Questionnaire Workflow

Questionnaire Workflow

As a TrustShare user, it is important to understand the questionnaire workflow. To complete a questionnaire, you are presented with four separate tabs of question categories. These categories are as follows:

1. Pre-filled by TrustCloud
2. Needs Answers
3. Needs Approval
4. All Questions
   

The “Prefilled By TrustCloud” tab,

TrustCloud AI has answered these questions. These responses may still require review before you approve the answer, especially at the beginning. As you interact with the responses (by accepting the provided response or by sending the question back to “Needs Answers” via “Request Changes”), the system will make more intelligent responses. You can view the questions along with the answers (automatically filled by TrustCloud). Click on the “Preview & Approve” button.

1. Review the answer. You can edit the auto-filled answer by clicking on the “Edit Answer” button or the “Approve” button.
2. You can also reject the answer if you find it entirely incorrect.

The “Needs Answers” tab,

You can view the pending questions for which an answer needs to be provided, along with the owner, suggestion and status.

1. Click on the “Needs Answers” button.
2. Enter your answer and comment. You can view other matches and attach a file.Click on “Submit” button. Suggested matches are presented on questions if TrustCloud AI doesn’t have high confidence in the match. To find suggestions, you can click on “See other matches” or simply scroll to the bottom of the answer panel to locate “Suggested Matches.”. Suggested matches are a combination of possible related controls (pulled from TrustOps) or previous answers to a questionnaire in your program.

The “Needs Approval” tab,

The questions in the “Needs Approval” tab are answered by your team, and they need to be approved by an authorized individual or SME.  You can view all the answers that are in review.

As an approver, you need to review any answers provided to ensure that they align with your organization. You can identify any answers that need approval by selecting the “Needs Approval” status (a list of questions that need review). Each provided answer requires your approval before placing it in the “Approved” category.

1. Click on the “Need Approval” button and review the answer. You can also edit the answer. Click on “Approve” button.
   

The “All Questions” tab,

The “All Questions” tab contains a complete list of the questions within the imported questionnaire, regardless of status. You can bulk assign questions to your teammates for completion! This view also gives you a quick reference point for the status of all questions. You can view all the questions along with the owner’s name and status.

Overall Questionnaire Workflow

Re-Opening a Question to an Approved Answer

As an Approver, you can reopen approved questions.

1. Go to your TrustShare program and click on “Questionnaires” on the left-hand side menu.
2. Select “Complete”.
3. Click on the three-dot menu in front of the questionnaire and select “Re-open questionnaire”.

Exporting Answers

To export the questionnaire,

1. Go to your TrustShare program and click on “Questionnaires” on the left-hand side menu.
2. Select “In Progress”.
3. Click on the three-dot menu in front of the questionnaire and select “Export Answers”.
   

Sharing a Questionnaire With Your Prospect or Customer

If you are ready to share your questionnaire with your prospect or customer, make sure that the user with whom you intend to share the questionnaire has accepted your TrustShare invitation and is listed as an active user.

1. Go to your TrustShare program and click on “Questionnaires” on the left-hand side menu.
2. Select “In Progress”.
3. Click on the three-dot menu in front of the questionnaire and select “Share”.
   
4. Click on “Next”.
5. Select users and click on “Share”. You can mark the questionnaire as complete by selecting the checkbox “Mark this Questionnaire as Complete”.
   

NOTE: This typically takes about 2-3 hours but can take up to 48 hours depending on the size and complexity of each request as well as the number of requests already in queue.

To stop Sharing a Questionnaire

If you wish to stop sharing your questionnaire with your prospects or customers,

1. Go to your TrustShare program and click on “Questionnaires” on the left-hand side menu.
2. Select “In Progress”.
3. Click on the three-dot menu in front of the questionnaire and select “Stop Sharing” to remove access for all users.

To edit Permissions

If you wish to edit the access permissions for your questionnaire,

1. Go to your TrustShare program and click on “Questionnaires” on the left-hand side menu.
2. Select “In Progress”.
3. Click on the three-dot menu in front of the questionnaire and select “Edit Permissions”.
   
4. Select users to grant or revoke permissions and click on “Complete”.

To mark a Questionnaire Complete

If all necessary answers are provided or approved and the questionnaire is complete, you can mark the questionnaire as complete.

1. Go to your TrustShare program and click on “Questionnaires” on the left-hand side menu.
2. Select “In Progress”.
3. Click on the three-dot menu in front of the questionnaire and select “Mark Complete”. The questionnaire will be placed in the “Complete” category.