Question Registers Module for Compliance Management Application.

User Guide: Question Registers Module for Compliance Management Application.

Welcome to the Question Registers of our Compliance Management application! Here is the detailed information of question registers for compliance surveys

Question register is a systematic tool used to store, organize, and manage a set of pre-defined questions intended for surveys or audits. These surveys are typically conducted to assess compliance with regulations, policies, or standards in a facility. By analyzing responses, organizations can identify gaps or non-compliance areas and take corrective action.

Purpose of a Question Register

• Standardization: Ensures that every facility or department is evaluated using a consistent set of criteria.
• Compliance Monitoring: Identifies areas of non-compliance to help organizations meet regulatory or operational standards.
• Gap Analysis: Measures the difference between the current state and the desired state of compliance.
• Continuous Improvement: Provides actionable data to improve processes and systems.
• Documentation: Acts as a record for internal audits, external inspections, or certifications.

Components of a Question Register

1. Question Details
   • Each question should be clear, concise, and specific.
   • Example: Are fire extinguishers inspected monthly?
2. Category or Compliance Area
   • Group questions by themes such as:
     • Occupational Health and Safety
     • Environmental Compliance
     • Operational Standards
     • Data Protection
     • Quality Management
3. Regulatory References
   • Link questions to specific laws, regulations, or standards they are designed to assess.
   • Example: OSHA guidelines for workplace safety.
4. Scoring Mechanism
   • Responses are scored to evaluate compliance levels:
   • Weighted scores can be used to prioritize critical areas.
5. Weightage
   • Assign weights to each question based on its importance or criticality.
   • Example: A question related to life safety might have a higher weight than one related to aesthetics.
6. Facility/Survey Details
   • Include metadata such as:
     • Location of the facility
     • Date of survey
     • Name of the surveyor or auditor
7. Response Tracking
   • Capture the answers or observations for each question, including comments or evidence provided.
8. Gap or Non-Compliance Score
   • Calculate the gap score as the difference between the maximum possible score and the actual score.

Example Formula: Gap Score=((WNCQ + WNEQ) / WAQ) * 10

WNCQ (Weights of Non Compliant Questions), WNEQ (Weights of Non Evaluated Questions), WCQ (Weights of Compliant Questions), WAQ [WNCQ + WNEQ + WCQ] (Weights of All Available Questions), TAQ (Total Answered Questions)

1. Corrective Action Plan
   • Document steps to address gaps or non-compliance.
   • Assign responsibility and deadlines for each action.
2. Status Tracking
   • Monitor progress in addressing gaps, using statuses such as "Open," "In Progress," or "Resolved."

Process of Using a Question Register

1. Preparation
   • Develop a comprehensive list of questions aligned with relevant standards and policies.
   • Categorize and assign weights to each question.
2. Survey Execution
   • Use the register to conduct surveys or audits within the facility.
   • Record observations and responses.
3. Data Analysis
   • Calculate gap scores for individual questions and overall categories.
   • Identify high-priority areas based on weighted scores.
4. Action Planning
   • Develop corrective actions to address gaps or non-compliance.
   • Assign responsibilities and timelines for implementation.
5. Follow-Up
   • Reassess after corrective actions are implemented to measure improvements.
   • Update the question register with any changes to questions or weights.

Benefits of a Question Register

1. Structured Approach:
   • Ensures consistency in surveys across facilities or departments.
2. Data-Driven Insights:
   • Helps prioritize areas that need immediate attention.
3. Compliance Assurance:
   • Reduces the risk of penalties or legal issues by identifying and addressing non-compliance.
4. Continuous Monitoring:
   • Facilitates ongoing evaluation and improvement of processes.
5. Audit Readiness:
   • Provides documented evidence of compliance efforts.

Mass Editing Questions in Question Registers for Existing Assessments

Mass editing of questions in question registers is the process of making bulk updates to a set of questions that are already part of existing compliance assessments or surveys. This is particularly useful when standards, regulations, or organizational priorities change, and you need to ensure that all ongoing or historical assessments remain relevant and aligned with current requirements.

