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.
Choosing a question and hint
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.
Choosing the question type
You have multiple question types to choose from when customising each question:
Used for simple questions where an answer is sought in prose
Used to display a tickbox in the questionnaire. Note that the output of a tickbox will be “yes” or “no” – this must match the relevant Condition in the Condition Builder
E.g. If you created a Condition called “Security equals yes”, then a tickbox could be used to capture the “yes” value
Used to display a list of currencies in the questionnaire. The currency (including the symbol) chosen will populate the document.
Used render a date picker in the questionnaire
Used to capture numbers only
Used to present the user with a finite list of values in the questionnaire. To use, simply separate each value with a “;”
E.g. If you created a Condition called “Employee Type equals Director” and another called “Employee Type equals Manager” you could use the select field to separate the values “Director;Manager” so that the user would be presented with the choice of Director and Manager in drop-down form
Identical function to Select, save for that the user is presented with an additional free text box if they do not want to choose from the list of pre-determined options and wish to type their own
Similar to tickbox, in that it is used to extract “yes” and “no” values from the questionnaire, often to trigger a condition. This function will render a radio button in the questionnaire, providing the user with two options to choose from. It is possible to customise what label appears next to each radio button
This allows the user to select any number of options from a list, with the option to integrate the auto-list feature when it is inserted in to the document. For example, if the default separator is a comma, the penultimate separator is an ‘and’ and the end separator is a full stop it would create a list like “Canada, United Kingdom, France and Italy.” if the user selected Canada, United Kingdom, France, and Italy from the options.
Note that there are additional types: “Select lists”, "Metadata" and “Dependent lists”, which are not the subject of this article.
Additional information about the questionnaire:
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.
Choosing which Party answers the question
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 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.
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.
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
Reordering 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 required questions and then you can drag and drop them as necessary.