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QSG: Responding to a Validation Request

As a responder, the Validation Request feature allows you to efficiently verify attributes and answer key questions for a set of records in a streamlined way, saving time and reducing the need for numerous assessments and repetitive communication.

Unlike standard assessments that gather a common response set to assess overall risk, Record Validation collects data at the individual record level, ensuring that the information you provide is accurate and up-to-date.

Note: This feature is not available by default. If interested, please reach out to your Account Manager or contact Support.

This article covers the following topics: 

Navigating to Validation Request

From Email

When a record validation request has been published to you, you will receive an email notifying you that your Partner has requested your response. You can navigate to the request by clicking the View Request button.

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From the Validation Module

Navigate to the Record Validation Module and click on the template name to access the records.

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Answering Records

1. From the Records Screen, click on the record name to begin answering. 

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2. Once in the record card, the record name will appear in the header at the top left of the screen, while its attributes will be displayed just below. After answering the questions, click Save to store your changes.

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Please Note: After saving your answers, the record's status will automatically change from Open to In Progress. 

2. To navigate to the previous or next record, click the Arrow buttons in the top left corner of the screen, as shown below.

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Changing a Record's Status

Requests will be classified as either "Open" or "In Progress". "Open" indicates that the request is new and awaiting to be answered, while "In Review" indicates that the request is currently being worked on or has been answered. After saving your answers, the record's status will automatically update from "Open" to "In Progress". However, you can also manually change the status at any time.

1. From the Records Screen, click on the 3 dots of the records you would like to update and select Change Status.

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2. Alternatively, you can change a record's status from within the record card. To do so, click on the Status dropdown and select Change Status.

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3. Select a status and click Apply to confirm.

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Sending External Comments

You can communicate and collaborate with both the publisher and other users working with you on the record. This feature is useful for addressing concerns, requesting clarifications, or seeking additional information about a specific record. Please note that all users involved in the request, including the publisher and all responders, will receive an email notification whenever you send a comment. All sent messages will be captured in the External Comments tab.

1. Navigate to the External Comments tab, type your message in the comment box, and click Send Message when finished.

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Submitting a Validation Request

Once you’ve answered all the questions for each record, you can submit your responses back to the publisher. Please note that submitting the request will lock all responses, preventing any further edits. Be sure to review all answers and ensure everything is complete before submitting.

1. Once all records have been answered and are ready to be submitted back, click on the Submit Request button.

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2. The confirmation window will display a warning sign if any records have not been answered. You have the option to add a message to the publisher. To confirm your submission, click on the Submit button, as shown below.

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Exporting/Importing Records for Offline Answering

Users can export Record Requests in Excel format to answer offline. Additionally, users can use the export option to create offline records, share results more broadly within their organizations, and easily reuse answers for future requests. 

Exporting a Request

1. From the Record Validation Module, click on the 3 dots of the desired request and click Export. 

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2. Alternatively, you can export the records from within the Records Screen by clicking the Export Records button.

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3. Click Export from the confirmation window. 

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Providing Answers in the Export File

Users can enter their answers per record in the exported file. Once all of the answers have been inputted, save and download the updated file. 

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Importing Offline Answers for a Request

Once a request has been answered offline, users can then import their offline answers into the system. 

1. From the Record Validation Module, click on the 3 dots of the desired request and click Import. 

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2. Alternatively, you can import the records from within the Records Screen by clicking the Import Records button.

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3. Upload the updated file with your offline answers, then click Next to proceed.

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4. From the Review & Import step, click Import to confirm and upload all your offline answers to the system.

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