Use the following process to configure AssignmentPro to launch and receive data back from the Questionnaire or Tax Organizer applications.
Prerequisites:
If configuring questionnaires for employee users the following is required:
The MEE is licensed and configured for use by employees. The functionality described in this user manual is only available to WHT tasks that display on the
If configuring questionnaires for internal and external resource users, the following is required:
The Internal – Resource Tasks and Notifications widget must be configured on a dashboard for the external or internal resource. The functionality described in the user manual is only available to tasks that display on the aforementioned widget.
If using Questionnaires, the Questionnaire application is licensed and configured to send its data back to the company’s AssignmentPro instance.
If using Tax Organizers, the application is licensed and configured 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 an Equus Client Account Manager for details about these prerequisites.
Steps:
Create the questionnaire in the Questionnaire application, or the Tax Organizer application. Make a note of the Definition ID.
Enter the information about the questionnaire in the Questionnaire Screen Definitions Details See section “Configure Questionnaire Definitions” for details.
Create checklist(s) to generate WHT tasks for employees to fill and/or resume questionnaires. See section “Create Checklists” for details.
Employees open questionnaire from tasks on the MEE and respond to questions OR internal or external resources open questionnaire from tasks on the Internal – Resource Tasks and Notification widget.
When employees or resources have submitted their 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.
Specify the Status of the questionnaire in the assignment’s Questionnaires 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.
Creating a new or editing an existing Questionnaire Screen Definition is performed on the Questionnaire Screen Definition Details screen:
Fields:
Screen Definition ID: The unique identifier of the Questionnaire Definition (a.k.a. the Questionnaire Definition ID) in the Questionnaire application or Tax Organizer. It is expected that the entry is an integer.
Screen Name: The description of the questionnaire. This is needed to associate the correct Questionnaire Screen Definition with the checklist item, and can be the same as the name in the Questionnaire application or Tax Organizer. The value entered cannot be used in another Questionnaire Screen Definition record.
Type: Identifies the type of questionnaire. Choose from:
<Questionnaire> - Choose this if the questionnaire is from the Questionnaire application.
<Tax Organizer> - Choose this if the questionnaire is from the Tax Organizer application.
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 Employee 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:
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.
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.
Included below are samples of how the checklists can be configured to work with the Questionnaire application.
Sample Checklist #1 – Complete Questionnaire
This assumes the process for assigning Questionnaires to employees is a manual one. In other words: an internal user determines when the employee needs to fill a Questionnaire.
The checklist can contain one or many items. At least one item must be for the Questionnaire to be filled. If the employee is required to complete more than one Questionnaire, they can be represented in the same checklist as different items.
[Italicized text in brackets below is a suggestion or guidance for the field.]
Example: Checklist
Checklist Name: Complete Questionnaire Tasks
Checklist Description: Assigns "Complete Your Questionnaire" Tasks to the Employee
Launch Checklist: <Manually> [This assumes that the checklist will be manually started. Select <Automatically> to define conditions under which the checklist must be started.]
Auto Complete Rule: <When all required items are complete>
Example: Checklist Item within Checklist
Name: Complete [Questionnaire Screen Name]
Sequence: 1
Required: <Yes>
Description: Please Complete Your [Questionnaire Screen Name] [Enter the description that applies to the Questionnaire.]
Can Assign to Employee: <Yes>
Start Item When: <When Checklist Starts>
Notify Resources When Item Starts: <Yes>
Auto Assign to Employee: <Yes>
Item Becomes Due: 1 <Calendar Day> After the Start Date [Due dates and reminders can be assigned to the employee based on clients’ business processes.]
Automatic Reminder to Resources: <Yes>
Send Reminder to Resources: 1 Days <After> Item Due Date if Not Completed
And Remind: <Once Every> 1 Days Until Complete
Notify Resources When Complete: <Yes>
Complete Item: <Automatically>
By going to Questionnaire: <[Questionnaire Screen Name]> [Select the Questionnaire Screen Name to be opened when employees click the WHT task.]
