factors.

Furthermore, Dynamic Select enables label customization in questionnaires. Users can present custom labels to end users that do not necessarily need to match the values displayed in the final document. For example, a regulation like the eIDAS Regulation can be displayed as “eIDAS Regulation” in the questionnaire for end users while storing the full name, “Regulation on electronic identification and trust services for electronic transactions in the internal market (eIDAS Regulation)” internally so it will be displayed in the final document if that option is selected.

Visibility conditions appear below the “question type” box and are used to show / hide the question. You can either choose the suggested visibility condition which is created based on the conditionality found in your template or create a custom visibility type.

You will see there is a tick box that allows you to change which party has to answer the question. You can either select all questions by selecting the tick box at the top and then pressing change party and selecting which party should answer, or selecting the individual questions.

Choosing which Role in your Party answer the question

In addition to specifying which Party answers a question, you are also able to assign questions to an individual role in your Party. For example, if you’d like the person acting in the Legal role to answer one question and HR to answer different questions, you are now able to do this.

Under a question in the questionnaire, you will be able to see a new option for “Choose which users can see this attribute”. By default, “All users in this party” will be selected. You then have the option to select one of the roles, such as “Trainee” or “Partner” that you had previously set up by adding a participant in a workflow or editing the details of your first role.

Once you select the role that the question has been assigned to, you will now see the role appear on the top bar when editing the questionnaire.

When the user is prompted to answer the questionnaire on Avvoka, either when they are added to their role as part of a Workflow or when they create a new document, they’ll be able to filter by questions that have been assigned to their role (“Trainee” in this example) or “All” which contains the questions assigned to their role as well as “All users in this party”.

Note that if you don’t assign any questions to “All users in the party”, they will just be able to see those questions assigned to their role.

You have the option to make specific questions mandatory for users to answer. You can accomplish this in two ways: either by selecting the tick box at the top to choose all questions and then clicking "Apply mandatory validation to selected questions" to specify which questions should be mandatory, or by individually selecting the questions. If you decide to make certain questions non-mandatory, you can use the same method by clicking "Remove mandatory validation from selected questions".

You can add explanatory text throughout the questionnaire to aid users. You can add this by hovering over a question and selecting the blue + symbol below the question. You have the option to assign it a visibility condition (so it only displays in certain scenarios) and can allocate a Party to it.

Sections

In the same way that you add an explanatory text, you can use the same dropdown menu and select “Section” instead to create a new section.

When a user answers the questionnaire they will see the name of each section in a table of contents on the left hand side, and can navigate between sections by selecting “next” and “back” or by clicking on the section name on the left hand side.

All the questions listed under the specific section when building the questionnaire will be included in the specific section. You will be able to see the sections that you have created on the side of the questionnaire.

When a section is created, the person answering the questionnaire will be able to answer all the questions in the specific section and will be prompted to click “next” to access the following section, in this way the questionnaire is divided into several parts.

Required fields

Questions can be made mandatory by clicking the “Required” box below the question type box.

Insert default values in any input text fields within the questionnaire. A default value will be dropped into the document if a user leaves the relevant text field blank when answering the questionnaire

Questions can be easily reordered by pressing the Compress toggle button and dragging each question using the left-hand bar next to each attribute in the questionnaire.

To re-arrange a group of questions in the questionnaire select the tick boxes of the relevant questions and then you can drag and drop them as necessary.