# Setting Up Checklists for Formulation Questionnaires (Compliance Management) You must set up checklists in your Compliance Management Vault to support formulation questionnaires. Compliance Management Vaults include the _FQ Checklist Type_, which targets the _Formulation Questionnaire_ object. When users relate a _Formulation Questionnaire_ to a specific _Formulation_ or _Packaging Component_ type of _Formulation_, Vault identifies the applicable _Checklist Design_ based on the user-defined _Industry_ and _Location_ values on the _Formulation Questionnaire_, targeting the questionnaire to a specific industry and location. You must complete all required configurations before completing the steps in this article. After completing the steps in this article, configure your Vault to import data from completed formulation questionnaires into _Qualitative Assessments_. ## Setup Overview {#overview} Setting up your Vault to use checklists for formulation questionnaires involves the following steps: 1. [Configure object workflows][1] 2. [Configure object lifecycles][5] 3. [Configure object actions][6] 4. [Configure and design checklists][10] 5. [Create industry- and location-specific _Checklist Design_ records][11] 6. [Configure user permissions][17]
## Formulation Questionnaire Workflows {#wf} Compliance Management Vaults include the following workflows to support formulation questionnaires, which you can configure according to the needs of your organization and connect to the [_Send PALs_][7] action: * **FQ Acceptance Workflow**: Configure this workflow to allow users to initiate questionnaires and optionally pre-populate answers before manually sending them to respondents with a user action. * **FQ Pending Acceptance Workflow**: Configure this workflow to automatically send questionnaires to respondents based on an entry action. You can optionally configure short circuit workflow tasks on the complete checklist workflow tasks if multiple _Organization Persons_ (respondents) are associated with a supplier and you want to restrict questionnaire completion to a single respondent. See Configuring Object Workflows for more details about how to configure object workflows. ### FQ Accepted Workflow {#fq-accepted} We recommend configuring the _FQ Accepted_ workflow to include the following steps in order and connecting it to the [_Send PALs_][7] user action so users can manually send questionnaire PALs to respondents: 1. _Start_ step. Add a **Participants** control and select the option to **Use custom action to define participants**. * For **Custom Action**, select **Set PAL FQ Checklist Respondent**. 2. _Action_ to _Change State_ to _In Progress_. 3. _Task_ to complete the checklist. * For **Assign the Task To**, select the _Participant Label_ you configured for the _Start_ step and select the option to **Assign to all users in participant group**. * For **Notification Template**, select the **Welcome: FQ Checklist**. 4. _System Action_ to _Validate Checklist is Complete_. 5. _System Action_ to _Set Respondent Field_. 6. _Action_ to _Change State_ to _Completed_. 7. _End_ step. In order for users to be able to enter answers to certain questions before sending questionnaires to respondents, you must also configure the [_Start Checklist_][9] action. ### FQ Pending Acceptance Workflow {#fq-pending} We recommend configuring the _FQ Pending Acceptance_ workflow to include the following steps in order and connecting it to the [_Send PALs_][7] entry action so users can automatically send questionnaire PALs to respondents: 1. _Start_ step. Add a **Participants** control and select the option to **Use roles participants**. * For **Roles Allowed to Participate**, select **Checklist Respondent**. 2. _Action_ to _Change State_ to _In Progress_. 3. _Task_ to accept and complete the checklist. * For **Assign the Task To**, select the **Participant Label** you configured for the _Start_ step and select the option to **Assign to all users in participant group**. * For **Notification Template**, select **Welcome: FQ Checklist**. 4. _System Action_ to _Validate Checklist_ is _Complete_. 5. _System Action_ to _Set Respondent Field_. 6. _Action_ to _Change State_ to _Completed_. 7. _End_ step. #### Configuring DAC {#dac} If you configure the _FQ Pending Acceptance_ workflow so that Vault automatically sends questionnaires based on the [_Send PALs_][7] entry action, you must enable DAC on the _Formulation Questionnaire_ object and create a custom sharing rule for the _Application Managed User_ you created. Assign the user to the _Editor_ role on the rule so that they can respond to questionnaires. ## Formulation Questionnaire Lifecycles {#lc} Compliance Management Vaults include the _FQ Checklist Lifecycle_, _FQ Lifecycle_, and _FQ Response Lifecycle_ to support questionnaires. You can configure additional custom lifecycle states to meet the needs of your organization. To configure the [_Bulk Create Formulation Questionnaires_ action][16], you must configure a lifecycle on the _Formulation Questionnaire_ object. ## Configuring Object Actions {#actions} You can configure actions to allow users to send, create, and initiate formulation questionnaires. The [_Send PALs_][7] and [_Inactivate PALs_][8] actions are available to configure on the _FQ Checklist Lifecycle_ on the _FQ Checklist_ object, which targets the _Formulation Questionnaire_ object. You must configure these actions to allow users to send and inactivate public access links (PALs). Respondents use these links to securely access and respond to questionnaires in Vault without having to log in. You can configure the [_Start Checklist_][9] action on the _FQ Lifecycle_ on the _Formulation Questionnaire_ object to allow users to initiate and pre-populate questionnaires before manually sending them to respondents. The [_Bulk Create Formulation Questionnaires_ action][16] allows users to create _Formulation Questionnaires_ for multiple _Formulations_ with a bulk object record action. ### Send PALs Action {#send-pals} We recommend configuring the _Send PALs_ action on the _FQ Checklist Lifecycle_ in the following ways: * Add the _Send PALs_ action as an entry action on the _In Progress_ lifecycle state so users can trigger Vault to send questionnaires to respondents automatically. * Add the _Send PALs_ action as a user action on the _In Progress_ lifecycle state so users can manually send and resend questionnaires to respondents. We recommend labeling this action "Send Questionnaire". Users can use the same action to send and resend PALs. When a user resends a questionnaire, Vault inactivates all previous PALs for that checklist. When users run the _Send PALs_ action on a _Formulation Questionnaire_, Vault instantiates the appropriate _Checklist Design_ based on the _Industry_ and _Location_ values of the _Formulation Questionnaire_, generating an _FQ Checklist_. Vault also identifies all _Organization Persons_ associated with the related _Formulation_ and emails those persons a PAL to the questionnaire; the email contains details about the user who ran the action and the related _Formulation_. Questionnaire-related entries on _Formulation Questionnaire_ audit trails include both the checklist respondent (_Organization Person_) and the _Application Managed User_.