Take Action: <When Target Field Value Changes> [This is defaulted by selecting a Questionnaire in the By Going to Questionnaire choice list, and can be changed if needed.]
Data Source: <Questionnaire> [This is defaulted by selecting a Questionnaire in the By Going to Questionnaire choice list, and can be changed if needed.]
Target Field: <Status> [This is defaulted by selecting a Questionnaire in the By Going to Questionnaire choice list, and can be changed if needed.]
Alert Only If These Condition Are True:
Questionnaire Status <Is Equal To> <Submitted>
And/Or <And>
Questionnaire Screen Name <Is Equal To> <[Questionnaire selected in the By Going to Questionnaire choice list]>
[Conditions are automatically added by selecting a Questionnaire in the By Going to Questionnaire choice list, and can be changed if needed.]
Sample Checklist #2 – Update Questionnaire
This assumes the process for assigning Questionnaires to employees is automatic based on an update to the assignment Questionnaire’s Status.
The checklist must be specific to the Questionnaire Screen Name being reviewed by the reviewer; otherwise, a task will be generated when any questionnaire’s status is set.
Example: Checklist
Checklist Name: Update Questionnaire Task for [Questionnaire Screen Name]
Checklist Description: Assigns "Update Your Questionnaire" Task for [Questionnaire Screen Name] to the Employee
Launch Checklist: <Automatically> [Suggest selecting <Automatically> so a task is generated based on the Status selected by the reviewer.]
Take Action: <When Target Field Value Changes>
Data Source: <Questionnaire> [This is the table that contains the Status for the questionnaire’s responses.]
Target Field: <Status>
Alert Only If These Condition Are True:
Questionnaire Status <Is Equal To> <Updates Needed>
And/Or <And>
Questionnaire Screen Name <Is Equal To> <[Questionnaire selected in the By Going to Questionnaire choice list]>
[Questionnaire Screen Name is needed so that the task is generated is based on the correct questionnaire.]
Auto Complete Rule: <All required items are complete>
Example: Checklist Item within Checklist
Name: Update [Questionnaire Screen Name]
Sequence: 1
Required: <Yes>
Description: Please Update Your [Questionnaire Screen Name] [Enter the description that applies to the Questionnaire.]
Can Assign to Employee: <Yes>
Start Item When: <When Checklist Starts>
Notify Resources When Item Starts: <Yes>
Auto Assign to Employee: <Yes>
Item Becomes Due: 1 <Calendar Day> After the Start Date [Due dates and reminders can be assigned to the employee based on clients’ business processes.]
Automatic Reminder to Resources: <Yes>
Send Reminder to Resources: 1 Days <After> Item Due Date if Not Completed
And Remind: <Once Every> 1 Days Until Complete
Notify Resources When Complete: <Yes>
Complete Item: <Automatically>
By going to Questionnaire: <[Questionnaire Screen Name]> [Select the Questionnaire Screen Name to be opened when employees click the task in their WHT.]
Take Action: <When Target Field Value Changes> [This is defaulted by selecting a Questionnaire in the By Going to Questionnaire choice list, and can be changed if needed.]
Data Source: <Questionnaire> [This is defaulted by selecting a Questionnaire in the By Going to Questionnaire choice list, and can be changed if needed.]
Target Field: <Status> [This is defaulted by selecting a Questionnaire in the By Going to Questionnaire choice list, and can be changed if needed.]
Alert Only If These Condition Are True:
Questionnaire Status <Is Equal To> <Submitted>
Questionnaire Screen Name <Is Equal To> <Questionnaire selected in the By Going to Questionnaire choice list>
[Conditions are automatically added by selecting a Questionnaire in the By Going to Questionnaire choice list, and can be changed if needed.]
Create Internal and External Resource Checklists
Checklist Items contain special functionality to launch Questionnaires from the Internal – Resource Tasks and Notifications widget. 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:
Checklist #1: Manually assigns resources a “Complete Your Questionnaire” task on the Internal – Resource Tasks and Notifications widget that contains a URL to the new or In Progress questionnaire. This task automatically completes when employees submit the checklist for review.
