Custom Questions: Creating Your Own Audit Questions

Simplifya's Audits feature gives you the ability to create your own audit questions and either add them to Simplifya audits, or conduct audits of just your own audit questions.

Getting Started

You can create and manage your custom questions through the "Audits > Questions" sub-module. To create a new question, click the "Add" button in the top right and then click the "Question" option. 

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After clicking the "Add Question" button, you'll land on the Create Question form, with the following fields to complete for your new question:

• State: The options in the state field include any states where the company has an active location or "All". If a state other than “All“ is selected:
  • A question will only appear when auditing locations in that state
  • A question can only be added to Question Groups matching that state
• Category: Select from categories you’ve created. Questions will be grouped by category in the audit interface when conducting an audit and in audit reports.
• Question Title: The Question Title will be listed in the question tree when conducting an audit, and will give auditors a way to easily identify and navigate to a question.
• Question: The text of the question which an auditor will provide an answer to. 
  Note: You cannot have two questions using the exact same text.
• Action Item(s) (optional): When an Action Item is added, an instructional remediation task will be created on the finalized audit when the non-compliant answer is selected for the question. If an Action Item is not added to the question, the question will still be "Non-compliant" on the finalized audit, but there will be no remediation task to assign out.
• Risk (optional): Assign a risk ("High", "Medium", "Low") to your questions in order to identify the most important remediation items on your audit reports. You can filter your finalized audit report by risk level to easily identify your questions marked "High" risk. 
• Question Group(s) (optional): Question Groups allow you to put your questions into groups. When creating an audit, you can add these question groups to your audit. Only question groups matching the question’s “State“ will appear in the drop down.
  To add custom questions to an audit of Simplifya's audit content, the questions will need to first be added to a question group. 
• Answer: Select the possible answers for this question, and the compliance status for each. Any of the three answer choices can be configured to have the following compliance statuses: "Compliant", "Non-Compliant", and "Pending".
  • A question must have at least two answer options selected in order to be saved.
  • Note: Answers with a “Non-Compliant“ status will generate an Action Item if one has been added.

After completing all fields on the Create Question form, you can either save the question as a draft, or publish the question. 

Child Questions

Once the draft has been saved, you can add child questions to your an answer(s). Child questions are questions that will populate on the audit based on how the parent question is answered. For example, if you add a child question to the "Yes" answer option, when an auditor answers that question "Yes", the child question will populate on the audit. If the auditor selects an answer other than "yes" for that question, the child question will not populate on the audit. You can add as many child questions as you want to each answer option for a question. 

Question Statuses

Questions have two attributes which determine whether they can be pulled into an audit.

• Status: Possible options are "Active"/"Inactive". Questions start out as "Active" upon creation. You can deactivate questions you no longer need.
• Display: Possible options are "Draft"/"Published". Upon creation, a question can be saved as either, depending on the button clicked upon creating the question.

In order to appear in audits, a question must be both "Active" and "Published".

Permissions

Only Managers and Administrators on the account can create custom questions. The following permissions apply:

• Administrators: Can attach questions to any state in which the business has a location.
• Managers: Can attach questions to any state in which the business has a location AND they are added.