Filling Out Internal Forms in Modular Questionnaire Projects

Objective

After completing this lesson, you will be able to fill out an internal form in a modular questionnaire project.

About Filling Out Internal Forms in Modular Questionnaire Projects

In a modular questionnaire project, you may encounter one or more internal forms in addition to the key questionnaire. The key questionnaire is the main questionnaire of the project, and its recipient can be a supplier contact (for external projects) or an internal user at your company (for internal projects).

Internal forms can have To Do and approval tasks associated with them. If an internal form has no To Do or approval tasks, filling it out is optional. However, if the form has a To Do task, the task owner must complete and submit the form to finalize the task. Similarly, if the form has an approval task, either the task owner or someone else with editing permissions must submit it to get it approved and advance the project.

You can edit an internal form in the following circumstances, as long as the project doesn't have a Denied status:

Questionnaire Project Stage	Editability
New	Internal forms are always editable from when the project is created until it’s approved. To Do task owners who aren’t also the project owner can edit the forms only while their task is active.
Update	After the project's initial approval, internal forms without To Do tasks remain editable, even if the key questionnaire does not allow updates. Internal forms with To Do tasks become editable only when the key questionnaire recipient submits an update and the project returns to Pending Approval status. This is only possible if the key questionnaire allows updates. The forms remain editable until the update workflow that includes the key questionnaire is finally approved and the project returns to Approved status. This behavior applies regardless of whether the associated To Do task is reactivated. If the key questionnaire does not allow updates, internal forms with To Do tasks can’t be edited once the project reaches Approved status.

Questionnaire Project Stage

Editability

New

Internal forms are always editable from when the project is created until it’s approved.

To Do task owners who aren’t also the project owner can edit the forms only while their task is active.

Update

After the project's initial approval, internal forms without To Do tasks remain editable, even if the key questionnaire does not allow updates.

Internal forms with To Do tasks become editable only when the key questionnaire recipient submits an update and the project returns to Pending Approval status. This is only possible if the key questionnaire allows updates. The forms remain editable until the update workflow that includes the key questionnaire is finally approved and the project returns to Approved status. This behavior applies regardless of whether the associated To Do task is reactivated.

If the key questionnaire does not allow updates, internal forms with To Do tasks can’t be edited once the project reaches Approved status.

If an approver denies any form or questionnaire within the modular questionnaire project, the entire project moves to Denied status. At this point, all forms and questionnaires are closed to further updates.

If a To Do task on an internal form is assigned to a project group, all group members can potentially edit the form. The first member to submit the form and complete the task becomes the owner of the completed task.

How to Fill Out Internal Forms in Modular Questionnaire Projects

Internal forms in a modular questionnaire project typically provide information or analysis that supplements the project's key questionnaire. If you own the modular questionnaire project or a To Do task for the form, follow these steps to fill it out and submit it.

Prerequisites

The internal forms in modular questionnaire projects feature (SM-30222) must be enabled in your site.

To fill out an internal form in a modular questionnaire project, you must be either the owner of a To Do task associated with the form or the project owner. To Do task owners can only edit the form while the task is active.

Business Scenario

NSM Global collects input from business users during its standard qualification process. This feedback provides essential insights from those who will directly interact with the suppliers. Steve Jones, an IT department manager, must complete internal forms to share his opinions on information technology and telecommunications suppliers in his region.

In this video, you’ll watch Steve fill out internal forms in modular questionnaires that are used in a process project.

Steps

Locate the supplier on the Supplier Management dashboard.
Choose their name to open their profile.
Perform one of the following actions:
- In the classic supplier 360° profile, choose Questionnaires in the left-hand navigation bar.
- In the supplier profile summary, choose the Questionnaires panel.
Perform one of the following actions:
- If the form is associated with an active To Do task and you're a task owner: On the Task tab, locate the task and act on it to open the task details page, where the form is automatically editable.
- If the form isn't associated with an active To Do task, or if it is and you’re the project owner but not a task owner: On the Questionnaire tab, choose the name of the questionnaire project where the form is included to open its details page. In the Questionnaires table, view the form, then choose Edit.
Hint
If the modular questionnaire project is included in a process project, you can also view the questionnaire project by choosing its name on the process details page. From there, you can either view the form and choose Edit from the Questionnaires table or act on an assigned To Do task from the Tasks table.
Fill out the form as needed.
Perform one of the following actions:
- If the form is associated with an active To Do task and you're a task owner:
  - Choose Mark Complete to submit your responses and complete the task.
  - Choose Cancel to discard your responses and return to the previous page.
- If the form isn't associated with an active To Do task, or if it is but you aren't the task owner:
  - Choose Submit to submit your responses.
  - Choose Save to save your responses in draft mode and return later to complete and submit them. Saved draft versions are not versioned; only the most recent changes are included. An upgraded template for an internal form retains draft responses even after it has been upgraded.
    Note
    By default, only the process owner can edit internal forms and save them as drafts. However, the process owner can request an update from a different recipient and invite them to update the form. The new recipient can see the previously saved responses and provide their own. The new recipient can also overwrite previous responses and save the draft if necessary.
  - Choose Cancel to open the Cancel questionnaire dialog box. If you choose Confirm in the dialog box, you'll lose all unsaved changes and be redirected to the previous page. If you choose Cancel, you'll stay on the same page and can continue updating the form.

Result

If the internal form has an approval task, that task starts, and approvers approve or deny your answers.

Fill Out an Internal Form in a Modular Questionnaire Project

In this exercise, you’ll fill out an internal form in a modular questionnaire project.

ExerciseStart Exercise

Summary

Internal forms supplement key questionnaires and can include To Do and approval tasks in modular questionnaire projects.
Edit and submit internal forms based on your project role, form status, and project stage.
Access internal forms from the supplier profile or process project, depending on task assignment and project setup.
Submit or save form responses according to task ownership; only active To Do task owners can complete associated tasks.
Approval or denial actions on forms affect the project status and close forms for further updates.

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