Checklist #2: Automatically assigns employees an “Update Your Questionnaire” task that automatically completes when the resource Submits the checklist for review.
Note the dashboard containing the Internal – Resource Tasks and Notifications widget must be manually refreshed in the browser for the task’s URL to update correctly after resources 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.
Included below are samples of how the checklists can be configured to work with the Questionnaire application.
Sample Checklist #1 – Complete Questionnaire
This assumes the process for assigning Questionnaires to resources is a manual one. In other words: an internal user determines when the employee needs to fill a Questionnaire.
The checklist can contain one or many items. At least one item must be for the Questionnaire to be filled. If the resource is required to complete more than one Questionnaire, they can be represented in the same checklist as different items.
[Italicized text in brackets below is a suggestion or guidance for the field.]
Example: Checklist
Checklist Name: Complete Questionnaire Tasks
Checklist Description: Assigns "Complete Your Questionnaire" Tasks to the Employee
Launch Checklist: <Manually> [This assumes that the checklist will be manually started. Select <Automatically> to define conditions under which the checklist must be started.]
Auto Complete Rule: <When all required items are complete>
Example: Checklist Item within Checklist
Name: Complete [Questionnaire Screen Name]
Sequence: 1
Required: <Yes>
Description: Please Complete Your [Questionnaire Screen Name] [Enter the description that applies to the Questionnaire.]
Can Assign to Employee: <No>
Allowed Resource: [Choose Resource]
Start Item When: <When Checklist Starts>
Notify Resources When Item Starts: <Yes>
Auto Assign to Employee: <No>
Automatically Assign When Item Starts: [Choose Resource]
Item Becomes Due: 1 <Calendar Day> After the Start Date [Due dates and reminders can be assigned to the resouce based on clients’ business processes.]
Automatic Reminder to Resources: <Yes>
Send Reminder to Resources: 1 Days <After> Item Due Date if Not Completed
And Remind: <Once Every> 1 Days Until Complete
Notify Resources When Complete: <Yes>
Complete Item: <Automatically>
By going to Questionnaire: <[Questionnaire Screen Name]> [Select the Questionnaire Screen Name to be opened when resources click the WHT task.]
Take Action: <When Target Field Value Changes> [This is defaulted by selecting a Questionnaire in the By Going to Questionnaire choice list, and can be changed if needed.]
Data Source: <Questionnaire> [This is defaulted by selecting a Questionnaire in the By Going to Questionnaire choice list, and can be changed if needed.]
Target Field: <Status> [This is defaulted by selecting a Questionnaire in the By Going to Questionnaire choice list, and can be changed if needed.]
Alert Only If These Condition Are True:
Questionnaire Status <Is Equal To> <Submitted>
And/Or <And>
Questionnaire Screen Name <Is Equal To> <[Questionnaire selected in the By Going to Questionnaire choice list]>
[Conditions are automatically added by selecting a Questionnaire in the By Going to Questionnaire choice list, and can be changed if needed.]
Sample Checklist #2 – Update Questionnaire
This assumes the process for assigning Questionnaires to resources is automatic based on an update to the assignment Questionnaire’s Status.
The checklist must be specific to the Questionnaire Screen Name being reviewed by the reviewer; otherwise, a task will be generated when any questionnaire’s status is set.
Example: Checklist
Checklist Name: Update Questionnaire Task for [Questionnaire Screen Name]
Checklist Description: Assigns "Update Your Questionnaire" Task for [Questionnaire Screen Name] to the Employee
Launch Checklist: <Automatically> [Suggest selecting <Automatically> so a task is generated based on the Status selected by the reviewer.]
Take Action: <When Target Field Value Changes>
Data Source: <Questionnaire> [This is the table that contains the Status for the questionnaire’s responses.]