Scenarios Where Mass Editing Is Required

1. Regulatory Changes: When new compliance laws or guidelines are introduced, and existing questions need to be updated.
2. Standardization: Ensuring consistency across different departments or facilities by rephrasing or standardizing questions.
3. Error Correction: Fixing errors or ambiguities in the phrasing of existing questions.
4. Scoring Updates: Changing the scoring system (e.g., adding weights or modifying response options).
5. Relevance Adjustments: Removing outdated questions or adding new ones to reflect current compliance priorities.

Steps for Mass Editing Questions

1. Identify the Changes Needed

• Audit Current Questions: Review the existing register and identify the questions that need updates.
• Categorize Changes: Break down changes into types, such as rephrasing, adding, deleting, or updating scoring.

2. Plan the Updates

• Define Objectives: Ensure that changes align with the intended goals, such as compliance improvement or standard alignment.

3. Perform Bulk Updates

• Automated Systems: Use software or tools like Excel to update multiple questions simultaneously.
• Update Metadata: Modify associated fields, such as weights, categories, or regulatory references, to reflect the updates.

4. Integrate Changes into Existing Assessments

• Map Updates: Match the updated questions to existing assessments. This may include:
  • Adding newly introduced questions to relevant assessments.
  • Removing outdated questions and recalculating scores.
• Reassess Scoring Impact: If scoring criteria change, recalculate previous scores to maintain consistency.

How to open Question Registers?

1. Login to the compliance application.
2. Click on content manager menu
3. And select Question registers option
4. It will open the Question registers screen

By Default the question register screen will display a category of questions and you can select your required category from the Question categories drop down, and you can get all the questions at a time by clicking on the select all option.

How to add a Question into the register?

• 1. Navigate to the question registers screen,
  2. Click on Add Question button.
  3. It will take you to the add question page to create the question as you required.
  4. And you can come back from the page by clicking back button.

• 1. Add question page is having the following fields by default.
     1. Question number
     2. Question Title
     3. Question weight
     4. Assessment roles
     5. Facility types
     6. Status
     7. Response types
     8. Parent Questions
     9. Allow Comment
     10. Enable Respondent Recommendation
     11. Recommendations
     12. Question categories
     13. Vulnerability
     14. Task priority
     15. Question Text
     16. Control standards
     17. Metadata with save and cancel buttons in the page.

And when we select any response type it will display the following fields

• • 1. compliance response field
    2. Require upload
    3. Allow upload
    4. Require comment
    5. N/A
       1. Question Number:

1. This is an automatic field which produces the unique question number for every question.

1. When you click on add question button every time, it will open the Question creation page with the default question number which is the next sequence number for the recently created question.
2. You can’t enter/set the question number manually.
   • • 1. Question Title:
   1. This is an input field where you can enter name/ title of your question.
   2. This information will show you the entire application wherever the question details are available.
   3. Ensure that it can accept alpha numeric’s, special characters and everything and should not exceed 255 characters.
      • 1. Question Weight:
      1. This is a Drop down field provides you the list of question weights which are available and enabled from the settings control weights section.
      2. It ranges from 0 to 10
      3. You can select any one weight from the drop down, this weight will play a crucial role in calculating risk scores and gap scores.
      4. Make sure that 0 weight questions will consider for gap score or any calculations.
      5. When you mouse over the popup icon beside the question weight, it will tell you the information as 0 weight questions will considered for the calculations.
         1. Assessment Roles:
   4. This is one of the important factor to get the questions in survey for a site contacts or limited site contact users.
   5. This is a mandatory field to create a question.
   6. The person who is assigned to do the survey for a facility for this particular questions, he/she should be mapped with the same assessment role what the question is mapped then only the user will get the question to view or answer.
   7. You can create your own assessment role from here by clicking the + icon in assessment role field.
   8. It will open add assessment role page, here you can add name of the assessment role and description and click on save.
   9. It will give you success message and navigate back to add question page.
   10. Now the assessment role drop down should have your new assessment role as in selected mode

• 1. When you mouse over the pop icon beside the assessment role field, it will give you the information about use of this field like below.

