Answering Questions

Can you think of any documents or language in your organization's templates that is optional or situational, and shouldn't be used for all projects? Questions in Document Builder are designed to help automate this. This means that answering a question results in the system taking a subsequent action, based on the information you provide.

After someone answers a question in a solicitation, the system will either:

1. Update smart fields/variables in your documents with the answer you provide, or
   
2. Import situational documents and language based on the information you provided about your project.
   

All questions you see were custom configured for your organization by your Administrator colleagues. This article explains how teams can use questions.

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Permissions

1. Administrators create, manage, and answer questions for your organization.
   
2. Owners / Editors will be responsible for overseeing and completing the list of questions in their solicitations.
   
3. Guests can answer questions where permissions are allowed.
   

How Questions Work

Administrators create questions and associate the questions with solicitation types, document templates, sections, and smart fields.

When a solicitation is created, Owners / Editors are provided a list of questions to answer. The answers to questions will either:

1. Update smart fields in the documents
   
2. Include or exclude situational templates/language
   

If the answer to a question is changed, either:

1. All associated smart fields will be updated
   
2. Exclude or include situational templates/language
   

When a user creates a project, Document Builder can ask a series of follow-up questions. These questions can serve one of two purposes:

1. Inclusion criteria - The user’s answer to the question will help determine which document templates and section/subsection templates to include in the solicitation.
   
2. Variables/Smart Fields - The user’s response will be used to pre-populate documents with key information. 
   It is up to the system administrator to set up these questions.

Answering Questions

A  list of all questions can be found on the solicitation details page. It's best practice to answer as many questions as you can at the start of your project to see the full list of documents and sections you are working with. However, you can answer questions at any time before you publish. If you want to assign them to another team member, refer to this article for more information.

1. Unanswered questions may risk leaving out a document, language, or key information about the project.
   
2. If you are unable to confidently answer a question, open the question and click"Don’t Know?" to assign the question to another user. 
   
3. Your answers to questions can always be changed, should you find that the initial responses were incorrect or no longer apply.

When an answer to a question is changed, you may need to delete the previously inserted section.  For a refresher on how to do that, click here.

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