# Managing Formulation Questionnaires (Compliance Management) Compliance Management provides you with the ability to send questionnaires (checklists) to respondents, such as suppliers, targeted to a specific formulation, industry, and location. Recipients can then securely respond to those questionnaires without logging into a Vault, and without requiring individual Vault licenses or the ability to view or access any areas of your Vault. Vault emails respondents with links to questionnaires with questions relevant to a specified formulation, industry, and market, minimizing the amount of time they spend completing questionnaires and standardizing incoming data. You can track completeness and review completed questionnaires within your Vault. You can also import completed questionnaire data into _Qualitative Assessments_ based on Admin-defined mapping. Depending on your Admin's configuration, object, field, and section labels may appear differently than the labels mentioned in this article. In addition, the fields to complete may vary based on your Vault.
## Formulation Questionnaires Overview {#overview} Sending questionnaires for _Formulation_ and _Packaging Component_ types of _Formulations_ involves the following steps: 1. [Populate the applicable records to reference in emails to respondents][9] 2. [Create _Formulation Questionnaires_ for the appropriate _Formulations_][10] 3. [Send questionnaires to respondents][2] 4. [Review completed questionnaires][6] 5. Optional: [Import questionnaire attachments][14] 6. Optional: [Import questionnaire data][13] ## Populating Records for Respondent Emails {#populate} When you send questionnaires, Vault emails respondents a link to complete the questionnaire. Vault references several items to determine which respondents receive links to complete a questionnaire for a _Formulation_ and what information that email contains. Ensure you've populated the following items with the appropriate information before sending questionnaires: * For the _Formulations_ that require questionnaires: * Ensure the **Title** field is populated. * Populate the **Supplier** field with the _Organization_ responsible for completing the questionnaire. * For the applicable _Organization Persons_ related to the _Organization_ responsible for completing the questionnaire, select **Formulation Questionnaire** in the **Checklist Respondent Type** field for that person to receive emails to complete the questionnaire. * For the _Persons_ related to the applicable _Organization Persons_, ensure the **Email** field is populated with a valid email address so that respondents receive email links to the questionnaire. * For your own user profile, ensure the **Company** field is populated.
## Creating Formulation Questionnaires {#create} You must create a _Formulation Questionnaire_ record for the _Formulation_ for which you want to send a questionnaire. You can specify the industry and location you want each questionnaire to target. You can create a [single][11] _Formulation Questionnaire_ or [multiple records in bulk][12]. Depending on your Admin's configuration, you may have to send questionnaires for the newly-created _Formulation Questionnaires_ [manually][3], or Vault may send them [automatically][4]. Vault identifies the appropriate questionnaire for the specified industry and location based on Admin-defined criteria. ### Creating a Single Formulation Questionnaire {#create} You can create a single _Formulation Questionnaire_ from a _Formulation_ record or on a custom tab for the _Formulation Questionnaire_ object. To do this: 1. Navigate to a custom tab or directly to the _Formulation_ record that requires a questionnaire. 2. If creating from a custom tab, select the **Formulation** that requires a questionnaire. 3. Optional: Select an **Industry** to target a specific industry. 4. Optional: Select a **Location** to target a specific location. 5. Click **Save**. ### Bulk Creating Multiple Formulation Questionnaires {#bulk-create} You can create multiple _Formulation Questionnaires_ targeting the same industry and location for multiple _Formulations_ using a single bulk action. To do this: 1. Navigate to the **Formulations** tab. 2. Optional: Set additional filters to narrow down the list of _Formulations_ for which you want to create _Formulation Questionnaires_. You can create _Formulation Questionnaires_ for up to 1,000 records at once. 3. From the **All Actions** menu, select the option to perform a bulk action. 4. On the _Refine Selection_ page, review the list of selected records and clear the checkboxes for any _Formulas_ for which you do not want to create _Formulation Questionnaires_. 5. Click **Next**. 6. On the _Choose Action_ page, select **Record Actions** in the _Manage Records_ section. 7. Click **Next**. 8. On the _Choose Record Action_ page, select **Bulk Create Formulation Questionnaires**. 9. Click **Next**. 10. Optional: On the _Details_ page, select the **Industry** and **Location**. Depending on your Admin's configuration, these fields may be required. 11. Click **Next**. 12. On the _Confirmation_ page, review the summary of changes and click **Finish**. Vault will not create duplicate records if any active _Formulation Questionnaire_ for a selected _Formula_ targeting to the same industry and location already exists. When Vault finishes generating records, you'll receive an email and a Vault notification letting you know if the action was successful or if there were any errors. ## Sending Questionnaires {#sending} When you [manually][3] or [automatically][4] send a questionnaire for a _Formulation Questionnaire_ record, Vault emails a link to the questionnaire to the _Organization Persons_ associated with the _Supplier_ in the related _Formulation_ record. When configured by your Admin, you can start a questionnaire and pre-populate responses before manually sending it to a respondent. When you send a questionnaire, Vault does the following: * Based on Admin-defined criteria, Vault identifies the appropriate questionnaire based on the _Industry_ and _Location_ values on the _Formulation Questionnaire_. * Vault identifies the applicable _Organization Persons_ for the _Formulation's_ specified _Supplier_ and emails them a link to the questionnaire. * Respondents can access the questionnaire via the emailed link and respond to the questionnaire within Vault. Emailed links remain active for 30 to 90 days, depending on your Admin's configuration, or until a respondent completes the questionnaire. * Vault assigns the _Checklist Respondent_ role to the _Application Managed User_ configured by your Admin. ### Manually Send a Questionnaire {#manually-send} To manually send a questionnaire: 1. Navigate to the applicable _Formulation Questionnaire_ in either of the following ways: * From the _Questionnaires Type_ section of a _Formulation_ record. * From a custom tab for the _Formulation Questionnaire_ object. 