• • • 1. Facility type(s):
    1. From the options provided, you can restrict which facilities (Mapped to this selected Facility types) will receive this question for assessment. Select the facilities that should receive this question when it is evaluated.
    2. This is a multicheck option and a mandatory field to create a question.

• • 1. By default all facility types should be displayed as selected, you can deselect if you don’t want some facility types.
    2. And also you can create your own facility type from here by clicking the + icon beside the facility type field.
    3. 5. It will open add facility type page, here you can enter name of the facility type, Criticality level and description and then click on save, it will show you the success message and navigate you back to the add question page.
    4. Added facility type will display in the list and it should be in selected mode.
    5. So the Facilities which are mapped to this selected facility types will get this question when assessed.
    6. You will get this field information by mouse over the pop icon beside the Facility type field.
       1. Status:
  1. It determines whether a question is visible to respondents. For example,only questions with a status of "Active" might appear in the survey.Status helps categorize responses based on the questions' state at the time of survey execution, ensuring accurate reporting and analysis.
  2. This also a drop down field having 2 predefined options which are Active and In Active.
  3. By default Active option will be selected.
  4. You can’t make this field empty, you have to select either Active or inactive.
  5. Based on this the question will display or Hide from the survey.
  6. When you mouse over the pop icon beside the status field, it will provide you the information about this field.

• • • 1. Response type:

The Response Type for a question in a survey refers to the format or structure in which respondents are expected to provide their answers. It determines how the question is presented and how the data is collected. The Response Type ensures that the question aligns with the survey's goals and makes data collection consistent and actionable.

This is a Drop down field consist of predefined options, and you will get information about this Response type field by mouse over the pop up icon beside this field.

In our application we have the following types of Response types.

Yes/No

Scale 1-10

File upload

Text

Custom Response

Drop down List

Date and

Number.

• 1. Yes/No:

The Yes/No response type is a simple and binary format where respondents are required to choose between two options: Yes or No. It is often used for straightforward, closed-ended questions that require a definitive answer.

For Example: Do you agree to the terms and conditions?"

Yes

No

For Yes/No question we are providing one more option called N/A when user response not belongs to both Yes and No.

If you Select Yes/No option, Compliance response field, Require Upload check box, Allow upload field and Require comment check box will be enabled and allow comment will field set to Always once you select the response type.

And for Yes/No question, N/A option will be enabled at the below recommendation field., if you select this check box, you will get N/A option also along with Yes and No options for this question in survey screen and if you answer as N/A the question becomes neither compliant nor non-compliant, we treat it as others and should not consider in calculations..

Compliance Response
The compliance response defines the expected answer to treat the response as compliant. If the respondent answers according to the set compliance response, the question is considered compliant. If the answer deviates from the compliance response, it is flagged as a non-compliant (or gap)

Thisfield will show 2 options which are yes and No for Yes/No type question.You can choose any one from this list.

• 1. Scale 1-10:

TheScale type questions are used in surveys to measure the intensity, frequency, agreement, satisfaction, or importance of a response on a defined range or scale. They provide more nuanced insights compared to binary (Yes/No) or single-choice questions.

Example:
"On a scale of 1 to 10, how likely are you to recommend our product?"

0 (Not Likely) to 10 (Extremely Likely)

And also here we are providing N/A and I don’t know options for this scale type question when user having not suitable range and he is unaware of this question.

If you Select Scale 1-10 option, Criteria, Compliance response field, Require Upload check box, Allow upload field and Require comment check box will be enabled and allow comment field will set to Always once you select the response type.

Criteria field is a drop down field, it will display 3 predefined options, which are

Greater than or equal to,

less than or equal to and

Equal to options

And in Compliance response filed it will show you the Range from 0 to 10, you can select any one option from this list.

You have to select these 2 fields combine to set the compliance response for scale question.

