Welcome to the Custom Response Type Feature in Compliance

Welcome to the Custom Response Type Feature in Compliance

This guide introduces you to the Custom Response Type feature, a powerful feature within our compliance product. Below, you'll find detailed information about this feature and step-by-step instructions to help you effectively utilize it in your compliance workflows.

Overview of custom response type Questions:

Custom response type questions in a compliance product survey refer to questions designed to allow users to input specific, tailored responses that don't fit into standard predefined formats like Yes/No, true/false, or scale-based answers. These types of questions are used to capture detailed, nuanced, or unique information that standard formats might not cover. They provide flexibility for addressing complex compliance requirements.

Common Features of Custom Response Type Questions:

Dropdowns with Custom Values: Lets users select from a predefined list of options or add their own.

• Example: "Select your compliance framework or enter a custom one if not listed."

Multi-Part Questions: Enables complex queries where users provide multiple types of responses for a single question.

• Example: "List all locations storing sensitive data and provide encryption details for each."

Purpose in Compliance Surveys

• Tailored Data Collection: Compliance surveys often deal with diverse regulations and operational nuances, making one-size-fits-all questions inadequate.
• Enhanced Reporting and Insights: Detailed responses help organizations identify gaps, assess risk, and generate comprehensive compliance reports.
• Flexibility for Evolving Standards: Custom questions can address new or region-specific regulations, ensuring the survey remains relevant.

When coming to our Compliance product, we have 3 types of compliance responses which are as follows

1. Single Response
2. Multiple Choice and
3. Drop down Response.

A.How to go to custom responses in compliance?

1. Login to compliance product and click on Content manager menu
2. It will display a drop down with list of sub menus.
3. There you can click on response manager.
4. It will navigate you to the Custom responses page.

1. The page displays with 2 tabs, which are custom responses and Drop down Responses.
2. By default it will land into the custom response page.

B. How to create new response type in custom response?

Creating new response type is a straightaway process in custom responses, the following steps will guide you how to create the response type.

1. Open custom response page.
2. Click on Add response button at the Top left of the page.
3. It will open create response type page.
4. The page will show you following fields to enter your inputs

By default it will show you the below 3 fields

• • 1. Custom response name
    2. Response type and
    3. No. of options, once you select the no. of options, it will display another fields as below

• • 1. Provide Response Text
    2. Compliant Response and
    3. Use response weight and set Total question weight

1. And then click on save button to add your new response type.

Fill the Required Details to create the Response type

Custom Response name: Here you can enter the name of your custom response question For example: General.

it can be anything as it accepts alpha numeric values and special characters, ensure that name should not exceed 255 characters.

Response Type: This is a drop down field and describes you the type of your response.

And it is having 3 predefined static values to set your response type which are multiple choice, Single Response and Drop down list

Ensure that multiple choice and single response are the types of custom response questions and Drop down list is the response type for Drop down questions which are explained in details in next tab.

Now coming to the custom response, you can select any of them as single response or multiple choice.

No.of Options: This is also a drop down field tells about the how many response options a question can have, Here it will display the No. of options ranges from 2 to 20.

User can select any one option to set the responses for their question as required.

Ensure that we cannot use custom response questions for single option questions and as well as response options more than 20.

For example let we select 4 from the no. of options field.

Provide Response Text: This field will enable when you select the option from No. of options field.

This will show you 2 sections which are one is Response Text and another one is Response weight

In Response text field, we can enter the name of your response in all 4 rows as you selected 4 responses for this question.

Ensure that it will accept alpha numeric and as well as special characters.

Enter the Text as you required in all 4 rows of response text. For example

Response 1

Response 2

Response 3 and

Response 4

And set the weight for each response in this question, by default the response weight will display 0.

You can set weight as you required from the list.

Response weight is a drop down field and it shows the weight ranges from 0 to 10 which are enabled from the settings>control weight levels.

Ensure that 0 weight questions will not consider in calculating risk scores, so give some weight to the responses let select 1.

Compliant response: custom response is used to describe your given response is compliant or non-compliant to check the gap questions calculate the gap score.

This is also a drop down field and whatever the responses we added in response text, those will display in compliant response field.

This is also a multi selection field even the response type is single. You can select one more options from the list as a compliant response.

So that in survey when you answer the question and the answer matches any one of the compliant response the question becomes as compliant otherwise it is treated as non-compliant question.

So select one or more options from the custom response drop down.

Use response weight and set total Question weight

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

Welcome to the Dropdown Response Type Feature in Compliance

This guide introduces you to the Dropdown Response Type feature, a powerful feature within our compliance product. Below, you'll find detailed information about this feature and step-by-step instructions to help you effectively utilize it in your compliance workflows.

A Dropdown response type question provides users with a list of predefined options within a collapsible menu. Users can select one or multiple option from the available list. This format ensures standardization and consistency in responses.

Key Benefits

• Standardization: Ensures uniformity in responses.
• Simplicity: Reduces ambiguity by providing a fixed set of options.
• Efficiency: Saves time with a compact, easy-to-navigate design.