#### Change PAL Expiration PALs remain active until a respondent completes the questionnaire or until the link expires. By default, PALs for incomplete questionnaires expire after 30 days. To allow suppliers more time to respond to formulation questionnaires, you can increase the time before they expire. To do this: 1. Navigate to **Admin > Settings > Application Settings**. 2. Click **Edit**. 3. In the **PAL Expiry** field, enter a value within the range of 30 and 90. 4. Click **Save**. ### Inactivate PALs Action {#inactivate-pals} We recommend configuring the _Inactivate PALs_ action on the _FQ Checklist Lifecycle_ in the following ways: * Add the _Inactivate PALs_ action as an entry action on the _Completed_ lifecycle state so Vault inactivates PALs related to a specific questionnaire when a supplier completes a response. * Add the _Inactivate PALs_ action as a user action on the _In Progress_ lifecycle state so users can manually inactivate PALs related to a specific questionnaire. We recommend a label such as "Inactivate Links". ### Start Checklist Action {#start-checklist} To optionally allow users to initiate questionnaires and pre-populate answers before sending them to respondents, you must configure the _Start Checklist_ action on the appropriate _FQ Lifecycle_ lifecycle states for the _Formulation Questionnaire_ object. Depending on your business needs, you can: * Add this action as an entry action on any _FQ Lifecycle_ state. * Add this action as a user action on any _FQ Lifecycle_ state. See Configuring Checklists for more details about entry and user actions to initiate checklists. ### Bulk Create Formulation Questionnaires Action {#bulk-action} When a user runs the _Bulk Create Formulation Questionnaires_ action, Vault collects the user's _Industry_ and _Location_ selections using the _Bulk Create FQ User Input_ object. When the user completes the action, Vault creates temporary [_Bulk Create FQ User Input_][19] records for each _Formulation_ for which the user creates a _Formulation Questionnaire_. If you configure this action and the [_Send PALs_][7] entry action, Vault will generate _FQ Checklists_ and send questionnaires for the newly-created _Formulation Questionnaire_ records. This allows Regulatory teams to send questionnaires to many suppliers at the same time, such as for a regulatory change, internal campaign, or supply chain disruption. #### How to Configure the Bulk Create Formulation Questionnaires Action {#bulk-create} To configure the _Bulk Create Formulation Questionnaires_ action: 1. Ensure you have configured [lifecycles][5] on the _Formulation_, _Formulation Questionnaire_, and _FQ Checklist_ objects. 2. Assign the _Bulk Create Formulation Questionnaires_ action to the _Formulation_ object and do one (1) of the following: * Select the **Available in All Lifecycle States** checkbox to apply atomic action security defaults for the applicable lifecycle states. * Add the action as a user action to the applicable states of the _Formulation_ object lifecycle. 3. Optional: Configure the _Bulk Create FQ User Input_ object layout to customize the _Details_ page users see when they run the _Bulk Create Formulation Questionnaires_ action. We recommend removing or hiding all fields except _Industry_ and _Location_. Do not add any custom required fields. * Optional: Make the _Industry_ and _Location_ fields required. 4. Optional: Schedule the [_Bulk User Input Object Cleanup Job_][19]. #### Configuring the Bulk User Input Object Cleanup Job {#cleanup-job} When users run the _Bulk Create Formulation Questionnaires_ action, Vault collects the user's _Industry_ and _Location_ selections using the _Bulk Create FQ User Input_ object and creates temporary _Bulk Create FQ User Input_ records for the _Formulations_ selected by the user on the _Details_ page. The _Bulk User Input Object Cleanup Job (Compliance)_ deletes the temporary user input records created more than 24 hours before the job runs. You can schedule the job to run at a specific time. We recommend that you schedule this job to run daily. ## Configuring & Designing Checklists {#configure-design} When configuring checklists to support formulation questionnaires, you must complete the following: * To define which _Checklist Design_ is used for each _Formulation_, configure matching fields for _Industry_ and _Location_. * When creating questions and answers for _Checklist Designs_: * Do not select the _Documents Allowed_ or _Documents Required_ checkboxes. * Create multiple choice or number questions for all answers you plan to map to _Regulated Categories_ and _Compliance Assessment Statuses_ so that users can import data into _Qualitative Assessment_ records. * We