For Example, if you select Greater than or equal to from criteria and the range 5 from the compliance response field, the compliant answers will be 5, 6, 7, 8, 9 and 10

If you give any one answer from the above list your question will be compliant and if you give the answer which is <5, it will be the non-compliant.

And make sure that scale type question will have 3 more options in the survey which are 0, N/A and I don’t Know., if you select any one of these 3, the question becomes neither compliant nor non-compliant will treat this as other question and should not consider in the calculations.

• 1. File Upload:

A File Upload type question in a survey allows respondents to upload files as their answers. This type is commonly used when text responses or multiple-choice answers are insufficient, and the surveyor needs documents, images, or other files for validation or analysis.

For Example: "Submit your project report or assignment in PDF format."

When you select file upload question only allows comment field will set to Always. Require upload require comment and allow upload fields will not display for this response type question.

• 1. Text Response:

A Text Response type question in a survey allows respondents to provide open-ended answers in the form of free text. It is used when you want detailed, qualitative feedback rather than predefined options.

We can use it for short text like one word answers and for Long text responses

For example: What do you think about the new feature we introduced? And

What is your name?

When you select Text Response type question, Allow upload require upload, allow comment fields will display and Allow upload and allow comment field will set to Always for this response type question.

• 1. Custom Response:

A Custom Response type question in a survey allows for a tailored response format that meets unique data collection needs not addressed by standard question types. This type provides flexibility in designing a question that captures responses in a specific or innovative way.

It can be a single response or multiple responses type.

For Example: Select your preferred schedule:

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

Sunday

The type may single or multiple for the above example.

When you select Custom response type question, it will enable Require upload allow upload, require comment, allow comment and custom response drop down field and compliance response field.

Allow comment set to always

Custom response field will display the all available custom responses both single type and multiple check responses which are there in Response manager module.

If you want you can create your own custom responses from here by clicking the + icon beside this field.

It will open the added custom response page, there you can add all required data and save the question.

It will give you success message and navigate back to the add question page and the added record will display in custom response drop down and compliance response also display the added compliance response for this question.

If you want you can change or add more options to this compliance response field. So the survey will take the updated results.

• 1. Drop Down List:

A Dropdown List type question in a survey allows respondents to select options from a predefined list displayed in a dropdown menu. It is ideal for presenting many options in a compact and organized format.

In our application we have predefined options which are selected and not selected.

When you select Drop down List option, it will enable Response name field and The response name field is a drop down list of all records present in Drop down responses in Response manager.

When you select any response name, it will enable compliance response field with Selected and not selected options.

For example if you select Selected option, in survey the question will become compliant when you answer it by selecting any option. And if you leave that Question as unanswered then it will treat as non compliant question vice versa.

• 1. Date:

A Date Type question in a survey allows respondents to select or enter a specific date, which can be used to gather time-based information. This question type is ideal for asking about events, milestones, or deadlines, where a date is required as the answer.

For Example: "When did you first start using our service?"

Date Picker

When you select the Date option, it will enables the compliance response, Days and from fields.

Compliance response will provide 2 options which are Less than or equal to and more than or equal to.

Days field will allow you to enter number

And From field will provide you 3 predefined options such as Assessment start date, assessment end date and the day question is answered.

You have to add the above 3 fields in combine to set the compliance response for Date field.

For example if you select more than or equal to in compliance response and added number as 2 in Days field and selected assessment start date.

Now in survey, for this question it will display the calendar to answer this question.

And the question will become compliant only when you select the date which is more than or equal to 2 days from that assessment start date., in remaining all other scenarios it becomes non compliant.

• 1. Number:

A Number Type question in a survey is used to collect numerical responses from respondents. This question type is ideal when you need respondents to provide a quantity, frequency, age, or any other measurable data in numeric form.Respondents are required to input only numbers.

Can be configured with minimum and maximum limits to ensure valid data entry.Allows for decimal places if you need more precise numerical data.

For example: "How many units of our product do you use each month?"

When you select Number type as response type, it will enables the criteria and Compliance response fields.