This feature allows you to customize dropdown questions, ensuring they meet your compliance survey requirements effectively.

Create Your Own Dropdown Response Question

With this feature, you can create custom dropdown response questions tailored to your compliance needs. Follow the steps below to design your question, define its options, and set the correct answer.

Dropdown Response Question

1. Define the Question Name:
   • Provide a descriptive name for your question.
   • Example: Department Compliance Status
2. Choose the Response Type:
   • Select Drop down option from the list
3. List the Options:
   • Enter the predefined response options for the dropdown menu.
   • Example:
     • Compliant
     • Non-compliant
     • Under Review
     • Not Applicable
4. Set the Correct Answer (Optional):
   • If the question has a definitive correct answer, you have to set the compliant response as when you select the options or not selected the options
   • And ensure that it can be multiple selections for a question.
5. Save the Question:
   • After entering the details, click Save to add the question to your list.

Below Questions will help you to understand the step by step flow of this Feature.

How to Open the Dropdown Responses page?

1. Login to compliance and click on Content Manager
2. Select response manager menu from the Drop down list.
3. It will navigate you to the Response Manger module, it contains 2 tabs custom responses and Drop down responses.

1. By Default it will land you on custom response tab.
2. Now select the Drop down responses tab.
3. It will take you to the Drop down responses page.

How to Add a Drop down Response type question?

Creating a Drop down Response question is straight forward process, the below steps followed by screenshots will guide you how to create a Drop down Response question.

1. Landing in to Add Response Page.
2. Click on Add Response button in Drop down responses page.

2. It will open Add response page to add the details to create the question.

1. Fill the Required details to create the Question:
2. Custom Response name:Here, you can enter the name of the dropdown response, such as “General.” The custom response name field is mandatory and cannot be skipped when creating a dropdown response question. You can input any text, including alphabets, numbers, alphanumeric combinations, and special characters, ensuring it supports up to 255 characters.

1. Response Type: This is a drop down which provides you 3 options such as “Multiple Choice”, “Single Response” and “Drop down List”., from here you can add Multiple choice questions and single answered questions with predefined options along with drop down list questions.

Ensure that Drop down List is also a multiple select of response type question.

So select the Drop down list option from the Drop down.

1. Response list: The response list is an empty dropdown by default, allowing you to add your own options as responses. You can use the "+" icon next to this field to add custom options.
2. Click on the + icon, you will get a pop up called “Add Response option” to add the list of responses you need.

Ensure that the pop up provides you 2 options to add the responses.

Top one is one by one process like add one response and save it and again add the 2^nd response and save like that.

And bottom one is to add all required options in an excel sheet and upload to this question.

1. Enter your option in Response option list field., make sure that it will accept any characters like, numbers, alphanumeric and special characters and click on save button

1. You will get a confirmation message at top right like below.

1. Again you can click +icon and add your next option if you want and click on save.
2. Added options will display in Response List drop down with multi check option along with select All, Ensure that when you select an option, Edit and delete buttons will be enabled beside the filed to modify the option.

1. When you click on edit, it will open another pop up to edit the options, the pop up having 2 columns one is options and another one is Actions with pen icon, when you click on pen icon, it will allow you to edit the option, once you edit or rename the option click on right mark to save your changes., if you click on cross mark, your changes won’t be saved.
2. You can get back from that pop up by clicking on close button.

1. Ensure that you can modify the options any time and N no. of times.
2. You can delete options by clicking on delete icon, it will show one alert message to ask really want to delete or not, if still click on yes, selected options should be deleted, and you can get a confirmation message for deleting.

Compliance Response: This field decides when the question becomes compliant or non-compliant., this is a drop down filed contains 2 predefined options such as selected or not selected.

1. Click on compliance response filed, it will open the drill down having selected and not selected options.
2. You can customize your question compliance by choosing this options.
3. If you select “selected” option, the question becomes compliant when you give/select response while doing the survey, otherwise it will be non compliant.
4. And if you select “Not selected” here, the question becomes compliant when you not answered question in survey, if you answer it, it will become non compliant

1. Saving the Response type:

Click on save after entering all required fields, the new Drop down response type questions is saved and shows you the confirmation message at the top right and navigate back to the Drop down responses home page as shown below.

How to Edit the Drop down response Question?

You can edit your Drop down response question any time by clicking the view details icon provided at the first column of the grid.

When you click on the view details icon, it will open that Drop down response question, from here you can edit the

Response name

Response List options and

Compliance response selection

And you can add more options also

Ensure that you cannot change the Response type from edit Response page.

If you change anything and click on save, it will show another pop up, which says do you want to update these changes into existing assessment? With save and close options.

If you want update to existing assessments, you need to select the status of your assessment first and it will display the list of assessments matches to your selected status.

Then select your assessment and click on save.It will give you confirmation message and the assessment will be updated with your latest changes.

If you are not selecting any assessment and click on save or close, the changes will be updated to this question level only, so for the new assessments the changes will be applicable if you use this question.

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