Templates and Questionnaires are built up of Sections which group Questions within. You can add/amend Sections and Questions by editing a Template or Questionnaire.


N.B: You must select a Template to create a Questionnaire from, so it's recommended that you build up your questions on a Template first. This is particularly useful for standard questions which will be used in multiple Questionnaires. You can then edit the format once you've created a Questionnaire if you need to tweak anything for that specific Questionnaire

Contents:

You first need to create your Template or Questionnaire.


Edit your Template/Questionnaire

Once you have created a Template or Questionnaire, you then need to open up the "Editing" window:

  • For a Template:
    • Navigate to Sourcing >RFX Tender Template
    • Click "Edit" next to the relevant Template
  • For a Questionnaire:
    • Navigate to Sourcing > Requirements
    • Click into the relevant Requirement and go to the RFX tab
    • Click "Edit" next to the relevant Questionnaire.
      • OR
    • Click onto the Questionnaire to bring up the Manage RFX Tender screen and click "Edit"
N.B: Questionnaires cannot be edited once they've been published and once you've set weighting in the Manage RFX Tender screen (so ensure you've finished editing before you set Weighting)


The "Editing" window is navigated the same for Templates and Questionnaires.

Adding Sections

You firstly need to add Sections/Sub-sections to group your questions into. 

  • Section: A group of questions.
  • Sub-section: Can be linked to a certain response to a question within a Section. Use these to ask for further information dependent on a response. Sub-sections should be created before you create the section, as you will need to link it to the relevant question on the Questionnaire. 


These can be added from scratch, or existing Sections can be pulled in from other Templates.    


To add Sections from scratch:

  • Type in a name for your Section into the text field at the bottom. 
  • Tick if you wish to create a Sub-section.
N.B: Ensure you've selected the correct option, as once a Section/Sub-section is created, it cannot be converted to the other
  • Click 'Add New Section'.

To add existing Sections from templates:

  • Under "Choose section from existing templates", select the name of the relevant Template from the drop-down box.
  • Then, select the desired Section from the second drop-down box. 
  • Click 'Add Existing Section', and this will then pull in that Section and any Sub-Sections linked to Questions within in.
N.B: You can only pull in individual Sections at a time, not whole Templates. If you wish to pull a whole Template in, you have to go through and select each Section individually


Adding Questions

  • Click on the name of the Section/Sub-Section to add Questions to it.

  • Click on the arrow next to "Add question", and this will expand to show you multiple options for Question Types to choose from (see table below)

When creating your questions:

  • Add the question title (Question Section Title) and question details.

  • You can add help text for each question if you wish to add extra notes to supplement the question.

  • Tick the question as Mandatory if necessary.

    • The Supplier will then have to respond to this question in order to submit their whole response to the questionnaire

When you are ready to save your questions within a section, click the Save or Save and Close button. 


Question TypeDescriptionKnock-out option and scoring type?
Yes/No
Possible supplier responses of either 'Yes' or 'No' and optional 'Not applicable'. Untick to remove 'Not applicable' option.


You can choose to have details required from a supplier when a certain option is selected. This will prompt the supplier to answer an additional question.

  • Tick to have additional details required after the supplier selects 'Yes', 'No' and/or 'Not applicable' under "Details required when this value is selected"
  • You will then be prompted to add some instructions to let the supplier know what information they should provide .
  • The supplier will be prompted to input these extra details into a text box if they choose this particular option.
Knock-out


Automatic Scoring
Yes/No with Section Select
Suppliers response links to a sub-section with further corresponding questions. For if you'd like more than one additional questions to be displayed dependent on the suppliers answer.
  • Select a sub-section from the dropdown box under the relevant value.
  • If a supplier selects this option, they will then be shown the questions within the linked sub-section to respond to.
Knock-out
Text Field
Suppliers may submit a text response of up to 10,000 characters for tender questionnaires.
  • You can edit the character limit for this response up to 10,000 characters. The character limit will automatically be set at 1,000
  • Suppliers will be shown the character limit when responding
Manual Scoring
Text Field Plus
Supplier may choose to add multiple text fields to submit their response in.
  • You can edit the character limit for this response up to 10,000 characters. The character limit will automatically be set at 1,000
  • You can limit the number of text fields the supplier can add (called user fields).
Manual Scoring
Text Multiple Fields
Text response template set with multiple fields. e.g. useful for contact information questions. There is no character limit on these text fields.
  • Click Add text field to add as many as required.
  • Add text to appear before the input box to instruct the supplier on what to input in each field.
Manual Scoring
Multiple Choice
Several possible value responses from which the supplier may choose from.
  • Choose checkbox list to allow the supplier to select multiple options.
  • Choose radio button list to only allow the supplier to select only one option.
  • Type in the value into the option box and click Add new option to add more choices.
Automatic Scoring
Multiple Choice with Section Select
Supplier choice of value leads to different sub-sections with further corresponding questions. For if you'd like to add questions that are dependant on the supplier's previous answers. Good for if you have different Lots.
  • Type in the value into the option box and select the sub-section from the drop-down box you want to be linked.
  • If a supplier selects this option, they will then be shown the questions within the linked sub-section to respond to.