2. Optional: From the _Formulation Questionnaire's_ **All Actions** menu, select **Start Checklist** to populate it with responses before you send it to the supplier. 3. From the _Formulation Questionnaire's_ **All Actions** menu, select **Send Questionnaire** to email the [supplier][9] a link to complete the questionnaire. If you don't see the option to send questionnaires in the **All Actions** menu, the action may be part of an entry action. See [Automatically Send Questionnaires][4] for more details. ### Automatically Send Questionnaires {#auto-send} Depending on your Admin's configuration, Vault may automatically send questionnaires to the appropriate respondents when a _Formulation Questionnaire_ record enters a specific lifecycle state rather than, or in addition to, the action being available to you in the **All Actions** menu. Ensure that the _Industry_ and _Location_ fields are set appropriately on the _Formulation Questionnaire_, then change the state of the record from the **Workflow Actions** menu to trigger the entry action. You can also change the state of multiple records at once using a bulk action. ### Resending Questionnaires to Respondents {#resend} When configured by your Admin, you can manually resend respondents a link to an incomplete questionnaire. To do this, select the option to send a questionnaire from the _Formulation Questionnaire's_ **All Actions** menu. Vault disables the previously generated link when you resend a questionnaire. ### Reviewing Email Delivery Status {#status} You can review which questionnaires have been sent to respondents in the _FQ Pal Context_ section of a _Formulation_. The _FQ Invitation Delivery Status_ field displays one of the following values and can take up to 48 hours to update: * **Sent**: Vault has successfully sent the email, but it has not yet been delivered to the recipient's mail server. * **Delivered**: Vault successfully delivered the email to the recipient's mail server. * **Delivery Failed**: The email could not be delivered. Usually, this is due to a "hard bounce" such as a mail server which no longer accepts email. ## Reviewing Questionnaire Responses {#review} Depending on your Admin's configuration, you may be able to review all questionnaire responses from a related records section of the relevant _Formulation_ or _Formulation Questionnaire_ record. ## Importing Formulation Questionnaire Attachments {#import-attachments} When configured by your Admin, you can import documents attached to formulation questionnaires directly to your Vault Library. When importing files, Vault assigns document classifications based on your Admin's configuration. You can review and change the classifications, as well as populate document fields, before importing the attachments. To import attachments from a completed formulation questionnaire: 1. Navigate to the _Questionnaires_ section of the applicable _Formulation_ or _Formulation Questionnaire_ record. 2. Find the completed questionnaire for which you want to import attachments. 3. From the **All Actions** menu, select **Import Attachments**. 4. Review the attachments available uploaded to the questionnaire and unselect any you do not want to import. Any previously-imported attachments are unselected. * Click any file name to open the file in another tab or window. * Click the caret (**<**, **>**) icons to navigate between pages. * Click **Next**. 5. In the _Review and confirm [NN] attachments_ dialog, review the assigned classification, make any necessary changes, and enter applicable details. * You can change the generated file _Name_, _Type_, and _Lifecycle_ for each attachment. * If your Admin has configured additional document fields to populate, enter all applicable values. You cannot finish uploading until you populate all active fields and all listed attachments display a complete (Upload Button) icon. 6. Click **Finish**. If you attempt to import an attachment for a document type with a required field that your Admin has not configured for import, the attachment displays an information () icon in the _Review and confirm [NN] attachments_ dialog and you may not be able to populate all field values before proceeding with the import. We suggest reviewing these documents after the import completes and making any necessary updates to document fields in your Vault Library. Review and confirm [NN] attachments dialog ### Notifications When Vault finishes importing attachments, you'll receive an email and Vault notification letting you know which imports were successful and if there were any errors. If you imported a previously imported document, Vault generates a new document. ## Importing Formulation Questionnaire Data {#import} You can import data from completed formulation questionnaires into _Qualitative Assessments_. See Importing Formulation Questionnaires for more details. ## Inactivating Respondent Questionnaire Access {#inactivate} Vault inactivates the link to a questionnaire when a respondent completes it. You can also manually inactivate the link by selecting the option from the _Formulation Questionnaire's_ **All Actions** menu. ## Audit Trails {#audit-trail} The audit trail for a _Formulation Questionnaire_ includes details about the questionnaire that includes both the checklist respondent (_Organization Person_) and the Admin-configured _Application Managed User_. For example, if your Admin configured the _Application Manager User_ email as "questionnaire.respondent@organization.com" and the name of the _Organization Person_ that completes the questionnaires is "Sid Supplier", the _User Name_ displayed in the audit trail is "questionnaire.respondent@organization.com on behalf of Sid Supplier (sid.supplier@supplier.com)". ## Limitations The following limitations apply to formulation questionnaires: * Vault will not send questionnaires if more than five (5) _Organization Persons_ are related to the _Supplier_ defined on the _Formulation_ record. * Respondents cannot add Vault documents to questionnaire responses. * You cannot [import attachments][14] if the formulation questionnaire includes more than 40 attachments. [2]: #sending [3]: #manually-send [4]: #auto-send [5]: #resend [6]: #review [7]: #inactivate [8]: #audit-trail [9]: #populate [10]: #create [11]: #create [12]: #bulk-create [13]: #import [14]: #import-attachments