Criteria is dropdown field having 3 pre defined options such as Greater than or equal to, less than or equal to and equals to.

And in compliance you enter any number.

You have to apply these 2 fields in combine to set the compliance response for Number question.

For example if you select the criteria as Greater than or equal to and provide the number as 100 in compliance response.

Now in survey the question becomes compliant when you answer the question with more than or equal to 100 other wise it will be non compliant or gap question.

You can select any response type based on your requirement. Select one at a time to create a question.

Parent Question(s)

The "predecessor" (or parent) and "child" question concept in a compliance survey refers to a hierarchical relationship between questions. It’s a way to structure surveys to adapt dynamically based on responses, ensuring relevance and flow.

concept in a compliance survey is a structured method to ensure that the survey is both dynamic and context-specific. By linking questions in a hierarchical format, the survey logic adapts based on the respondent's answers, making it more efficient and relevant.

Predecessor (Parent) Question:

• This is the primary or controlling question.
• The response to the predecessor question determines whether subsequent (child) questions are displayed or skipped.
• Example:
  Q1 (Parent): "Do you have a data privacy policy in place?"
  • Responses: Yes, No

Child Question:

• This is a follow-up question triggered by the response to the parent question.
• This is only appears if the parent question meets certain conditions.
• It provides more detailed information or clarifications based on the parent’s answer.
• Example:
  Q1.1 (Child): "Can you provide the date when your data privacy policy was last updated?"
  • Triggered only if the parent question’s response is "Yes."

Why Use This Structure in Compliance Surveys?

1. Relevance: Avoids unnecessary questions for respondents whose answers make further details irrelevant.
2. Clarity: Keeps the survey focused and organized, improving response accuracy.
3. Efficiency: Saves time for respondents and reduces survey fatigue.

Example in Practice:

• Parent Question: "Does your organization comply with GDPR regulations?"
  • Child Question (if Yes): "Which specific GDPR requirements are implemented?"
  • Child Question (if No): "Please explain why GDPR compliance has not been achieved."

This approach ensures that compliance surveys gather detailed and targeted information efficiently, which is critical for assessments and audits.

Why Is This Concept Important in Compliance Surveys?

Compliance surveys often assess an organization's adherence to regulations, policies, or standards. These surveys can be complex, as different organizations might have varying levels of compliance. The parent-child structure allows survey designers to:

1. Tailor Questions to Respondents: Ensure that questions align with the specific practices or situations of the respondent.
2. Streamline the Process: Avoid wasting time on unnecessary questions, reducing respondent fatigue.
3. Focus on Critical Issues: Drill down into areas requiring more detailed evaluation only when necessary.

Benefits of Using This Approach

1. Improved Survey Quality:
   • Ensures only relevant questions are answered.
   • Minimizes errors and irrelevant responses.
2. Better Insights:
   • Allows organizations to identify gaps in compliance.
   • Provides a clear understanding of the root causes of non-compliance.
3. Enhanced User Experience:
   • Respondents appreciate concise and targeted surveys.
   • Reduces the likelihood of incomplete responses.
4. Efficient Data Analysis:
   • Easier to analyze specific areas of concern as questions are logically connected.

By designing surveys with the parent-child question structure, compliance surveys become more effective in capturing precise, actionable data.

Now the Parent Question field is drop down, it will provide you the list of all available questions before the question where you are now.

It shows you all the active question numbers except file upload and text questions.

You can select only one question number from this parent question field., the selected question will become a parent question for this question and this is the child for selected question when you save it.

Make sure that you can select the same question number for many questions, it means the selected number question having multiple child questions.

And also a child can have sub child question so the child1 becomes parent for sub child question.

All these parent and child questions can be in a same category or in a different category.

In survey the child questions will display only when the parent questions answered as per your condition.

Child question can be any type includes file and text response types but the parent question should not be a File upload and Text response question.

Make sure that if the selected assessment roles or facility types in a add question page is not mapped with Parent questions which you selected it will alert you a with pop up to say there is no mapping for assessment roles or facility types with parent child questions as you selected with yes or no buttons.

