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Start Guide | Administrator/Manager

Overview

This article is designed to help new Administrators and Managers perform their tasks in Responsive.

Administrators: Administrators have full control over the company. They can edit Company settings, invite users, create new projects and edit all sections and answers across all projects.

Manager: Managers have full control of projects they are invited to or they create. The manager can create, edit, assign project/sections to the team member and respond to the questions. But, they are limited to projects they are involved in and can not see every project across the instance.

Select the applicable tab for your edition of Responsive.

Create a Project

Note: Sometimes you may want to give users the opportunity to decide if a project should be done. Intakes are projects that users can accept or reject. For more information, refer to Enabling and Managing Intakes.

Navigate to the Projects module by clicking the app launcher icon, and then clicking Projects.

Click the New Project button to display the menu. Select Create a New Project to create a new project from scratch, or click Create Project From Template if you want to begin with a project previously saved as a template.

Enter a project name, set due date, and more. You can see how many mandatory fields remain unfilled on the floating box and use the arrows to navigate to those fields. When you are finished, click Create at the top of the page.

For detailed information, see Creating a Project.

Manually Create and Assign Sections

To add a section in a project manually, click New Section and select Add Manual Sections.

Enter the name of the sections, with each section name on a different line. Specify a parent section from the pull-down list. Assign one or more authors by typing in the author's name. Enter % to see a list of authors. Select a due date, and enter a message for the author if necessary. Click Help me choose authors to see available authors and their workloads.

Scroll down to assign reviewers and the review process. If you have multiple reviewers, select Any if the review can be completed if one of the reviewers completes the review, select All if all of the reviewers must complete it, or Sequential if all reviewers must complete the review in the specified order. Click Help me choose authors to see available authors and their workloads.
Select Queue & Notify Later if you are assigning multiple items to the same person. This will send all the notifications in a single email.
You can include a message to the reviewers and a description or help text for the section.

When you are finished, click Add.You may also want to use section templates to add boilerplate content to projects.

Assign Questions

As an Administrator or Manager you have the option to assign questions to subject matter experts in your organization. You can bulk assign questions within a section by selecting Question in the section menu, and clicking Assign Authors.

Check the box next to the questions you want to assign, enter an author's name in the box above and click Assign and Send Notification.

For more information about assigning authors, refer to the following:
Clarifications

You may find that you and your team have questions about something in a questionnaire. Responsive clarifications allow you to compile questions and return them to the questionnaire issuer. To access the clarifications window, click More Options on the top right corner of the question and go to Clarifications.

Type your clarification you would like to ask the issuer in the message field, and click Post.

Click the text to see full detail of the clarification.

You can download all clarifications in an Excel file and send them to the issuer and import their responses back by clicking the Import and Export buttons in the Clarification tab within a project.

For details, refer to Using Clarifications in a Project.

Comments

Additionally, you can discuss the content internally with your team member by opening the comments module in each question. You can at mention (@johndoe) in the text field to ping them directly while including your remarks. The mentioned team member will receive an email notifying them they are referenced in a comment.

To see a list of all comments, go to Discussion tab at the project level and then click View All Discussions.

From here, you can manage all comments across the project.

Similarly, you can also mention comments at the section level

For more information, refer to Using Comments to Collaborate.

Tasks

A new task can be created and assigned at the project and/or question levels.

Note: You may want to use task templates to help you create tasks.

Project Level

Go to the Tasks tab within a project and click the Add Task button.

Add task name, assign to the owner(s), set a due date, add a description as you see fit, and click Save.

Once saved, your new task will be added promptly to your task list.

Question Level

At the question level, select a question, click more options on the right corner of the question, then select Tasks.

Click Add New Task

Add task name, assign to the owner(s), set a due date, add a description as you see fit, and click Save.

Under the Tasks tab, you can manage all the tasks which are assigned at the question level.

If all questions are answered, click Complete Section button.

Export Responses

Once a section is completed you can export the response. Click the MENU button and select Export Responses

Users can export the response in the template or in the source file(If sections are imported from a file). If you like to export the response in the table, click the checkbox below export in the table and then click Export In Template.

Choose the template you would like to export the response. Check the radio button and click export. Users can also preview the template by clicking the preview icon if needed.

Choose styles depending on how you would like your answers to be exported.

Click DOWNLOAD to download the responses.
Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.

Create a Project

Click Create project to create a project.

Enter a project name, set due date, and more. When you are finished, click Create.

For detailed information, see Creating a Project.

Manually Create and Assign Sections

You can add a section in a project manually by clicking the Add button under Add Sections Manually.

Enter the name of the section, assign it to an author, add a reviewer and select a due date.

To see an alphabetical list of possible options type in % symbol for fields like Authors. Select your author from the list by clicking their name. To add a reviewer, click the Add Reviewer button and type in your section reviewer.

Your created section will appear in the section list page as soon as you click the Save button.

You may also want to use section templates to add boilerplate content to projects.

Assign Questions

As an Administrator or Manager you have the option to assign questions to subject matter experts in your organization. You can bulk assign questions within a section by selecting Question in the section menu, and clicking Assign Authors.

Check the box next to the questions you want to assign, enter an author's name in the box above and click Assign and Send Notification.

For more information about assigning authors, refer to the following:
Comments

Additionally, you can discuss the content internally with your team member by opening the comments module in each question. You can at mention (@johndoe) in the text field to ping them directly while including your remarks. The mentioned team member will receive an email notifying them they are referenced in a comment.

To see a list of all comments, go to Discussion tab at the project level and then click View All Discussions.

From here, you can manage all comments across the project.

For more information, refer to Using Comments to Collaborate.

Tasks

A new task can be created and assigned at the project and/or question levels.

Project Level

Go to the Tasks tab within a project and click the Add Task button.

Add task name, assign to the owner(s), set a due date, add a description as you see fit, and click Save.

Once saved, your new task will be added promptly to your task list.

Export Responses

Once a section is completed you can export the response. Click the MENU button and select Export Responses

Users can export the response in the template or in the source file(If sections are imported from a file). If you like to export the response in the table, click the checkbox below export in the table and then click Export In Template.

Choose the template you would like to export the response. Check the radio button and click Next. Users can also preview the template by clicking the preview icon if needed.

Choose styles depending on how you would like your answers to be exported.

Click DOWNLOAD to download the responses.

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