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Questionnaires

Overview

The Questionnaires module offers a flexible way to create and manage surveys for a variety of purposes. Regular use of questionnaires helps establish an efficient and reliable structure for data collection and processing, supporting your compliance requirements.

You can use default templates covering topics like Business Impact Analysis and supplier data collection, or create a custom questionnaire from scratch.

Creating a Questionnaire

You can create a new questionnaire using one of Formalize's default templates or build a custom one from scratch.

  1. Navigate to Operations > Questionnaires in the main menu.

  2. Click Add questionnaire

  3. Here you have 2 options, either create one from scratch or choose a template:

  • Browse the available templates, select the one that fits your needs and click Create from template.

  • Enter a title for your questionnaire and click Create from scratch.

Configuring Settings

When creating or editing a questionnaire, the Settings section lets you define its purpose and control how respondents interact with it.

Settings include:

  • Title

  • Responsible users

  • Users to notify on completion: Select the users who should receive an email notification when a respondent submits their answers.

  • Response deadline (days): Set a timeframe for completion. This data point can be used in automations to trigger automatic reminders.

  • Folders

  • Collect response via link: Define who can respond and configure authentication requirements for external links.

  • Show each question in sidebar: Select Yes to display a navigation sidebar for respondents while they answer.

  • Require approval flow: Request formal approval on the received responses.

Adding and Editing Questions

  1. Select the questionnaire that you want to edit or create a new one.

  2. Click the Questionnaire builder.

  3. Click Add section, name it and click Save.

  4. Click the + icon within the section to add a new question.

  5. Choose your desired question type and configure the field settings.

For detailed information on different fields, please refer to our guide on Custom Field Creation.

Previewing Your Questionnaire

To see exactly how the questionnaire will appear to respondents, open the questionnaire and click Preview.

This opens a new window displaying the progress tracker, sections, and questions.

Managing Responses

You can view, add, and manage all submissions directly from the questionnaire's overview page.

Click the Responses tab to see a list of submissions. The number in parentheses next to the tab indicates the total number of responses received.

Viewing existing responses:

  1. In the Responses tab you can see the list of responses with completion status, deadlines, and submission dates for each entry.

  2. Click View on any response to see the answers provided and details.

Requesting an external response (via email link):

  1. Click on Options and Add response.

  2. Fill in the details.

  3. Click Next and add additional text if needed.

  4. Click Create to send them a unique link to fill out the questionnaire.

Adding an internal response:

  1. Click on Options and Add response.

  2. Fill in the details.

  3. Deselect the Invite respondents toggle.

  4. Click Create.

  5. Locate the new response in the list, click View.

  6. Navigate to Answers > Edit to fill it out yourself.

Connecting Questionnaires to Resources

You can initiate a questionnaire directly from a specific Resource, such as a Supplier.

  1. Open the specific Resource (e.g., a Supplier).

  2. Click Options, then select Add questionnaire.

  3. Select the relevant questionnaire from the list.

  4. Click Add response.

  5. Follow the prompts to create either an external invitation or an internal response.

Once connected, you will see the questionnaire listed directly on the Resource under Questionnaire responses.

Common Questions

  1. What happens to the responses if I delete a questionnaire?

    If you delete a questionnaire, all associated responses and data will be deleted as well.

  2. What should I do if I accidentally sent a questionnaire to the wrong person

    Locate the incorrect submission in the Responses tab and delete it. Then, click Add response to create a new invitation for the correct person.

  3. How do I send a reminder to someone who hasn't responded?

    Navigate to the Responses tab and locate the pending respondent. Click the three dots next to their name and select Send reminder.
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We hope this article was helpful!


​If you have any additional questions, please reach out to us via chat in the bottom right corner of the page — our team is always happy to assist you further.

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