The Scheduling feature allows users the ability to schedule an assessment, so they can automate the assessment they publish quarterly, half-yearly, or yearly or with a custom recurrence. While scheduling is focussed on recurring occurrences, users can also schedule one-time assessments.
You have the option to schedule an Assessment from the Upcoming Assessment screen or at the time of Publishing an Assessment from the Manage Questionnaires screen or the Active Assessments screen. To learn more about the scheduling feature within the Publish flow, click here.
Note: Only the Questionnaire Administrators or the Users with Publish permission enabled in their user profile can schedule an assessment.
This article covers the following topics:
- Navigating to Upcoming Assessments
- Scheduling a New Assessment
- Adding Additional Recipients
- Adding Recurrence
- Adding a Custom Recurrence
- Setting Up Alerts
- Auto Publish
Navigating to Upcoming Assessments
Navigate to the Assessments module and click on the Upcoming Assessments tab as shown above. This screen lists all the Assessments that have been scheduled.
Scheduling a New Assessment
To start scheduling a New Assessment, click on the Schedule New button as shown above.
Scheduling a New Assessment is a 4-step process as detailed below. As each step progresses, you can review the selections on the right under the Summary section. The progress bar at the top will reflect the steps that have been completed.
Step 1: Select the Partner
The first step is to select the Partner for whom the Assessment is being created. You can also optionally select the product. Click on the Next button to proceed.
Note: You also have the option to add new Partners/Products by typing in the name of the Partner/Product.
Step 2: Select Questionnaire
The next step is to select the questionnaire for the Assessment. You can select multiple questions according to your choice and also have the option to search for a questionnaire using the search bar. After selecting the questionnaire, click on the Next button to proceed to the next step. Alternatively, you can completely skip this step by clicking on the Skip button. (Note: You can select the questionnaire at a later time).
Step 3: Select Contact
In this step, you can select who is going to answer this questionnaire.
Adding Additional Recipients
You also have the option to add additional recipients from the same Partner while publishing a questionnaire if required. These additional recipients, once selected will be added as responding collaborators and they can access and answer the questionnaire.
Note: All recipients will be able to work on the received questionnaire at the same time. And any one of the responders can submit the answers back to the Questionnaire Owner.
By clicking on the Additional Recipients link, you can select existing partner contacts from the list or add new contacts-on-the-fly by entering their email addresses.
Note: Each recipient will receive a link via email to access the received assessment. And each recipient will be able to login with their respective login credentials (username and password). The new recipients added on-the-fly will receive individual invitations to register via email. Once they register, they can access the questionnaire.
After selecting the intended recipient, click on the Next button to proceed.
Step 4: Review & Schedule
The final step is to review the selected details, add a Schedule date, select an optional recurrence using the Add Repeat feature, and add the due date for the Assessment. You can also add an optional Period for the Assessment and a message to send out to your partner. Click on the Schedule button to schedule your new assessment to the intended recipient.
Within the Review and Schedule step, you have the option to schedule a recurring event for the selected assessment. By doing so, you will be able to select how often the event occurs and when it ends.
Note: When you add recurrence to your assessment when publishing, the system will automatically create new "Upcoming Assessments" with the same information.
1. Click on the Add Repeat button to schedule a recurring event as shown above.
2. Select the recurrence by selecting the Period from the options such as Yearly, Quarterly, Half-Yearly, Monthly, and Custom.
3. Select a Start Date and End Date for the next occurrence.
Adding a Custom Recurrence
Assessments can now be scheduled with custom recurrences.
A user can now set a recurrence of any number of months or years.
Setting Up Alerts
You have the option to set one or more alerts for yourself and your Partner Contact on or before the Publish Date.
1. Click on the Add Notification link to set one or more alerts for yourself or for your Partner Contact.
2. You can select the Option to send notifications Before Publish date or On Publish Date.
3. For the "Before Publish" option, you can select the number of days or months before which the notification has to be sent.
4. To add more notifications you can repeat the above-mentioned steps for yourself or for your Partner Contact.
Note: You can add notifications to your partner contact only if you have completed Select Contact step above.
Within the Review and Schedule step, you have the option to enable Auto-Publish for your assessment. The Auto-Publish feature allows you to publish upcoming assessments automatically on its Due Date.
1. Click on the checkbox, as shown above, to enable the Auto-Publish feature.
Note: You can enable Auto-Publish only if you have selected the Questionnaire, Contact and Due Date for the upcoming assessment.