If you click on No, the pop up will close and if you click Yes, it will save your question with this selected Parent questions

Display When :

The "Display When" field becomes enabled only when you select a parent question.

If the parent question is a field with response options like "Yes" and "No," the "Display When" field will allow you to choose one of these options. Based on your selection, the child field will appear when the parent question is answered with the corresponding value setup in Display when field.

And Display when field allows you to select one or more options, it means the child question will display when the parent answered with any one of the selected options from Display when field.

It will provide all ranges from scale question and if it is a custom response, it will provide you the all options of custom response.

If the selected parent question is a Number type question, it will enables Display when criteria and Display When field, you can set your condition by using these 2 fields in combine.

If the selected parent question is a Date type question, it will enables Display when compliance response, Display when days and Display when from fields. you can set your child question condition by using these 3 fields in combine.

Require upload

The "Require Upload" feature is used to enforce a mandatory condition for uploading an attachment or file in response to a survey question. If you check this checkbox, an alert message will notify respondents that uploading an attachment is mandatory. If no attachment is added, the question will be marked as non-compliant.

Allow upload

Allow upload filed is a drop down filed with 4 static options which are when compliant, when non compliant, always and never.

" If you select the "When Compliant" option, the question will display an upload file button only when the response to the question is marked as compliant”.

" If you select the "When Non Compliant" option, the question will display an upload file button only when the response to the question is marked as Non compliant”.

" If you select the "Always" option, the question will display an upload file button always without considering the response of the question, it will show for unanswered question also”.

" If you select the "Never" option, the question will not display an upload file button in any condition”.

Require comment

The "Require Comment" feature is used to enforce a mandatory condition for adding comment to a survey question. If you check this checkbox, an alert message will notify respondents that adding a comment is mandatory. If no comment is added, the question will be marked as non-compliant.

Allow Comment

Allow comment filed is a drop down filed with 4 static options which are when compliant, when non compliant, always and never.

" If you select the "When Compliant" option, the question will display comment field only when the response to the question is marked as compliant”.

" " If you select the "When non Compliant" option, the question will display comment field only when the response to the question is marked as non compliant”.

" If you select the "Always" option, the question will display an comment field every time without considering the response of the question, it will show for unanswered question also”.

" If you select the "Never" option, the question will not display comment field in any condition”.

Make sure that if you select Require upload check box, you can’t select allow upload as Never.

And if you select Require comment check box, you cannot select allow comment as Never.

You can make any combination with these 4 fields except the above two combinations.

Enable Respondent recommendation(s)

This is a check box selection, In survey for this question, you will get option to view the available and mapped recommendations to the questions and you can get option to create recommendations only when you select this Enable respondent recommendation check box

Recommendation(s)

We are offering Recommendations to questions to decrease the gap score if this question treated as non compliant.

This is a Drop down field which shows all active available recommendations which are present in registers.

You can select any recommendation from the drop down to map this question and you can map multiple recommendation to a single question.

From here you can add new recommendation also by using + icon beside this field.

You can enter all required fields in add recommendation field and click on save, it will give you success message and navigate back to the add question page.

Now the recommendation field will show your new recommendation as selected.

Question Categories

Question categories refer to the classification or grouping of questions in a survey based on their purpose, type, or functionality.

This is a drop down and a mandatory field which you cant skip for creating question and which shows you all available active question categories in the list.

You can select any category from the list to map this question.

This is a single selection, you can map only one category to a question.

You can create new categories from here by clicking + icon.

You can enter all required details and click on save to create the question category.

It will give you successful message and navigate back to the add question page, now the question category field will show your new question category as selected.

Vulnerability

vulnerability refers to a weakness or gap in a system, process, or practice that could be exploited, potentially leading to non-compliance with regulations, standards, or policies. Vulnerabilities may expose an organization to risks such as legal penalties, data breaches, financial loss, reputational damage, or operational disruption.

This is a drop down field which shows you all available Vulnerabilities in the list.

