To create a new entry in the question library

The procedure to create a new entry in the question library is as follows:

1. Navigate to Quick Menu > System > Configuration > Question Library. The Question Library window is displayed.
2. Click on New Question. All fields are activated ready for data entry.
3. Using the Category drop-down field, select the category to which this new question relates e.g. Application Form, Enquiry Form, etc.
4. Enter a Question Name into the field provided i.e. the short description for the question. The syntax of the question name must exclude special characters (? / \ # & ! ^ % £ $) 1.
5. Enter a Question Label into the field provided i.e. the caption for the question, as presented to the recipient on the associated form.
6. Using the Response Data Type drop-down field, select the desired format to match the question response - Date Only, Date Time, Decimal, Integer, Lookup (Address, Contact, Contact Group, Table, Standard or System), Text, Time Only, True or False, User Defined Field Lookup, or Functional Unit.
7. Specify the required response data type criteria, range or lookup list to control the permitted entries.
8. Using the Linked Object drop-down field, select a module entity to which the question relates e.g. Contact Group, Contact Ethnicity, Contact Group Income, etc.
9. Using the Multiples drop-down field, select an appropriate parameter value to define whether the same question can have more than one valid response i.e. Multiple or Single.
10. Use the Information Text field to add supporting contextual data that is relevant to the question i.e. an introduction to the question, as presented to the recipient on the associated form.
11. Use the Help Text field to add a tool tip that will aid the recipient in their response.
12. Using the Applicable Companies drop-down field, multi-select all companies for which this question is relevant, or choose the All option, as required 2.
13. Choose an Effective from date for this question i.e. the date on which it came into effect 1.
14. Choose an Effective to date if the question is to be reviewed on a specific date or to capture a change of circumstances; a blank field means the question will be continually valid.
15. Click on Save. The new question appears in the alphabetical list, underneath the associated category 2.

Tip

1 To aid in identification and extended searching opportunities, it is good practice to devise and uphold a consistent naming convention for all question names.

2 Where only a small number of parameter values are not required, activate the All tick box first and then de-select individual items from the full list, as required; the All tick box will be automatically removed once an item is de-selected.

Note

1 The Effective from date defaults to the current system date and cannot be left blank.

2 To amend the details of an existing library question, expand the category heading, select an associated question (or type its name into the Search Questions field) and repeat steps 5 through 15 (only a limited number of fields can be updated once a record has been created). The end user is asked to affirm that all associated form templates will be updated with the revised question attributes; clicking on Close will stop the action, allowing for an alternative question to be created.

See related topics...

Question library management overview

To clone an entry in the question library

To create a new group in the question library