Use the following process to configure AssignmentPro to launch and receive data back from the Questionnaire application.
Prerequisites:
• The MEE is licensed and configured for use by employees. The Questionnaire functionality is only available to WHT tasks that display on the MEE.
• The Questionnaire application is licensed and configured it to send its data back to the company’s AssignmentPro instance.
• (Optional) A Widget has been added to the assignment Questionnaires screen, to allow reviewers to open questionnaires’ responses directly from AssignmentPro.
Contact Equus Client Services for details about these prerequisites.
Steps:
1. Create the questionnaire in the Questionnaire application. Make a note of the Questionnaire Definition ID.
2. Enter the information about the questionnaire in the Questionnaire Screen Definitions Details screen. See section “Configure Questionnaire Definitions” for details.
3. Create checklist(s) to generate WHT tasks for employees to fill and/or resume questionnaires. See section “Create Checklists” for details.
4. Employees open questionnaire from tasks on the MEE and respond to questions.
5. When employees have submitted the questionnaire’s responses for review, open the Questionnaires screen for that user’s assignment. Using the Widget on the screen, open and review the responses in the Questionnaire application, and determine whether employees need to make further updates.
6. Specify the Status of the questionnaire in the assignment’s Questionnaires screen. See section “Manage Questionnaire Statuses” for details.
The following sections address details about the process.
Configure Questionnaire Definitions Navigation: Configuration Tab
Questionnaire Definitions Menu
The Questionnaire Screen Definitions screen stores the list of Questionnaires being used by the system. Questionnaires identified in this screen can be associated with Checklist Items.
Create a new Questionnaire Screen Definition record by clicking the [+] button in the Questionnaire Screen Definitions grid.
Update an existing Questionnaire Screen Definition record by clicking the [Edit] button in the Questionnaire Screen Definitions grid.
Fields:
• Screen Definition ID: The unique identifier of the Questionnaire Definition (a.k.a. the Questionnaire Definition ID) in the Questionnaire application. It is expected that the entry is an integer. The value entered cannot be used in another Questionnaire Screen Definition record.
• Screen Name: The description of the Questionnaire. This is needed to associate the correct Questionnaire Definition with the checklist item, and can be the same as the name in the Questionnaire application. The value entered cannot be used in another Questionnaire Screen Definition record.
Click [Save] to save the Questionnaire Screen Definition. Click [Close] to return to the Questionnaire Screen Definitions grid.
A Questionnaire Screen Definition record can only be deleted when no assignment Questionnaire records or checklist items exist for its Screen Name.
Create Checklists
Checklist Items contain special functionality to launch Questionnaires from WHT tasks on the MEE. The purpose of this section is to outline the best practices for using Checklists to initiate tasks to employees to complete Questionnaires. For details about using Checklists to do this, please refer to the Checklists User Manual.
The process is accomplished using two checklists:
1. Checklist #1: Manually assigns employees a “Complete Your Questionnaire” task on the MEE’s WHT that contains a URL to the new or In Progress questionnaire. This task automatically completes when employees submit the checklist for review.
2. Checklist #2: Automatically assigns employees an “Update Your Questionnaire” task that automatically completes when the employee Submits the checklist for review.
Note the MEE must be manually refreshed in the browser for the task’s URL to update correctly after employees save or submit their responses in the Questionnaire application.
Client business process governs what reminders are necessary for when the questionnaire task is assigned to the employee.
Checklist #1 can contain other checklist items, but Checklist #2 (the one that starts when updates are needed by the employee) cannot contain other items.
Please note that if other items exist in either checklist, and are not complete, the questionnaire task will still appear on the WHT, but in Completed status. For details about tasks and how they display on the WHT, please refer to the Mobile Employee Experience User Manual.
Warning! Checklists items that launch Questionnaires only support one (1) Questionnaire Screen Name per assignment. This is because the functionality for completing a task does not take into consideration the Questionnaire ID, which is the specific set of responses for that assignment; see section “Manage Questionnaire Statuses” for details. AssignmentPro only takes into consideration the Questionnaire Screen Name when completing tasks, and it may complete the wrong Questionnaire ID task if more than one task for the same Questionnaire Screen Name exists for an assignment.
Therefore, it is advisable that only one checklist be started for per Questionnaire Screen Name per assignment. AssignmentPro does not enforce this. If more than one task is assigned to an employee for a given Questionnaire Screen Name, after the employee submits his/her responses, the MEE will likely no longer display the correct task on the WHT for the correct Questionnaire.
If the MEE no longer displays the correct task because more than one checklist was started for the same Questionnaire Screen Name, simply choose <Updates Needed> for the assignment’s questionnaire responses to generate a new task for the correct set of responses. Note that the Status of the Questionnaire ID for any of the assignment’s questionnaires may also be incorrect, and will need to be changed by an internal AssignmentPro user.
Included below are samples of how the checklists can be configured to work with the Questionnaire application.