#Configure Questionnaires

Use Questionnaire Management to configure questionnaires to guide the requesters to appropriate services when starting a request. In a questionnaire, you can add your desired questions, define the order in which the questions appear, customize the logical relationship for the questions, add the answer criterion, and select the services that will be visible to the requesters.

To access Questionnaire Management settings, click Questionnaire Management in the Request Management group within Settings.

On the interface for creating or editing a questionnaire, configure the following settings:

1. Name and Description – Enter the name for the questionnaire that you are about to create. Enter an optional description for future reference.

2. Language – Choose the language for this questionnaire. When starting a request, the questionnaires can be filtered according to their languages.

3. Questionnaire Category – Categories are used to organize your questionnaires. Select an existing category from the drop-down list or create a new category for this questionnaire by clicking Create New then configuring the new category in the Create Category interface.

4. Questionnaire Permissions – Questionnaire permissions determine who can access this questionnaire. Choose one of the following options:

   • Allow all users to use this questionnaire – Allows this questionnaire to be viewed by any user.

   • Define conditions for users who can access this questionnaire – Allows users who meet certain conditions to access this questionnaire. Refer to the following steps:

     1. Select one of the following options from the Conditions drop-down list:

        • Local Users or Microsoft 365 Users/Groups – AvePoint Online Services local users, Microsoft 365 users, or Microsoft 365 Groups can access this questionnaire.

        • Microsoft Entra Property – The users whose Microsoft Entra property values match with specific values can access this questionnaire.

     2. Configure the condition values.

        • If you select Local Users orMicrosoft 365 Users/Groups, enter the usernames or group names in the Allowed values field. Press Enter to check if the names are valid.

        • If you select Microsoft Entra Property, select your Microsoft 365 tenant, select a built-in or custom Microsoft Entra property, and then enter property values in the text box.

     3. Click Add to List to add the condition to the table or click Clear Settings to reset your configurations of conditions.

        After the conditions are added to the table, you can also perform the following actions:

        • Click Clear Table to remove the added conditions from the table.

        • Click the edit button to edit a condition.

        • Click the delete button to remove a condition from the table.

     4. You can also select the User must meet all conditions above to access this questionnaire checkbox. Business users can access this questionnaire only when they meet all conditions.

5. Click the arrow on the right-hand side to proceed to the next step.

6. Questions – Define the questions for this questionnaire.

   • To create a new question, click Add Question and then configure the following settings in the Add Question interface.

     1. Question – Enter your desired question and select the answer type, Drop-down Menu, Radio Buttons, or Managed metadata.

     2. Map to Metadata – Choose whether to map the question to metadata on the service. If you select the Map to metadata checkbox, the answer to the question will be automatically set as the mapped metadata field value in the request form. If you select the checkbox, choose one of the following options:

        • Save this question as new metadata – Choose this option to save the question entered above as new metadata. You must enter a metadata name in the text box. Then, enter a description for future reference.

        • Select from existing metadata – Choose this option to map the question to existing metadata selected from the drop-down list.

     3. Answer Settings – Define the answers to the question. Enter each answer on a separate line. You can also define a default answer for the question.

        NOTE

        If you map the question to existing metadata, this field is invisible.

     4. Click Save to save this question.

   • To edit a previously created question, click the edit button after the question name and then modify the settings in the Edit Question interface.

   • To delete a previously created question, click the delete button after the question name.

7. Click the arrow on the right-hand side to proceed to the next step and follow the steps below to configure the logic diagram.

8. Drag your desired question from the left pane to the Start point of the right pane.

9. Drag another question under the arrow of one answer for the question above to determine the logical relationship.

   Repeat the step above to add multiple questions. Click the remove button to remove a question from the logic diagram.

   NOTE

   You can add the same question to multiple logical flows on the right pane, but a question can only be added into a logical flow once.

10. Drag your desired service to the endpoint of each logical flow.

    The previously created questions and the services in the left pane are supported to search. Enter the keyword of the question name or service name in the text box under Questions or Services and click the search button to search it.

11. If there are no services that fit the logical flow, click Add End Points Automatically to end all points with No Service. For the No Service endpoint, you can choose to display a custom message that helps the requester find proper solutions or redirect the requester to a specific page.

    1. Click the edit button next to the No Service endpoint. The End Point window appears. Choose the End Point Type: Custom message or Custom link.

       • If you choose Custom message, enter the message that will be displayed to the requester if the questionnaire answers result in no service.

       • If you choose Custom link, enter an address. The requester will be redirected to this page if the questionnaire answers result in no service.

    2. In the text box, enter the message that will be displayed to the requester.

    3. Click Save on the ribbon to save your configuration.

12. When you have finished configuring settings for this questionnaire, choose one of the following options:

    • Click the arrow on the left-hand side to go to previous steps to review and modify your configurations.

    • Click Save As Draft to save the questionnaire as a draft and return to the Questionnaire Management interface.

    • Click Save and Activate to save all of the configurations and activate this questionnaire.

    • Click Cancel to return to the Questionnaire Management interface without saving any configurations.