Response360 users can utilize the Response Management Module to digitize questionnaires from various formats such as Word, PDF, and Excel. Once imported, questionnaires can be answered by permitted users. This article covers automatically answering imported questionnaires with Smart Response. Users can utilize Knowledge Base Q&A records, previous assessments, and additional documents to automatically generate responses.
To learn about manually answering questionnaires in the platform, please see our full help article:
Please also see our full help article on Adding and Managing Questionnaires:
This article covers the following topics:
- Navigate to the Answer Questionnaire Screen
- Run Smart Response
- Viewing Smart Response
- Re-run Smart Response
- Complete
Navigate to the Answer Questionnaire Screen
1. Navigate to the Response Management Module and select an In Progress questionnaire as shown below.
2. Alternatively, click on the 3 dots in the Actions column and select the View Questionnaire option.
Run Smart Response
Questionnaire answers can be automatically generated using Smart Response.
1. From the questionnaire Answering Screen, select Run Smart Response.
Answer Library Filters
Matching Answer Library Q&A entries can be used to source Smart Response. Q&A entries will take priority over previous assessments and added documents when generating answers. These entries can be filtered to further drill down a subset of Q&A entries for Smart Response to reference.
1. In the Smart Response Window, toggle the Use Answer Library option to use matching Q&A entries for Smart Response. You can optionally add filters by clicking + Add Answer Library Filters as shown below.
2. Configure Partner, Product, and Status filters as shown below.
3. By default, when Answer Library Q&A entries are enabled for Smart Response, present values will influence which entries are prioritized for determining a top match. Please see the hierarchy for determining the best match below.
- Question and Context: The question and additional context for the question if available (i.e. parent question, section, and subsection) between a questionnaire and a Q&A is a semantic match.
- Product: The product(s) associated with the questionnaire matches the product(s) associated with the Q&A entry.
-
Status: If the question text and associated products are identical between two or more Q&A entries, then the status will determine prioritization.
- Verified: First priority
- Not Verified: Second priority
- Expired: Third priority
- Last updated: If the question text, associated products, and status are identical between two or more Q&A entries, then the last updated date will determine prioritization.
Select Assessments
Previously answered assessments can be used as a resource to generate Smart Response answers.
5. In the Smart Response Window, click + Select Assessments as shown below.
6. In the Select Assessment Window, select the intended assessment(s) using the checkbox(s) as shown below. Click Select () & Close to confirm.
Select from Response Management
Users who have access to the Response Management Module will have the option to have CentrlGPT reference a select list of Completed questionnaires to generate answers.
7. In the Smart Response Window, click + Select From Response Management as shown below.
8. In the Select From Response Management Window, select the intended questionnaire(s) using the checkbox(s) as shown below. Click Select () & Close to confirm.
Add Documents
Documents can be used as a resource to generate Smart Response answers.
9. In the Smart Response Window, click + Add Documents as shown below.
10. In the Add Documents Screen, upload the desired documents and click Close to confirm as shown below.
Please see our full help article for more information on uploading documents below:
Review & Run
11. Once all resources have been configured and attached, click Run Smart Response to confirm as shown below.
12. The Smart Response Window will indicate that Smart Response is generating. Click Back to Questionnaires to navigate to the Response Management Module.
13. Questionnaires will be locked until the Smart Response generation is complete. Locked questionnaires will be indicated by the Lock icon as shown below.
14. You will receive an email notification once Smart Response is completed.
Viewing Smart Response
Once a Smart Response generation is complete, answers generated from strong Q&A record matches will automatically be populated in the answer box. Any additional AI-generated suggested answers along with their rationale can be reviewed and applied as well. Answers will indicate whether they were sourced from an Answer Library Q&A entry match or generated from selected resources.
Answer Library Match
Smart Response answers from strong match Q&A entries will be indicated by the Answer Library icon. These answers are populated directly from the answers stored in the Answer Library. The matching entry used to source an answer can be viewed for each question.
1. In the questionnaire Answering Screen, click on a question indicated by the Answer Library icon and select Answer Library Match as shown below. The matching Q&A entry will open in a new tab.
AI-Generated
If a strong Q&A record match is not detected for a question or you are not satisfied by an existing one, you have the ability to view suggested AI-generated answers and apply them. The rationale for the suggested answers can also be reviewed.
1. In the questionnaire Answering Screen, click on a question and select View References as shown below.
2. Click on a suggested answer to apply it to the answer box as shown below.
3. To review the rationale for a suggested answer, click View References as shown below.
4. If an AI-generated suggested answer is applied to a question, it will be indicated by the AI-generated icon as shown below.
Re-run Smart Response
After running Smart Response, users can choose to re-run Smart Response on the same questionnaire with a different set of source information.
1. From the questionnaire Answering Screen, select Run Smart Response.
2. You have the option to Run Smart Response on unanswered questions or to Run Smart Response on all questions. Once you've selected an option, click on Continue.
3. Make the desired changes in the Smart Response Window. Please refer to the section above for reference on how to apply Answer Library Filters and upload documents and assessments. Once done, click on Run Smart Response to proceed.
Complete
When all answers are reviewed and verified, the questionnaire can be marked as complete.
1. In the questionnaire Answering Screen, click Complete as shown below.
2. In the Complete Questionnaire Window, optionally add newly generated answers as Answer Library Q&A entries by clicking the applicable checkbox. Click Complete to confirm as shown below.