Getting started with questionnaire assessments
Granting access to users
Users need access to certain object types so that they can launch programs and work with questionnaire assessments. For more information about setting access control permissions, see Access control permissions for role-based security.
The following table shows the access controls and permissions that users need to create and launch programs.
| Object type | Access controls |
|---|---|
| Questionnaire Template | Read, Write, Associate |
| Section Templates | Read, Write |
| SubSection Templates | Read, Write |
| Question Templates | Read, Write |
| Program | Read, Write, Associate |
| Questionnaire Assessment | Read, Write, Associate |
| All object types to which the Questionnaire Assessment is linked, such as Asset, Vendor, or Employee | Read, Associate |
| File | Lock, Unlock (role permissions) |
The following table shows the access controls that users need to complete and review questionnaire assessments.
| Object | Access controls |
|---|---|
| Questionnaire Template | Read |
| Section Templates | Read |
| SubSection Templates | Read |
| Question Templates | read |
| Program | Read Read permission is required for the four-stage lifecycle only because the program owner is also an assignee for questionnaire assessments. |
| Questionnaire Assessment | Read, Write, Associate You can use Record Level Security (RLS) to give access to the questionnaire assessment, where the current assignee has the questionnaire assessment, or you can use the role template. |
| Asset | Read, Associate |
| File (SOXDocument) | Read, Write, Associate, Delete |
Configuring the email server
You can configure the email server so that the workflow can send emails to assignees. Configure the email server that is used to route emails to assignees. For more information, see Configuring your mail server.
Customizing the landing page
You can customize two visual elements on questionnaire assessments: the logo in the header and the introduction text on the landing page. These elements are displayed on all questionnaire assessments regardless of the questionnaire template and program that is used to create the questionnaire assessments.
For more information about customizing the logo and the introduction text, see Editing a questionnaire template.
Customizing a questionnaire assessment workflow
Questionnaire assessments move through a review process. A workflow is used to drive that review process. OpenPages® includes a Questionnaire Assessment Workflow that you can use as is or modify it to meet your needs.
If you customize the Questionnaire Assessment Workflow, ensure that you configure it to set the lifecycle fields as a questionnaire assessment moves through the workflow stages. Starting in OpenPages version 8.3, workflows replaced lifecycles and triggers for moving assessments through a review process. However, these fields are still referred to as lifecycle fields.
Lifecycle fields control behavior in the questionnaire UI. For example, the following fields are used by the questionnaire assessment process and must be set for the workflow to run correctly.
- OPLC-QAssessment:LCStage - Sets a stage to Information Gathering, Review, or Approval. LCStage is a required field. If you customize the workflow, LCStage must be set to Information Gathering for the initial stage. Consider setting LCStage for later stages for data consistency.
- OPLC-Std:LCReadOnly - Directly controls the read-only status of the assessment questions.
- OPLC-Std:LCInReview - Directly controls ability to reject or accept answers.
- OPLC-QAssessment:LCName - Set by the user and used by the Questionnaire Assessment Workflow to determine the number of stages the workflow has for the user. For instance, if the user sets the LCName field to 3 Stage Lifecycle (with review), the user is able to progress it to the Review stage, but not the Approval stage. Questionnaire assessments and programs must be assigned to a lifecycle in LCName. A lifecycle can be two-stage, three-stage, or four-stage.
Ensure that a user is assigned to the questionnaire assessment at each stage. For example, on the Information Gathering stage, set the workflow assignee to the user that will answer the questionnaire.
The workflow controls the options on both the Action button in the Questionnaire Assessment Task View and the Action button in the questionnaire UI. The options remain synchronized and the same throughout a workflow. A workflow can be advanced by clicking the button in either the Task View or the questionnaire UI.
For more information about GRC Workflow, see Configuring Workflows.