Schedules are collections of surveys that are sent to specified users during specified time periods. To set up a schedule:
- Select the “Define schedule” tab:
- Click the “CREATE A NEW SCHEDULE” button:
- Enter a schedule name, select a schedule type and enter a description (If necessary). You are also able to enable the ability for multiple Risk Item Creation and a Custom Introductory Message for your schedule.
- Enable Multiple Risk Item Creation on Submission
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This is for re-assessments. If the original assessment generated a risk for a specific question and the re-assessment also generates a risk item for the same question, when this option is selected, you get duplicate risk items for that specific question (different IDs of course).
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- Enable Custom Introductory Message
- This will display another text box just below that will allow you to add in a custom introductory message to the schedule for the users completing the surveys.
- Enable Multiple Risk Item Creation on Submission
- Select surveys to add and which risk registers they should be sent to. Then click the “ADD” button. Do this for all surveys you wish to add to the schedule:
- If you want each new survey pre-populated with the same answers as the previous survey filled out by the third-party, click the box labelled “COPY ANSWERS FROM PREVIOUS SURVEYS”:
- Once you have finished adding surveys, click the “ADD RECIPIENTS” button:
- Use the drop down menus to select who you would like to receive the schedule’s surveys and click the “ADD” button:
- Once you have settled who will receive the scheduled surveys click the “Schedules” tab:
- Set the start date and submission period for the portal and click the box labelled "REPEAT SUBMISSION PERIOD" if you would like to set a recurring submission period:
- Once you are finished setting submission period(s), click the “VIEW SUMMARY” button:
- You will now be presented with a page that summarises information about the survey. Click the box labelled “SEND CUSTOM NOTIFICATIONS” if you would like particular notifications sent to schedule recipients. To send a notification to the supplier owner click the box labeled "NOTIFY THE SUPPLIER OWNER WHEN SURVEYS ARE COMPLETED." Finally, click the “PUBLISH” button to start the schedule:
- You will receive this warning before publishing. Click the “PUBLISH” button to activate the schedule:
- You will now see that the new schedule has been added to the list of published schedules:
The schedule will now run on the dates you identified and can be edited any time before it closes.
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