Target Field: <Status>
Alert Only If These Condition Are True:
Questionnaire Status <Is Equal To> <Updates Needed>
And/Or <And>
Questionnaire Screen Name <Is Equal To> <[Questionnaire selected in the By Going to Questionnaire choice list]>
[Questionnaire Screen Name is needed so that the task is generated is based on the correct questionnaire.]
Auto Complete Rule: <All required items are complete>
Example: Checklist Item within Checklist
Name: Update [Questionnaire Screen Name]
Sequence: 1
Required: <Yes>
Description: Please Update Your [Questionnaire Screen Name] [Enter the description that applies to the Questionnaire.]
Can Assign to Employee: <No>
Allowed Resource: [Choose Resource]
Start Item When: <When Checklist Starts>
Notify Resources When Item Starts: <Yes>
Auto Assign to Employee: <No>
Automatically Assign When Item Starts: [Choose Resource]
Item Becomes Due: 1 <Calendar Day> After the Start Date [Due dates and reminders can be assigned to the resource based on clients’ business processes.]
Automatic Reminder to Resources: <Yes>
Send Reminder to Resources: 1 Days <After> Item Due Date if Not Completed
And Remind: <Once Every> 1 Days Until Complete
Notify Resources When Complete: <Yes>
Complete Item: <Automatically>
By going to Questionnaire: <[Questionnaire Screen Name]> [Select the Questionnaire Screen Name to be opened when resources click the task in their WHT.]
Take Action: <When Target Field Value Changes> [This is defaulted by selecting a Questionnaire in the By Going to Questionnaire choice list, and can be changed if needed.]
Data Source: <Questionnaire> [This is defaulted by selecting a Questionnaire in the By Going to Questionnaire choice list, and can be changed if needed.]
Target Field: <Status> [This is defaulted by selecting a Questionnaire in the By Going to Questionnaire choice list, and can be changed if needed.]
Alert Only If These Condition Are True:
Questionnaire Status <Is Equal To> <Submitted>
Questionnaire Screen Name <Is Equal To> <Questionnaire selected in the By Going to Questionnaire choice list>
[Conditions are automatically added by selecting a Questionnaire in the By Going to Questionnaire choice list, and can be changed if needed.]
Manage Questionnaire Statuses
Navigation: Assignments Tab
Assignment Management Menu Group
Questionnaires Menu
The Questionnaires screen allows questionnaire reviewers maintain the Status of Questionnaires that have been filled by employees or resources for their assignments.
Create a new Questionnaire record by clicking the [+] button in the Questionnaires grid. However, it is expected that new records will be created automatically by the Questionnaire application or by Tax Organizer, instead of internal AssignmentPro users.
Set the Status for an existing questionnaire record by clicking the [Edit] button in the Questionnaires grid.
Fields:
Questionnaire ID: The unique identifier of the employee’s responses to the questionnaire in the Questionnaire application or Tax Organizer. Read-only when editing.
Screen Name: The description of the questionnaire that the employee or resource completed. The Screen Name specified must exactly match one listed on the Questionnaire Screen Definitions Read-only when editing.
Status: The stage the employee’s responses to the questionnaire is in the process. This is the only field that can be edited in AssignmentPro.
<In Progress>: Questionnaire is being filled by the employee or resource. The employee or resource has started filling in her answers, but has not yet completed the questionnaire.
<Submitted>: Questionnaire is waiting for review. The employee or resource has completed the questionnaire and submitted it for review.
<Updates Needed>: After review, the questionnaire requires additional changes by the employee or resource. This is set by the reviewer.
<Completed>: After review, questionnaire does not require additional changes by the employee or resource, and the responses are ready for use by the next business process (e.g., a visa application). This is set by the reviewer.
Create Date: Identifies the date the questionnaire’s responses were created in the AssignmentPro system. Read-only.
Last Update Date: Identifies the date the questionnaire’s responses were updated in the AssignmentPro system. Read-only.
Last Update By: Identifies the person who updated the questionnaire’s responses. Read-only.
Click [Save] to save the Status. Click [Delete] to delete the record entirely. Click [Close] to return to the Questionnaires grid.