🗣️This article is intended for Buyers. If you are a Supplier, please refer to our Supplier hub content.
This article introduces the range of question types available when creating a Pre-qualification questionnaire. From multiple-choice to open-ended questions, it explains how to use each format effectively. Well-designed questionnaires are key to making informed decisions, and by choosing the right question types in DeepStream, you can gather clear, relevant, and comparable information. This helps streamline Supplier responses, improve evaluation consistency, and ensure you capture all necessary details.
Short Answer
Purpose: Use this format when you expect a brief, focused response. You can collect either text or numeric answers.
Examples:
Text: Briefly describe your company’s primary products or services.
Number: What is your company’s annual production capacity for [specific product] in units?
Setup tips:
To allow numbers only, select the ‘Allow number only’ option and specify whether whole or decimal numbers are accepted.
You can also set a range (e.g., between 5 and 10 or 0.5 and 0.75).
Supplier view:
Suppliers see a mandatory response box. If the numeric option is enabled, only numbers can be entered. A comment box is available for additional details.
✏️ Important to note: Short answers have no character limit - the textbox only indicates the expected length.
Long Answer
Purpose: Use this when you need a detailed, in-depth response, typically to assess a Supplier’s capabilities or compliance.
Examples:
Describe your quality control processes.
Are there any ongoing legal matters that could impact your performance?
Outline your risk management strategies.
Supplier view:
Suppliers see a large response box with an optional comment box underneath.
✏️ Important to note: Long answers have character limit - the textbox only indicates the expected length.
Multiple Choice
Purpose: Use this format to standardise answers for easier comparison when the response is not just “Yes” or “No.”
Examples:
Has your company faced any regulatory actions in the past three years?
Options: Yes, No, Unsure, Ongoing
Setup tips:
Add options with + Add option.
Use the ‘...’ menu to reorder or delete.
Enable the ‘Other’ option if needed. Suppliers selecting it must explain their choice.
Supplier view:
Suppliers select one option from the list and can add a comment if needed.
Checkboxes
Purpose: Use this when Suppliers can select multiple options, giving a fuller picture of their capabilities.
Examples:
What is your industry focus?
Healthcare, Finance, Manufacturing, Education, Other (Specify)
Setup tips:
Add options with + Add option.
Use the ‘...’ menu to reorder or delete.
Enable the ‘Other’ option if needed. Suppliers selecting it must explain their choice.
Supplier view:
Suppliers can check multiple boxes and provide comments if desired.
Price
Purpose: Gather pricing details, estimates, or fee structures.
Setup tips:
Select ‘Specify currency’ if you need responses in a particular currency.
Supplier view:
Suppliers enter the price and, if required, select the specified currency.
Address/Location
Purpose: Collect address details such as business, mailing, or warehouse locations.
Setup tips:
By default, all address fields are visible. Deselect any unnecessary fields using the Visible checkbox.
Supplier view:
Suppliers complete address fields and can add comments below.
Date/Time
Purpose: Request date, time, or both - useful for deadlines, contract start dates, or delivery timelines.
Setup tips:
Choose whether to include date, time, or both.
Supplier view:
Suppliers use a calendar pop-up to select the date and time.
✏️ Important to note: The format is fixed, e.g., 18 Jan 2024, 04:48 PM (Supplier’s local time).
Document
Purpose: Request essential documents like certifications, financial reports, or legal records.
Examples: Insurance certificates, health & safety certifications
Setup tips:
Require document: Checked by default. Uncheck if you only need confirmation of possession.
Require expiry: Request an expiry date, useful for time-sensitive documents (e.g. public liability insurance certificates)
✏️ Important to note: Document expiry automates document tracking to avoid expired files. How it works:
30 days before expiry: Both Buyers and Suppliers get a notification that one or more documents are due to expire.
On expiry date: Both parties will receive notifications indicating that the Supplier's document has expired, and questionnaire status changes back to In Progress.
Suppliers must update and resubmit documents for reapproval.
Supplier view:
Based on configuration, Suppliers may:
Answer ‘Yes’
If a Supplier selects ‘Yes’ and you have checked the ‘Require document’ button then they will be asked to upload a document.
After uploading the document, if you've specified the need for an expiry date, the Supplier will input this using the calendar pop-up accessible through the date box. An optional comment box is also available for any additional relevant information.
Answer ‘No’
If a Supplier selects ‘No’, there is still an optional comment box where they can provide any relevant information. Afterwards, they click Submit and proceed to the next question.
Upload required documents
You can choose if you would like the Supplier to Upload a document. The default alternative answer will be ‘Can't Provide’.
Add comments or upload alternative documents if ‘Other’ is enabled
The + Add Other option allows your Supplier to upload an alternative document, specifying relevant details. This option is handy if you've requested a specific security certificate, and they have a different but relevant one to provide.
When using this option, the Supplier will be prompted to upload the document, provide the document's expiry date (if required), and can include an optional comment related to the document. They will simply click ‘Submit response’ to complete the process.
If an expiry date is necessary and specified, the Supplier will input it using the calendar pop-up accessible through the date box after uploading the document. An optional comment box is also available for any additional relevant information.
Grid
Purpose: Collect multiple related data points in a structured table format.
Setup tips:
Define the question and grid format.
Add columns with designated response types (Text, Number, Date, Price, Percentage).
Set row limits if needed (minimum 1, maximum 25 rows).
Choose the Supplier currency for price columns.
Supplier view:
Suppliers complete the grid with the requested information.
Yes/No
Purpose: Capture simple, binary answers while optionally collecting follow-up details.
Setup tips:
Suppliers can provide additional information or upload supporting documents/images based on their Yes/No selection.
By understanding and applying these question types, you can create clear, targeted questionnaires that simplify the Supplier response process and strengthen your evaluation outcomes. As you build your questionnaires or requests, consider which formats best align with the information you need - and remember that a well-structured form not only benefits your team but also improves the experience for your Suppliers. For additional help or best practices, feel free to explore our other resources or reach out to the DeepStream support team.
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.