Number Field
Numerical question value responses, including optional currency symbols and negative values.
  • Tick to choose whether you'd like to use 1000 coma separator (0,000), 2 decimal places, £ currency symbol and/or negative numbers.
Knock-out

Manual Scoring
Upload File
Question requires a supplier to upload a file of up to 24 MB.
  • You have the ability to add an Expiry date - this will then allow for the expiry document workflow to work. For more information on expiring documents, please see here
Manual Scoring
Key Document Slot
Links to an Organisation Document slot that stores the file the Supplier uploads, and pre-populates if a file is already stored. Saves time for Suppliers from having to manually upload files each time to commonly requested documents in multiple Questionnaires. For more information on Organisation Document slots, please see here.
  • Select the document slot you wish to be used for this question from the drop-down box.
  • When the Supplier uploads a file for this Question, this will be stored in the Organisation's Document Slot.
  • If the Supplier had previously uploaded a file for this Organisation Document slot, the stored file will automatically be pulled through as their answer.
  • If they upload a new file for this Question, it will override the existing file stored. 
Manual Scoring
Key Data Slot
Links to an Organisation Data Slot that will store a Suppliers answer, and pre-populate the answer if data is already stored. Saves time for Suppliers from having to manually populate answers each time to commonly-asked questions in multiple Questionnaires. For more information on Organisation Data Slots, please see here.

  • Select the data slot you wish to be used for this question from the drop-down box.

  • When the supplier enters their answer, this will be stored in the Organisation's Data Slot 

  • If the supplier has previously entered a value in this Organisation Data Slot in a different Questionnaire, this saved value will automatically be pulled through as their answer.

  • If they enter a new value for this Question, it will override the existing value stored. 

Manual Scoring
Text block
Read-only text to add any information/statements/data for the supplier without requiring a response.



Knock-out

Knock-out options allow you to eliminate a supplier on the basis of a particular response.


If a Supplier selects a knock-out option, or enters a numerical value outside of the knock-out boundary, they can either be:

  • Unable to submit their response unless they change their answer 
  • Can submit their response, but the knock-out answer will be highlighted to evaluators

For Yes/No knock-outs:

  • Select the option(s) you wish the knock-out to apply for.
  • The Supplier will then be knocked out if they select this.

For Number field knock-outs:

  • Enter the min and max values for the knock-out boundary.
  • The Supplier will then be knocked out if they enter a value outside of this boundary. 

You can enter text as a 'Knock-out warning' to be displayed to suppliers if they select/enter a knock-out value.


Scoring

Scoring can be set on Questions in order to help when evaluating responses. 


Scoring can either be:

Automatic - to automatically apply a set score when a Supplier selects a particular option as their answer.

  • For Yes/No questions, you can enter numerical values for automatic scoring for if a supplier selects 'Yes', 'No' or 'Not applicable' 
  • For Multiple choice questions, you can enter a numerical value for automatic scoring next to each of the options you've added.

Manual - where the Evaluator determines a score for an answer when evaluating responses. This allows you to have set scoring options for evaluators to choose from or provide their own score. You can add help text to provide the Evaluator with guidance. 

  • The different types of manual scoring you can set are:

    • Yes/No - this will prompt the evaluator to select either 'Yes' or 'No' when evaluating an answer. You set a value for each option which will then be applied.

    • Rating - this prompts the evaluator to select 'Excellent', 'Good', 'Satisfactory' or 'Unsatisfactory' when evaluating an answer. You set a value for each option which will then be applied.

    • Scoring - this prompts the evaluator to enter a score themselves. You set a value for the maximum score possible, and the evaluator inputs a value within this.


You can also weight the value of sections scoring by applying Weighting. This can be done in the Manage Questionnaire screen when publishing your Questionnaire. Please see here for guidance on applying Weighting. 


Build up your Template/Questionnaire by adding Sections and Questions. You can click into a Section to make any changes to Questions or the Section name.

Editing your Sections/Questions

To delete a Section:

  • Click on the name of the relevant section
  • Click "Delete Section"

To change the name of a Section:

  • Click on the name of the relevant section
  • Amend the name in the field at the top, and click "Save" at the bottom

To change your Questions:

  • Click on the name of the relevant section
  • Make your changes to the Questions and click "Save" at the bottom

To change the order of Questions within a Section:

  • Next to the relevant Section, click "Question Order"
  • Drag and drop the order by using the 6 dots on the left-hand side of each Question

To change the order of your Sections:

  • Drag and drop your Sections by using the 6 dots on the left-hand side of each Section