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Responding to your assigned questions

Overview

Questions can be assigned to individuals who have different responsibilities depending on their roles and work assignments. You can access your assigned questions the following ways:

  • My Work
  • Grid View
  • Project Overview
  • Project Dashboard
  • Clicking the link in the email notification

You have been assigned questions to respond to within a project.

Responding to your assigned questions

  1. Locate your assigned questions using one of the following methods:
    • My Work: Click the Responses link to see your questions, or the project name to see the project.
    • Grid View: Click View My Questions.
    • Project View: Look for your name next to the project.
    • Project Dashboard: From the Authors/Reviewers/Guests report, click the graph to go to the questions you need to focus on.
    • Email notification: Click the link in the email notification.
      responding_to_assigned_questions4.png
  2. Click a question to respond to it. You can manually enter the answer or apply a recommended answer from the Recommendations pane on the right. See Applying answers from the Recommendation Engine for more information.
    Note: Ensure the Mark as Answered toggle is on (green) to complete the question.
  3. Click Save or Save and next to move to each subsequent question and answer it.
  4. Once you've answered all of your questions, do one of the following:
    • If there are no reviewers, click Complete section (questions with reviewers are marked with a yellow highlight as shown below). Once the section is completed, its status changes from In progress to Completed.
      Respond_4.PNG
      Note: If multiple authors are assigned to a section, and any of those authors tries to complete the section while others are still working on their assigned questions, an alert displays informing them of the unanswered questions.
      Respond_6.PNG
    • If there are reviewers, click Submit for review. Once the section is submitted for review, it's status changes from In progress to Pending review, a badge is displayed near the users avatar indicating which user submitted the section for review, and an email notification is sent to the reviewers.
      Pending
      Note: If multiple reviewers assigned for a section, and any of the reviewers tries to submit the section for review while others are working on their assigned questions, an alert displays informing them about the unanswered questions.
      Submit
      If you still decide to submit the section for review, an alert displays the count of unanswered questions.
      Unanswered

Question-level actions

  • Viewing Authors, Reviewers and Guests: Avatars of the authors, reviewers and guests of the section are displayed on the top right of the question card. Multiple authors, reviewers and guests of the question are grouped with a +count and are displayed on mouse-hover.
    Authors - Reviewers - Guests.png
  • Clarification: You can add clarification on questions by clicking the three-dot and selecting Clarifications. You can then add the post on the Clarifications pane.
    Clarifications.png
  • Comments: You can add comments on questions by clicking the Comments icon associated with the question and then adding the comment in the Comments You can send message to a specific user by entering @username or to the entire team by entering @team.
    Comments.png
  • Flag for Follow-up: To enable flag, click the flag icon. For details on flag color coding, you can refer to Color Code for Flags.
    Flags.png
  • Activities: To view the activities associated with a question, click More Options icon > Activities or switch to the Activity tab on the right pane. The activities will be displayed as shown:
    Question Level Activities.png
  • Tasks: To view the tasks associated with a question, click More Options icon > Tasks. The tasks will be displayed as shown:
    Tasks.png
  • Project Notes / Obligation: To view or add project notes with a question, click More Options icon > Project Notes. The Project Notes will be displayed as shown:
    Obligation - Project Notes.png
  • Merge Tags: To view or add merge tags with a question, click More Options icon > Merge Tags. The Merge Tags section will be displayed as shown:
    Merge Tags.png
    You can add the required tags by clicking on the respective tabs. Copy the tag name from the right-side pane and paste in the response area. Values for merge tags can be specified from View > Merge Tags
  • Save in Library: To save the responses in answer library, turn on the toggle switch associated with Save in Library.
  • Attachments: To add any attachment to the response, click Attach Files Attach File - Icon.png icon.
    Attach Files - Modal.png
    You can browse and attach files from Project Documents, Content Library, and your Computer. 
  • Answer Library Settings: To view/modify Answer Library Settings, click on the Settings - Icon.png icon. The Update Answer Library Setting pop-up will be displayed. Make the required selections and click Save. 
    Save in Library Settings.png
  • Answer Library Used and Edited: If the response is applied from the Answer Library the Library Used and Edited - Icon.png icon will be displayed along with the question.
    Library Used.png
  • Auto-Respond: Finds the best matches from the Content Library and applies them to the questions with a click of a button.
    Auto-Respond.png
  • Audit Answers: Quickly audit the response to identify and manage duplicate responses.
    Audit Answers.png
  • View Source File: You can view the source file by clicking View Source File.
    Screenshot 2023-07-18 at 12.45.36 PM.png
  • View on Source File: Navigates to the exact location of the selected section on the source file.
    View on Source File.png
    Source File Preview.png

Section-level actions

For each section, the section author can view/modify the following:

  • Properties: Clicking View Properties, will display the section properties:
    View Section Properties.png
  • Section Comments: By clicking Section Comments you can view any section comments as well as can add new comments.
    Section Comments.png Note: While adding new comments, if an attempt is made to send message to a non-team member, an alert message will be displayed seeking permission to add the user to the project team.
    @mention non-team member.png
  • Section Preview: Clicking Preview Section displays a preview of the questions and responses of the selected section in a pop-up window.
    Section Preview.png
  • Attach Files: Section authors can attach files to the questions in the section, by clicking Edit > Attach files. The Attach Files pop-up is displayed.
    Attach Files - Modal.png
    You can browse and attach files from Project Documents, Library, and your computer. 
  • Auto-Respond: Finds the best matches from the Content Library and applies them to the questions with a click of a button.
    Auto-Respond.png
  • Audit Answers: Quickly audit the response to identify and manage duplicate responses.
    Audit Answers.png
  • Save as Template: Sections can be saved as Templates to a collection that can be reused. 
    Section Templates.png
  • Update Privacy: Manage the privacy settings of the section.
    Manage Section Privacy.png

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