recommend you do not create any _Checklist Designs_ with more than 50 questions and do not allow more than 40 attachments per _Checklist Design_ if you plan to configure questionnaire attachment import. See Configuring Checklists for more details about how to configure checklists and Designing Checklists for more details about how to design checklists. ### Configuring Custom Notification Messages {#notification-messages} You can customize the emails and notifications Vault sends for each questionnaire. To support this: * Insert a new _Details_ section to the _Checklist Design_ object layout that includes the following fields: * `Welcome Email Subject` * `Welcome Email` * `Welcome Notification Text` * Configure the _Formulation Questionnaire Invitation_ and _Welcome: FQ Checklist_ notification templates. You can use object message tokens to insert content into the templates. * The following tokens reference the corresponding fields on the _Checklist Design_ object, allowing you to [customize the notifications][13] for each _Checklist Design_ record: * `${Object.welcome_email_subject__sys}` * `${Object.welcome_email_text__sys}` * `${Object.welcome_notification_text__sys}` * The following tokens insert content into the _Formulation Questionnaire Invitation_ template: * `${Custom.recipient_name}` * `${Custom.formulation_title}` * `${Custom.pal_link}` * `${senderName}` * `${Custom.sender_company}` * `${Custom.questionnaire_name}` (references the _Name_ field on the _FQ Checklist_ object) * `${Custom.questionnaire_type_name}` (references the _Checklist Name_ field on the _Checklist Design_ object) ## Creating Checklist Designs {#designs} Create industry- and location-specific _Checklist Design_ records. When users run the [_Send PALs_ action][7] on a _Formulation Questionnaire_ record, Vault identifies the appropriate _Checklist Design_ to instantiate and send to supplier _Organization Persons_ based on the _Industry_ and _Location_ values on the _Formulation Questionnaire_. We recommend creating a "global" _Checklist Design_ record that includes all industry-specific questions, then copying that record to create location-specific _Checklist Design_ records and removing all questions that aren't relevant for that particular location. For example, you can create the following regional-specific records with the applicable _Industry_ and _Location_ values and include only the questions relevant for the specified region: * "Chemical - APAC" * "Chemical - EU" * "Chemical - NA" * "Chemical - Global" (do not specify a _Location_) With this setup, when a _Formulation Questionnaire_ record does not have a _Location_ value of "APAC", "EU", or "NA", Vault instantiates the "Chemical - Global" design for the related _Formulation_. ### Customizing Notification Messages {#messages} If [configured][12], you can customize the welcome notifications Vault sends for each _Checklist Design_ by entering details in the _Welcome Email Subject_, _Welcome Email_, and _Welcome Notification Text_ fields. ## Limitations {#limitations} The following limitations apply to formulation questionnaires: * Respondents cannot add Vault documents to questionnaire responses. * Admins cannot create aggregate checklists. ## Configuring User Permissions {#user-permissions} You must ensure users have the appropriate read and create permissions to access the appropriate objects and object fields in addition to the permissions outlined below: ### Bulk Create Formulation Questionnaires To bulk create _Formulation Questionnaires_, users must have: * For the _Formulation Questionnaire_ and _Bulk Create FQ User Input_ objects: _Create_ permission. * For the _Bulk Create Formulation Questionnaires_ action: _Execute_ permission. * _Application: Object: Bulk Action_ permission to perform bulk actions. ## Related Permissions You can complete all the steps in this article with the standard _System Administrator_ or _Vault Owner_ security profile. If your Vault uses custom security profiles, your profile must grant the following permissions:
Type Permission Controls
Security Profile Admin: Configuration: Object Workflows: Create, Edit Ability to create and modify object workflows.
Security Profile Admin: Configuration: Object Messages: Create, Edit Ability to create and modify object messages.
Security Profile Admin: Configuration: Objects: Create, Edit Ability to create and modify Vault objects.
[1]: #wf [2]: #fq-accepted [3]: #fq-pending [4]: #dac [5]: #lc [6]: #actions [7]: #send-pals [8]: #inactivate-pals [9]: #start-checklist [10]: #configure-design [11]: #designs [12]: #notification-messages [13]: #messages [14]: #limitations [16]: #bulk-action [17]: #user-permissions [19]: #cleanup-job