🗣️This article is intended for Buyers. If you are a Supplier, please refer to our Supplier hub content.
Overview
Once you have successfully created your Questions library, you can create Questionnaires that you will send out to prospective Suppliers. Their purpose is to gather essential information on supplier capabilities, compliance, and financial stability, aiding in risk mitigation and ensuring adherence to industry standards.
How to create a new Questionnaire
Navigate to the Pre-qualification module.
Click on the Questionnaires tab on the top left.
On the left side, make sure to switch from Active to Draft section.
Click the ‘+ New questionnaire’ button on the top right hand side.
This action will open a new page, serving as the initial draft for a Questionnaire. You will start with a blank canvas, ready for you to customise your Questionnaire.
Now that you have your blank Questionnaire, you must fill in the information required under each of the Summary, Questions and Review & Publish tabs.
Summary tab
In the Summary tab, you must provide basic details for your Questionnaire to give Suppliers a clear overview of the purpose of this questionnaire, including any request specific information you think is relevant for them to know as they answer.
Provide a Questionnaire name.
Add a Questionnaire description.
Write a Purpose overview.
This section is internal and is not visible to Suppliers, it gives users context on when to use the questionnaire. For example: This is a technical questionnaire that needs to be sent to any Supplier that is providing us with IT products.
Configure Expiration & renewal frequency.
This section enables Buyers to set a renewal time or expiry date on their questionnaires, ensuring that Suppliers review their responses and stay current.
Under Renewal, you can select how often you want Suppliers to review and re-submit their responses to this questionnaire. Reminders will be sent to Suppliers 30 days before the questionnaire expires.
Under Expiry, you can also choose when the questionnaire should expire after approval. Both Suppliers and Buyers will receive an email notification upon expiry, prompting the questionnaire to return to 'In progress' status. Notifications will be sent, and the Supplier will need to review and resubmit their questionnaire.
Questions tab
In the Questions tab, click ‘Edit’ to add questions to your questionnaire as well as provide Suppliers with instructions to complete.
The Instructions to complete section is optional to provide, however, it can give Suppliers more context on how to respond to the Questionnaire. E.g. You must answer all questions and please be exhaustive in your responses.
You also have enhanced flexibility in the Instructions to complete section by using the 'Optional document upload' feature. This feature allows a document to be uploaded as part of the instructions, either on its own or together with the free text. It provides an additional way to share clear and detailed guidance with Suppliers.
How to add questions from the Questions library
Click the ‘+ Add questions’ button under the ‘Instructions to complete’ box.
A pop-up window will appear, allowing you to select categories or single questions you wish to be included in the questionnaire from your Questions library.
Finally click ‘Add questions’.
To manage questions added to the questionnaire, use the ‘…’ button next to each question. From here, you can reorder and delete questions. Once you're done simply click the ‘Save’ button.
✏️ Important to note: Questions can only be added once into each questionnaire. Deleted questions can be added back to the questionnaire if needed.
How to create a new question directly from a draft questionnaire
(Click on your Questionnaires tab and select Draft on the left hand side.)
(Select the questionnaire you wish to add the new question to.)
(In the Questions tab click Edit.)
Click on ‘Create new question’.
Type in your question.
Using the drop down select your question type.
Add your question to a category by clicking on the Category drop down and select your desired category.
Click ‘Save’.
Review & publish tab
The Review & publish tab is your chance to review your Questionnaire before it is published. Double check that you’re happy with your Questionnaire name and Questionnaire description, as well as the order of your questions. If so, click on ‘Publish’ to make your Questionnaire live. Once done, it will move from a Draft to an Active questionnaire and become available to send to your Suppliers.
Got a question or need clarification? Send us a message by clicking the Help chat button in the bottom right - our AI assistant, FIN, will help you right away, and connect you to our team if needed.