You can select any vulnerability from the list to map this question.

This is a single selection, you can map only one vulnerability to a question.

You can create new vulnerabilities from here by clicking + icon.

You can enter all required details and click on save to create the vulnerability

It will give you successful message and navigate back to the add question page, now the vulnerability field will show your new vulnerability as selected.

Task priority

From this field you can set the priority for your tasks created for the control offered to this question.

This is drop down field provides you the 3 predefined task priorities which are enabled and available from the settings.

You can select any one priority for this question the selected priority will set to the tasks created for this Question and the offered recommendation.

Question Text

Question text refers to the actual wording or phrasing of a question presented to respondents in a survey, form, or questionnaire. It is the content that conveys what the respondent is being asked to answer or provide information about.

The text should be clear and easy to understand to avoid confusion.

It should directly relate to the survey's objectives and provide context for the response.

The question should be precise to elicit accurate and relevant responses.

This is an input field and a mandatory one to create a question, you can enter anything in it, it will accept alpha numeric’s, special characters and everything, make sure that it should not exceed more than 255 characters.

Control standard

This is a drop down field, in which it will show you all available control standards which are from control standard screen, you can select anyone from this list, make sure that it is a multi check selection, so you can map more than one control standards to a single question, This selection will display in survey when you mouse over the pop icon beside the question text.

Metadata

It acts as a descriptor or summary that helps in organizing, identifying, managing, and retrieving data more effectively. Metadata is often referred to as "data about data."

This is an input field, you can enter anything in it to describe about your question data, it accepts all alpha numerics and special characters also, make sure that it should not exceed more than 3000 characters.

Now you can select save button with all fields described above or you can take only mandatory fields and click on save.

It will give you successful message at the top right and navigate you back to the Question registers home page.

How to Edit the Questions from Question Registers?

• • 1. Go to Question registers
    2. It will show you the list of questions in the grid.
    3. Select for which category question you need from the question categories list.
    4. Now the grid will show you the selected category questions.
    5. Click on view details icon in the first column of question grid for the required question.
    6. It will open that question to edit.
    7. You can edit anything in the question details page except question number.
    8. The changes you edited for the question can be applicable in all over screen of application, you can update to existing assessments also.

• • 1. You can come to Questions grid page by clicking back button.

And from Edit question page, we have a powerful feature called Mass editing, from this you can update your recent changes for the question to existing assessments also by selection and also you can update as a bulk.

You can edit any field from the Question details page except Question number, when you try to edit some field and click on save button, it will show you one pop up called Do you want to update assessments? With yes or no buttons.

If you click on Yes, it will show you 2 drop downs one is assessment status and by the status selection it will display the list of assessments.

You can select your required assessment and click on save button.

You can select multiple assessments as well as all assessments to update these changes.

It gives you success message and navigate back to Questions grid screen.

And if you click on cancel, it’s just close the pop up and the question saved with your new updates and returns you back to Questions grid, this time it will update to any existing assessments.

Make sure that if you are updating Response type field means if you are trying to change an yes or no question to scale type or anything, it will show you one pop and which says “if you change this response type the cross mapping for this question will be removed” and provides you 2 options as “Return to the screen, no need to update and Yes, please remove the cross mapping”

If you select 1^st option the changes won’t be saved for this question and if you select 2^nd option it will again shows you another pop up to which existing assessments do you want to update.

And after selection of assessments, cross mapping will be removed from the question and update to assessments as you selected.

Make sure that this alert pop up only displays if the selected question having cross mapping feature.

If you are changing/adding the parent question, and the selected parent question is not mapped with the facility type/assessment roles which is mapped to the child Question, then it will show you an alert like the parent is associated with this child is not mapped to the facility type or survey role, so do you want add this as parent Question? With yes or no button.

If you click on yes button, this parent will be added to this Question and asks you another pop up to which assessment do you want to update and as per your selection it will update.

If you click on No, it will close the pop up.

How to Inactivate the Question?

