This article is intended for buyers. If you’re a supplier, check out our supplier help articles here.
Introduction
In this article, we'll explore the range of question types available when building your Pre-qualification questionnaire or gathering details while creating a Request. From multiple-choice selections to open-ended queries, this guide aims to provide insights on leveraging different question formats effectively. Understanding these options will enable you to craft questionnaires and requests that align precisely with your requirements.
This article will cover:
Below is a detailed breakdown of the different question types you can choose from when creating your questionnaires and requests.
Short-answer
What is it and what do I use it for
The short-answer format indicates to a supplier that you’re expecting a short, concise answer. You can decide how you’d like suppliers to respond:
Short-answer text; e.g. ‘Briefly describe the primary products or services your company provides.’
Number format; e.g. ‘What is your company's annual production capacity for [specific product or service] in units?’
You can allow them to only respond with a number by checking the ‘allow a number only’ box and from there choose whole or decimal numbers by selecting the response validation drop down.
You can choose the number response to be between two whole numbers or two decimal numbers. For example, between 5 and 10 or between 0.5 and 0.75.
How does my supplier respond
When a supplier fills out your questionnaire in Pre-Qualification, they'll encounter a question with a mandatory response box. For requests, you can make a question mandatory or optional. If you've chosen 'Allow a number only,' suppliers can input only numerical values. If this option isn't selected, they can enter both text and numbers. Additionally, there's a comment box below the response box for providing any additional information.
✏️ Please Note: There is no character limit for the suppliers when filling this out, therefore the textbox is purely indicative of how long you expect their answer to be.
Long-answer
What is it and what do I use it for
The long-answer format indicates to the supplier that you’re expecting a more detailed response. They are designed to gather detailed information about potential or existing suppliers to assess their capabilities, compliance, and suitability for your organisation's needs. They will have a large text box to write their answer in. Long answer question examples may include:
Outline your quality control and assurance processes for ensuring the quality of your products/services.
Are there any ongoing legal matters or disputes that may impact your ability to fulfil contractual obligations?
Describe your risk management strategies and mitigation plans.
How does my supplier respond
When a supplier fills out your questionnaire or request, they'll encounter a question with a large mandatory response box. There is a comment box below the response box for providing any additional information.
✏️ Please Note: There is no character limit for the suppliers when filling this out, therefore the textbox is purely indicative of how long you expect their answer to be.
Multiple choice
What is it and what do I use it for
The multiple choice format allows you to easily compare supplier responses with predefined answers, streamlining the response process. These are often used for questions where the answer must be either ‘Yes’ or ‘No’ e.g. Has your company been subject to any legal actions, regulatory fines, or sanctions in the past three years? To create the response options you want your supplier to choose from:
Click the + Add option button to add multiple answer options.
Add the answers you want your suppliers to choose from.
Click the ‘...’ button to reorder or delete the answer options you’ve added.
You can also choose to include an + Add “Other” option. Suppliers will select this if none of the predefined answers apply to them. If they choose this option they must specify why they are choosing 'Other’.
How does my supplier respond
When a supplier fills out your questionnaire or request, they'll encounter a question with multiple answer options below. They can only select one answer option. There is a comment box below the multiple choice options for providing any additional information.
Checkboxes
What is it and what do I use it for
The checkbox format is similar to multiple choice, however, suppliers have the ability to select more than one option. This provides a more nuanced and accurate representation of their preferences or experiences e.g. What is your Industry Focus?
Healthcare
Finance
Manufacturing
Education
Other (Specify)
To create the response options you want your supplier to choose from:
Click the + Add option to add multiple answer options.
Add the answers you want your suppliers to choose from.
Click the ‘...’ button to reorder or delete the answer options you’ve added.
You can also choose to include an + Add “Other” option. Suppliers will select this if none of the predefined answers apply to them. If they choose this option they must specify why they are choosing 'Other’.
How does my supplier respond
When a supplier fills out your questionnaire or request, they'll encounter a question with multiple checkboxes below. They can select as many answers as they wish. There is a comment box below the checkboxes for providing any additional information.
Address/Location
What is it and what do I use it for
The address/location format can be used to gather information such as business address, mailing address, and warehouse locations etc.
By default all available location field lines will be selected. If you want to change the default you can deselect any available fields to suit your needs for each specific question. You can do this by deselecting the Visible checkbox.
How does my supplier respond
When a supplier fills out your questionnaire or request, they'll encounter a question with address answer fields. They must input their company address and fill out all fields. There is a comment box below the address boxes for providing any additional information.
Date/Time
What is it and what do I use it for
The Date/Time format will allow you to request a date, time, or both from your supplier. Date and time questions help ensure alignment between the supplier's schedule and the requirements of the potential collaboration. This could include deadlines for project completion, contract commencement dates, or any other temporal aspects relevant to the supplier's capabilities and commitment. Choose which information you want by selecting or deselecting the date and time checkboxes.
How does my supplier respond
The supplier will see a response box with a calendar icon next to it. When they click on it they encounter a calendar pop-up, where they can select a date and time.
✏️ Please Note: The date format is predefined and unchangeable, the supplier will see a calendar pop-up window and once they select a date and time it will appear as: 18 Jan 2024, 04:48 PM (users localised time).
Price (only available within Requests)
What is it and what do I use it for
Price questions should be used when seeking information about a supplier's pricing structure, cost estimates, or fee details. It serves the purpose of understanding the financial aspects of the supplier's offerings.
How does my supplier respond
The supplier will encounter a textbox where they must enter the price as their response to your question. If you check the box labelled ‘Specify currency’ they will be required to provide the answer in the currency you have specified.
Document (only available in the Pre-qualification Hub)
What is it and what do I use it for
This question type should be used when specific documentation is essential for evaluating the supplier's capabilities, compliance, or other critical criteria. This could include providing certifications, financial statements, product specifications, or legal documentation. E.g. Insurance information or health & safety certifications.
There are two checkbox options on the left hand side next to the Yes response. These indicate the following:
‘Require document’ - this is checked by default. This option should be unselected if you want to know the supplier possesses the document, but you do not require a copy yet.
‘Require expiry’ - this is checked by default. This option allows you to ask for an expiry date on the required document. This option is useful for documents such as public liability insurance certificates.
How does my supplier respond
There are three response types…
Yes (required)
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.
No (required)
When selecting the No response, there's an optional comment box where they can provide any relevant information. Afterwards, they click Submit and proceed to the next question.
Other (optional)
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.
Document Expiry
What is it
A massive benefit of the document type format is that if you request an expiry date, when suppliers provide this the system will automatically ensure that the document is always kept up to date. Therefore, there are no problems regarding out of date supplier documents.
How it works
30 days before the expiration date, both parties will receive notifications informing them that one or more documents are due to expire.
On the expiration date, both parties will receive notifications indicating that the supplier's document has expired.
Once the expiration date is reached, the questionnaire will return back to an 'In Progress' status.
The supplier will need to provide the updated document and resubmit their questionnaire for re-approval.
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