Required or Optional Questions

Most questions can be set to optional, however, many organizations opt to make a significant portion of the questionnaire mandatory in order to collect as much information about the request as possible.

In some cases, certain questions must be mandatory in order to allow data to flow through to other parts of the system. For example, total amount cannot be optional. 

If a question is mandatory, submitters will not be able to move forward if required information is missing. If the user leaves required fields empty, the system will highlight the box in red and display the message “Field is required.”

Question Text

Text and/or wording for standard questions can be updated as long as the intent is the same. New questions can be added with the following format restrictions:

• Is there a character limit to the text? No. 
• Can hyperlinks be added? Yes.
• Can words be bolded, highlighted, or in a different color? Formatting available: Italics, underline, and bullet points. We cannot add images, unbold text, change color, highlight or change the font or size of the text.

Answer Formats

Free Form Text boxes allow the submitter to enter as much or as little text as needed. 

• Can be configured to be a single line or multi line box.
• There is no character limit and we do not support enabling it. 

Drop-Down lists allow the user to choose their answer from values within the configured list. 

Values within the drop-down list can be configured in the following ways:

• A Predefined List selected by the customer (For example, a list of countries, states, products, etc .)
• Individual Search can be configured to select the submitter or other users from Master Data → Individuals → Employee
• Recipient Search can allow a submitter to create a new recipient or it can pull information from other sources, such as:
  • Third-Parties can be populated from Master Data → Individuals → Other 
  • Organizations can be populated from Master Data → Organizations
  • HCPs can be populated from either Veeva or Reltio

To search values within a dropdown list, a user can either a) click in the box to populate a predefined list, b) begin typing in the box or c) click the Down icon to the far right. 

Prepopulated Fields allow for information to be automatically entered based on other information available. (Note: typically the information available is derived from HR integration and HR information provided by the customer, such as department, user country, employee ID etc. Or MDM integration, if configured, such as Veeva or Reltio ID, HCP country etc.)

For example, if another user is selected from a Recipient Search (drop-down list) as the Business Owner of the request in question 1, then question 2 would be populated with the employee's email address.

Multi-Select & Single-Select drop-down lists can be configured to allow a user to select a single value or multiple values. 

The first question below is an example of a single-select drop-down list and the second question represents a multi-select list. 

Note: If a multi-select field has Not Applicable (N/A) as a value, users cannot select a N/A plus another list value. 

● If N/A is selected first, then the remainder of the list values will be grayed out and cannot be selected by the user. 

● If a value other than N/A within the list is selected first, then N/A will be grayed out and cannot be selected by the user. (The user can still select all other list values, other than N/A, within this field.) 

Radio Buttons are typically used for Yes/No questions where the submitter is required to pick one answer or the other.

Mandatory CheckBox is typically used in scenarios where a user needs to confirm their action. 

Date(s) can be configured to select a single date or a date range. 

• The calendar defaults to the current date, but the submitter can move the date back or forward in time. 

Number Field only allows the submitter to enter numbers. Other characters are not allowed. 

Currency will be set to the organization's default currency, but submitters can choose a different currency from the dropdown list on the left, then enter the amount in the number field on the right. 

Note: By default, only numbers can be used when entering monetary amount and decimals are not allowed. The total amount of requests is always a whole number without decimals, however, the system can be configured to allow for decimals elsewhere within requests.  

States, Countries, & Region Mapping

Country drop-down lists come with a standard list of countries based off of ISO country codes. From this baseline, customers can choose to add/remove/edit countries within this list. 

• Configurable to be single select or multi-select.

Note: Any countries that are added with a custom ISO code cannot be used for MDM integration or screening. 

US States/Non-US States/Territories/Provinces drop-down lists come with a standard list of states, territories, or provinces based off of ISO country codes. Customers can choose to add/remove/edit values within this list. 

Example: When a user selects a country from question A, the system will generate a subsequent list of states, provinces, parishes, and/or territories that the user can choose from in question B. 

Region Mapping allows customers to map countries into regions. Customers can choose to add/remove/edit values within region lists

• Configurable to be single select or multi-select.

For example, all countries within the EU can be mapped to a region. When EU is selected, all countries would be added to the response. 

Conditional Logic

Questions can be configured to be conditionally displayed based on the answer to previous questions. By making questions conditional, your organization can streamline the initial form and only present the user with fields that will be required of them. 

Below is an example of a conditional question.

Add Files

For questions requiring attachments, an Add File(s) button can be added.  

Note: Users have the option to upload multiple files, however, executable files or files larger than 50 megabytes cannot be uploaded.

Uploaded files can be deleted before and after submission of the request by clicking on the Trash Can Icon next to the file that you want to delete and then confirming your action by clicking Yes.