Overview of the steps
Setting up this use case involves three core phases:
Create the Questionnaire (with calculated scores).
Configure Custom Fields in your Processes settings to store results.
Build an Automated Workflow to link the two together.
Step 1: Build Your Questionnaire
Navigate to the Questionnaires section in Formalize and create a new questionnaire.
Open the builder and create your assessment questions using Single Select or Multiple Select fields.
Click on Configure extra properties and Enable numeric value.
Assign a numeric value to each answer option (e.g., from 1 to 4).
Add a new field and select Numeric Calculation to calculate a total criticality score. Click on Formula, select your preferred function (e.g., Maximum), and add your single-select fields separated by a semicolon.
Define your score ranges and assign text labels (e.g., Low, Medium, Significant, Critical) based on the calculated values.
Use the Preview tab to test your calculation formula. Once verified, click Save.
Learn more on Custom fields and Calculated fields in our Custom fields article.
Tip: Make questions Required to ensure respondents are forced to complete them before submitting.
Step 2: Configure Processes Custom Fields
To display the assessment results directly within your processes, set up the matching custom fields you want to display in the Processes.
Go to Settings -> Resources -> Processes.
Inside the Custom fields section, add a new field.
Choose the same field type used in your questionnaire and ensure the text labels and score ranges match with the ones you created in the questionnaire (e.g., Low, Medium, Significant, Critical).
Step 3: Build the Automated Workflow
This workflow ensures that as soon as a questionnaire is submitted, the correct process is updated and its fields filled automatically.
Navigate to Operations -> Workflows, create a new workflow and click on the Builder button.
Select Questionnaire response completed as your trigger, then choose the specific questionnaire you built in Step 1.
Add a Loop through a Collection and select Processes. The loop allows the system to find the exact process connected to the questionnaire response.
Inside the loop, add an Update Process action.
Select Process -> Model and choose the target custom field you created in Step 2.
Set the update type to Conditional. Set the source to your Trigger Variable (the questionnaire) and select your calculated total score field.
Map each potential questionnaire result to the corresponding custom field option (e.g., if the calculation result is "High", map it to "High" in the custom fields).
Click Save and Create, then toggle the workflow to Enable immediately.
Managing and Reviewing Assessments
Once your flow is active, you can manage assessments in a few ways:
Assigning via Tasks: You can attach the questionnaire to a recurring task (e.g., a yearly review task) assigned to the process owner and connected to the process. This ensures they automatically receive a notification when an assessment is due. Learn more on Tasks used to govern questionnaire completion in our Tasks article.
Sending to Non-Users: If an external stakeholder or non-user needs to fill out the assessment, you can manually add a respondent via the process page (see our Questionnaire article), or set up a time-interval automation to email them the questionnaire link.
After the response is submitted the filled fields in Processes are updated and the filled questionnaire appears below the card.
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.