You can inactivate the question by clicking tick mark at the action column in the grid as well as select in active option in status field from edit question page.

When you are inactivating/activating the question, it will asks you pop up to say for which assessments do you want to update, as per your selection the status will be updated.

How to Delete the Question?

Deleting a question means you are permanently removing the question from the application, we can’t get that question back again once you delete

And we can delete the question from 2 places, one is delete icon in the actions column in Questions grid and another one is from clicking delete button in the edit Question page.

If you click on delete, it will asks you one confirmation pop up do you really want to delete and if the selected question having child questions, it will show you another pop up which says, all associated child questions also deleted if you delete this question and this action can’t be undo. With yes or no buttons.

If you click on yes button, it will remove your question permanently and if you click on No, it just close this pop up.

How to search the specific Question from the Grid

1. You can get the specific record from the grid by using search field and also from the Filter feature as shown below.

1. We can filter the records by using Question number, Question category, Question text, response type, Vulnerability, Question Title, Control standard, status and priority You can get the data by clicking Run button in filters drop down and also you can create your customized filter by using save button.
2. And the created filters will display in select filter field, you can select them any time to get your customized data and the filters can be edit and delete any time and you can get whole data by clicking cross mark at the select filters filed.

1. And also you can make your filter as default filter by selecting default check box while saving the filter. so every time when you open the facility page, it will display only Default filter data.

1. You can sort Table data by using all columns (Question number, Q category, Question Text, Response type, parent question Vulnerability)., once you apply sorting with any column, the records will display in ascending order like below

.

1. You can get all the Question details into excel data by clicking export icon at the Top right. And also you can Hide or see the columns by clicking See/Hide columns data icon beside the export icon.
2. By default Questions table will display view details, Question number, Question category, and Question Text, Response Type, Parent Question, Vulnerability and Action columns and from selection you will get Question Title, Control standard, status and Priority columns.

Events: Events or logs are the excellent features in applications for tracking and auditing user activities and system operations. They provide a detailed record of actions performed, helping to ensure transparency, traceability, and compliance. Here's an overview:

Purpose of Events

1. Action Tracking: Record user actions such as creating, updating, or deleting records.
2. Audit Trails: Maintain a history of changes for compliance and accountability..
3. Performance Analysis: Log metrics to analyze application performance and usage.
4. Security: Detect unauthorized access or suspicious activities.

User Activities

• • Login/logout events.
  • Data creation, modification, or deletion.
  • Accessing sensitive modules or information.

Benefits of Events/Logs

1. Improved Troubleshooting: Quickly identify issues by analyzing error logs.
2. Compliance Support: Meet regulatory requirements by maintaining detailed audit trails.
3. Enhanced Security: Detect anomalies such as unauthorized access.

How to get the Events in Question register module?

1. Open Question Registers
2. Click on events Dropdown at the Bottom Left of the screen.
3. It will show you the all captured events for the Question Register Module.
4. This feature will show you the Events table along with filters option, search, sort and export options.

Events Table is having the following columns

1. Action Performed
2. Performed By
3. Module
4. Action date
5. Action Info and
6. View details columns

Action Performed: It will describe what action could be performed

Performed By: It will display the user mail Id who performed the action.

Module: The part or section of the application where the action occurred

Action date: It tells about the Timestamp the exact date and time of the event.

Action Info: It tells about the Facility, which facility is effected for the update.

View Details: When you click on this icon, it will display complete information of the action, like create, update and delete with detailed information like what is the before change of the Question and what is after change of the Question and which field is effected under that Question.

You can get the Specific log by search the record or filter the record by using filters and search field.

Filter feature give you the all column options to get the exact record.

You can save the filter for future purpose or you can run the filter for the temporary result

You can save the filter as default filter, so that every time when you open the events, only default filter records will display here.

You can download the all logs data into excel sheet, there you see, what is the before change and what is the after change.

You have sorting feature also in events, you will get the each column data in sorted order like in ascending order when you use the sorting feature.

Note: You can have this feature from manager login also, you can create, edit and delete the Questions from manager as well.